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Field Name/Group
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What is this?
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Type
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Is your vendor an Individual or a Firm? Select the appropriate option.
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Inactive
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Check this box to inactivate the vendor. This hides the vendor name in drop-down lists throughout AMS360.
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Name & Address
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Enter the vendor name as you want it to appear on transactions, reports and correspondence.
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Enter the First, Middle, and Last name if the vendor Type is an Individual.
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If the vendor Type is a Firm, the first and last name fields are disabled. Enter the name information in the Firm field.
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Enter a meaningful 6-character .
Example COSTCO
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Enter the vendor's address, city, state and zip.
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Enter the vendor's complete web address. The system formats the information as a web site link.
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Phones Numbers and Email
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Enter the vendor's phone, fax, cell numbers, and email address where indicated.
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Contact Information
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Enter the Name and Phone Number of your contact within the vendor's business.
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Tax ID#
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Enter the vendor's Tax ID#. You must have this information to file a 1099 tax report, if such a filing is required.
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Terms
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Informational field for entering the vendor's payment terms.
Example 2% 10 Days/Net 30
This means you can take a 2% payment discount if the bill is paid within 10 days of the vendor's invoice date. No discount is taken if paid after 10 days. The bill is payable in full 30 days from the invoice date.
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GL Number
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Select the general ledger account number you want defaulted to Checks, Receipts, and Journal Entries for this vendor.
If you need to create a new general ledger account, click the link GL Chart of Accounts Setup. This takes you to the Chart of Accounts form. Add the new account.
When you Save and Close the Chart of Accounts form, you are returned to the Vendor data entry form, where you can specify this new account in the GL Number field.
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GL Chart of Accounts Setup
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1099 Category/Type
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Category
Select the Category, as defined by the IRS, for this vendor's 1099 reporting. Leave blank if 1099 reporting is not required.
Type
If a 1099 Category is selected, then a Type is required. The drop-down list fills based on the category selected.
Check with your agency accountant if you are unsure whether this vendor qualifies for 1099 reporting.
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Description
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Enter a Description, which you want to default into the Description fields on Receipts and Journal Entries and the For field on Checks.
Example Ford lease
If this field is left blank, Vendor Memo defaults as the description but can be changed. Entering the description that you use most often for this vendor, saves time later.
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Memo
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Enter a Memo, which you want to default into the Memo field in Journal Entries.
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Vendor Invoice Template
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Click this link to open the Vendor Invoice Template data entry form. Use this form to enter template(s) of predefined invoice information for this vendor.
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Define an image to display in the Vendor Center
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Browse for and apply a graphical image that displays in the Vendor Center for this vendor. See Image Display for setup help.
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