Payment Control – Vendor/Customer
The vendor structure contains information that is specific to the processing of disbursements for individual vendors. The disbursement elements on a vendor record control what type of disbursement may be generated, if the vendor is currently eligible to receive a disbursement, vendor specific banking information, and default values for most elements of disbursement structure. Also, the Vendor/Customer table includes information about the vendor's discount terms, mailing address information, indicates if this vendor is a third party vendor, and if they are subject to 1099 reporting. References to these elements are made upon generation of the disbursement request and during the Automated Disbursements process.
This table allows the recording of areas of interest/commodities that the vendor offers. The vendor has the option of registering for specific commodity items, general commodity classes or both, depending on the option chosen for the Commodity Code Registration Level field on the System-wide Options and Controls table.
Each Vendor record can have one commodity selected as the default PCard commodity by selecting the Default PCard Commodity check box. Flagging a commodity as Default PCard Commodity will mean that, during the PCard Reconciliation process, the flagged Commodity Code will be used if no Commodity Code information is received in the bank file. This flag can only be selected for one commodity record per vendor. An error is received if you try to select this flag for more than one commodity for a Vendor/Customer Code.
This table has the following tabs:
Vendor/Customer tab
Address tab
Commodity tab
Important Field InformationImportant Field Information
Miscellaneous Account - Indicates whether this record is for miscellaneous use and does not represent a specific vendor or customer.
Third Party Flags - Indicates whether this record can be used as a third party for other vendor records.
Never Archive - This flag should be selected if this vendor should not be archived by the Vendor Customer Archiving or Vendor Customer Archiving VSS Updates processes.
Organization Type and Classification - You may choose the type of organization, two options are available (Individual, Company). You may choose one of the following choices (Individual, Sole Proprietorship, Partnership, Incorporated, Nonresident Alien, Trust, Foreign, State Government, Other Government, Other) to identify the Organization Classification for this record.
Tax Profile - This field allows you to search the current Tax Profile Maintenance table for the appropriate tax profile code. If entered, the Tax Profile will default to the transactions.
For more information about Tax Profiles, refer to the "Tax Template (TAXPRFL)" topic in the CGI Advantage - Procurement User Guide.1099 Reportable Indicator - This field specifies if the vendor is 1099 reportable. It will be inferred from the 1099 Reporting Information table upon the entry of a TIN Number/TIN Type.
1042-S Reportable Indicator - This field specifies if the vendor is 1042-S reportable. It will be inferred from the 1042-S Reporting Information table upon the entry of a TIN Number/TIN Type. Either 1042-S Ch. 3 Recipient Code or 1042-S Ch. 4 Status Code must be populated, if 1042-S Indicator is Yes. 1042-S Recipient Account Number, IRS Country of Residence and IRS Sub Country Code must also be entered for the 1042-S Reportable vendor.
Disbursement Category - The Disbursement Category data structure is used to classify and/or consolidate payments. This field contains the default disbursement category value for disbursement requests generated for this vendor. This field is optional when creating a new vendor record.
Default Priority - Allows you to assign a disbursement priority to the Vendor record. This field defaults to 99 but can be set to prioritize payments via a pick-list to the Disbursement Priority table.
Default Format - The Disbursement Format data structure is used to define each electronic or hard copy format that may be produced by the disbursement process. This field contains the value indicating the default check/warrant format to be generated for disbursements for this vendor. This field is required when creating a new vendor record.
Scheduled Payment Day - Allows you to select a specific day of the month for payments to be generated for this record. This field is optional when creating a new vendor record.
Single Payment Indicator - When selected, this field indicates that payments to this vendor may not be consolidated and a single disbursement must be generated for each individual disbursement request. This field is optional when creating a new vendor record.
Hold Payment fields - Allows you to determine whether payments should be held for this vendor. If the box is checked, payments to this vendor will be temporarily suspended. If the box is unchecked, payments to this vendor will process as normal. When Hold Payment is checked, the reason for holding the payment should be provided in the Hold Reason field.
Prevent New Spending Fields - Allows you to determine whether to prevent new spending for this vendor. If this option is selected, all payments currently in the system will process, but you will be prevented from beginning new purchasing/payment transactions. A modification decrease or cancellation of an existing Payment Request is allowed regardless of the Prevent New Spending selections.
Name on Check - Indicates which name to print on checks. Valid values are: Legal Name or DBA.
Third Party fields - Allows to store the details of the vendor who would be a third party to this vendor.
Generate EFT Payment – Marks this vendor as preferring payment via EFT.
EFT Status - This field will contain a value that indicates the vendor's current eligibility to receive EFT payments.
Bank Account details – These are the fields that store the ABA Number, Bank Name, Account type, Account Number and Routing ID Number of the Vendor. You can also specify the Foreign Bank information if the EFT Format is IAT.
The EFT Status field indicates the vendors' current eligibility to receive EFT payments. Selecting the Generate EFT Payment option indicates that this vendor prefers payment via EFT. *Prenote/EFT information can only be entered in this tab for records with a Payment Address Type. Entities that have common banking information across multiple addresses should populate the Prenote/EFT section on the Vendor/Customer (location level) tab of the Vendor/Customer table. Prenote/EFT information at the Address level is read first. If the Prenote/EFT fields are populated, the Address level Prenote/EFT information is used; however, if the EFT information on the Address level is blank, then the Prenote/EFT information at the Location level is used. Note: The Allow Prenote/EFT on Vendor Address parameter on the Application Parameters table controls whether or not bank information can be entered at the Vendor Address level. The default value is Yes. If set to No, entry of data into the Prenote/EFT section of the Vendor Address table will not be allowed.
Vendor Active Status - This field contains the value for the current payment eligibility status of the vendor. A Vendor is considered active if the Active Status is set to anything other than 'Not Active' on the Vendor Customer table. If this field is set to Not Active, no new disbursement requests may be created and no disbursements may be generated for this vendor. This flag is set on the Certification tab of the Vendor/Customer table.
Remittance Advice Required and Format fields - Remittance Advice is a check stub that is generated and mailed to a vendor who has received an electronic payment. This information can be entered on the Vendor/Customer tab of the Vendor/Customer table or at the Address level. By specifying Remittance Advice information at the Address level, Remittance Advices can be generated for specific Payment Addresses that require a Remittance Advice.
Depending on your site's security setup, records can be added to the Vendor/Customer table manually or through a Vendor Customer Creation (VCC) transaction. Records can be modified on this table manually or through a Vendor Customer Modification (VCM) transaction. You can click the Create New Record or Modify Existing Record links to easily create these transactions. You can also create these transactions from the Transaction Catalog.
