Payment Control – Vendor/Customer Table

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 (VCUST) 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.  

Vendor/Customer section

Important tabs in the Vendor/Customer section of the Vendor/Customer (VCUST) table include:

• General Information

  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 section of the VCUST table. Miscellaneous Account Flag -  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.

• Organization

  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 ( TAXPRFL) table for the appropriate tax profile code. If entered, the Tax Profile will default to the documents. For more information about Tax Profiles, refer to the "Tax Template ( TAXPRFL)" section in the CGI Advantage Procurement User Guide. Recipient Code - This field allows you to enter or select the Recipient Code for the vendor if they are 1042-S reportable. The field will be a pick to the 1042-S Organization Type/Recipient Code Crosswalk table. If this field is entered before the Organization Type field, the associated Organization Type will be inferred to the Organization Type field. Recipient Account Number - This field allows you to enter or select the Recipient Code for the vendor if they are 1042-S reportable. This field will be a pick to Recipient Account Number field on the 1042-S Reporting Information table. 1042-S 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. Contract Withholding Exempt – This field indicates whether the payment line is exempt from contract withholding. If the Contract Withholding Exempt check box is selected for a vendor record on the VCUST table, then the vendor is exempt from Contract Withholding. If a vendor is exempt, all commodity lines and accounting lines for the vendor are exempt from Contract Withholding.

• Disbursement Options

  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.

• Pre-Note/EFT

  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. Vendor Terms tab - Allows you to enter any discount terms that have been established for the vendor.

Address section

Important tabs in the Address section of the Vendor/Customer (VCUST) table include:

• Prenote/EFT

  This section maintains the information about Prenote/EFT (Electronic Funds Transfer) transactions, if applicable, for the selected Vendor/Customer address.  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 section for records with a Payment Address Type.  Entities that have common banking information across multiple addresses should populate the Prenote/EFT tab on the Vendor/Customer (location level) section of the VCUST 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 (APPCTRL) 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 tab of the Vendor Address table will not be allowed.

• Remittance Advice

  This section allows you to specify whether a hard copy remittance advice for each Electronic Funds Transfer (EFT) transaction is needed.  A Remittance Advice is a check stub that is generated and mailed to a vendor who has received an electronic payment.  This information can also be entered on the Vendor/Customer section of the VUCST table.  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) document.  And records can be modified on this table manually or through a Vendor Customer Modification (VCM) document.  You can click on the Create New Record or Modify Existing Record links at the bottom of this table to easily create these documents.  You can also create these documents from the Document Catalog.   For more information on the VCC document or the VCM document, refer to the associated page level help in Advantage.  Page level help is accessed by placing your cursor on the Advantage page, clicking on the right mouse button, and then choosing the Page Help option from the pop-up menu.