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Setting Up AP Vendors

AP Vendors is the shared vendor master for Accounts Payable, subcontracts, and purchase orders. Each vendor record holds identity and status, payment and purchasing addresses, invoice defaults (terms, tax, expense, optional CM account), pay method and remittance delivery, and 1099 / country reporting fields.

Before you start​

  • Gather vendor legal name, payment and purchasing addresses, HQ payment terms, and bank details when EFT is used.
  • Know whether the vendor is subject to 1099 (or other country) reporting, and have Tax ID / SSN details ready when required.
  • Have HQ Payment Terms and any default tax, expense, and CM accounts ready. When the vendor master is shared across companies, a CM account on the vendor must exist in each company that uses that vendor.
  • Review AP Company Parameters Unique AP Reference and compliance-related invoice options so vendor overrides and payment-block behavior make sense.
  • Have permission to maintain AP vendors.

Steps​

Identity and status​

  1. Open AP Vendors.
  2. Enter vendor number (up to 6 digits; + assigns the next sequential number), vendor name, and Sort Name (at most 15 characters, uppercased, must be unique; defaults from the name).
  3. Set Active or Inactive. Inactive blocks new invoices, POs, and subcontracts; existing rows can still be maintained. Payments are not blocked by Inactive alone.
  4. Set vendor classification fields the form exposes as needed:
    • Vendor Type: Regular versus Supplier (Supplier supports two-party check behavior)
    • Subcontractor flag when the vendor is used on subcontracts
    • Master / subvendor relationship when the company uses master vendors for shared defaults or Unique AP Reference scopes

Addresses​

  1. Enter the payment address. Payment address prints on checks and 1099s.
  2. Enter or adjust the purchasing address. Purchasing defaults from payment and can differ.
  3. On Additional Addresses, add address sequences typed Both, Payment, or Purchase for overrides at invoice or PO entry. Set the 1099 mailing address sequence when it differs from the payment address.

Invoice defaults​

  1. Enter defaults that flow to invoices:
    • HQ Payment Terms
    • Tax Code (non-job lines)
    • GL expense account
    • Optional CM Account (must exist in each company when the vendor master is shared)

Pay method and remittance​

  1. On Payment Info, set Pay Method. Document Check and EFT for standard setup. ePayments and Credit Service appear when those services are configured on Company Parameters; complete vendor-side fields only when the company uses them.

  2. For EFT, set:

    • Status: None, Prenote, or Active
    • Routing at most 9 digits
    • Account at most 35 characters
    • Checking or Savings

    Active defaults EFT on entry; the operator can still choose Check or Manual on a given payment.

  3. Set Payment Info Delivery separately from Pay Method:

    • None
    • Email with attachment (needs a valid email and payment reports available on history)
    • Email notification without attachment

1099, unique AP Reference, compliance, holds​

  1. On Additional Info, complete 1099 (or country) reporting fields when applicable:
    • US reporting often defaults on for new vendors; printable types commonly include MISC, INT, and DIV
    • Tax ID is 9 digits with no separators
    • Proprietor name format is Last, First; complete SSN name fields when required
    • Use Ignore Minimum, email consent, and mailing address sequence options as needed
  2. Set Override Unique APRef Level (0-4) when this vendor should override AP Company Parameters duplicate-reference validation (including master/subvendor scopes).
  3. Maintain clearance certificate number and effective date when used. Country-specific reporting fields cover 1099, T5018, and AU taxable payments as applicable.
  4. Assign hold codes and payment-blocking rules on Using AP Vendor Hold Codes. Do not expand hold-code mechanics on this article.
  5. Keep vendor compliance status current. Payment-block behavior is controlled by compliance flags on Company Parameters plus vendor compliance status. See Managing AP Vendor Compliance.

Notes​