Click to view/hide picture.The Vendors setup screen allows you to define the companies from which you will purchase goods and services. Before defining vendors, define the Terms of payment you will use, and Vendor Groups.
Choose either:
Vendors (Entity Specific) to view and modify the vendors defined for the entity you are currently logged into.
Vendors (All Entities) to view and modify all vendors for all entities.
The following are shown at the top of the screen, above the tabbed area.
Vendor Code The code you would like to use to identify this vendor. Because the vendor code is used in place of the vendor name in some reports and inquiries, we recommend you choose a vendor code that clearly indicates the identity of the vendor. This field is required.
Vendor Name The name of the vendor. This field is required.
Active Specifies whether the vendor is currently active or not. New invoices cannot be entered for a vendor unless this checkbox is checked. However, invoices already entered can be paid.
Hold Specifies whether the vendor is currently on hold. If this checkbox is selected, invoices cannot be selected for payment for this vendor; however, invoices already selected for payment will be paid.
Use the Add this vendor... buttons at the top of the screen to add the vendor, either to all restaurant entities only, or to all entities of any type defined in your system.
Quick Tip: You can use Scan Document to scan original Vendor documents into Compeat.
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Fields for the vendor address.
Fields for the vendor phone and fax numbers.
Most of the information in this section should be provided to you by the vendor.
Gets 1099 Check to specify that the vendor should receive a 1099 tax form at the end of the fiscal year. See Vendor Tax Reporting for more information on how 1099 reporting is handled in Compeat.
Sole Proprietor Check to indicate if the business is a sole proprietorship.
Proprietor
Name (displayed when Sole Proprietor
is checked) Enter the business owner's name. This name will appear
in the Recipients Name box when printed on a 1099 form.
If the sole proprietorship has a different "Doing Business As"
(DBA) name, that name should be entered in the "Vendor Name"
field and will be prefixed with "DBA" and displayed under
the proprietor's name on printed 1099 forms.
Fed. Tax ID Type Specify whether the tax ID (TIN) is an Employer Identification Number (EIN) or Social Security Number (SSN).
Default Type Specify the type of 1099 that the vendor should receive. If Dividend is selected, you must also specify the Default Box. This can be overridden for individual invoices on the AP Invoices screen.
Default Box If Dividend was specified above, specify the appropriate box for the vendor; the options include total ordinary dividends, qualified dividends, and nondividend distributions. This can be overridden for individual invoices on the AP Invoices screen.
Note: If you need to change the 1099 type and box for a vendor and need to apply the changes to invoices that have already been processed, you can do so with the 1099 Invoice Assignment utility.
Federal
Tax ID # The taxpayer identification number (TIN) for vendors
who will receive 1099’s. This field is required if the "Gets
1099" box is checked. The system will run a validation on the
ID entered when you save and notify you if it does not meet the minimum
requirements. Show validation rules.
If "Encrypt Tax IDs" is checked under Enterprise Definitions,
this field will be replaced with a button that will allow you to open
a dialog where you can enter a tax ID.
State Tax
ID # If a vendor has a state tax ID, enter it here. Vendors
that operate from states with a state withholding tax may have a state
tax ID and should provide it to you.
If "Encrypt Tax IDs" is checked under Enterprise Definitions,
this field will be replaced with a button that will allow you to open
a dialog where you can enter a tax ID.
For both the Federal Tax ID and State Tax ID, Compeat exports that data to Greenshades or 1099Express. The tax ID numbers are included on the vendor 1099 form. If the filer is an authorized participant in the Combined Federal/State Filing Program, the state tax ID will be used as identification when the data is submitted to the participating states.
Attn Name The contact name for the vendor.
Order E-mail Enter the global email used for purchase orders. Entity-specific addresses can be set up in the Entity Access tab, which will override the default.
Payment E-mail Enter the global email used for emailing ACH payment summaries. Entity-specific addresses can be set up in the Entity Access tab, which will override the default.
Web The website URL for the vendor.
Electronic Distributor (order guides) To enable electronically updating order guides, select the electronic transmission template for this vendor from the drop-down list. You must first configure the distributor's order guide template information on the Orders and Order Guides screen. Also, in order for this feature to work, you must assign a vendor account number to each entity the vendor has access to on the Entity Access tab of this screen.
Electronic Distributor (sending orders) To enable electronic ordering for this vendor, select the electronic transmission template for this vendor from the drop-down list. You must first configure the distributor's electronic ordering information on the Orders and Order Guides screen. Also, in order for this feature to work, you must assign a vendor account number to each entity the vendor has access to on the Entity Access tab of this screen (see below).
Electronic Templates (invoice imports) To enable invoice importing for this vendor, select the electronic invoice template for this vendor from the drop-down list. You must first configure the distributor’s invoice import template on the Import Invoice Templates screen.
Vendor Group Optionally assign this vendor to a Vendor Group. The vendor groups that populate the drop-down are defined under the Vendor Groups screen. Assigning vendors to groups allows you to sort and filter by Vendor Group in certain reports.
Terms Code The terms of payment for this vendor. Select from the predefined list of Vendor Terms. This term code is used to calculate the invoice due date and any discounts when entering invoices for payment. This field is required.
Expense Acct # The default expense account for this vendor. When processing items for this vendor, the GL account detail will default to this account number, unless you are using inventory line item detail; in that case, the inventory item’s GL Account number will be the default.
Use the Entity Access tab to add, edit, or delete individual entities on the list.
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Order Email Enter the store-specific email address for purchase orders. This will override the default on the Vendor Info tab.
Payment E-mail Enter the store-specific email for ACH payment summaries. This will override the default on the Vendor Info tab.
Entity #/Entities Name Displays a listing of all the entities that can use the current vendor.
Vendor's Account Number When you specify that an entity can use a vendor, you can also specify an account number that the vendor uses for that entity. If specified, this vendor's account number will be printed on the stub of each computer check produced for this vendor.
Note: If you are using electronic ordering, some distributors require the vendor's account number for each entity.
EFT Check this box if you do not want to cut checks for this vendor through Computer Payment Processing. You can choose to exclude these vendors when creating a payment batch if you are paying them by EFT through Manual Payments instead.
Order Guides If you have an Order Guide Import Electronic Transmissions Template that is store-specific, assign it to the entity here. This assignment overrides any global template assignments made on the Vendor Info tab.
Sending Orders If you have an Order Export Electronic Transmissions Template that is store-specific, assign it to the entity here. This assignment overrides any global template assignments made on the Vendor Info tab.
Invoice Imports If you have an Invoice Import Electronic Transmissions Template that is store-specific, assign it to the entity here. This assignment overrides any global template assignments made on the Vendor Info tab.
Quote Invoices This option will insure that the last posted AP invoice price is noted on the Vendor Info tab of the Restaurant Inventory Items screen and used when creating purchase orders for all non-bid items for the respective entity and vendor. This option is store and vendor specific.
If any invoices are posted after you have performed vendor price maintenance, but before you have put in your new orders, the prices used on the newly posted AP invoices will override the prices you’ve just updated through maintenance. Again, this would apply to all non-bid items.
Consequently, if you are not going to use Compeat’s Bid Item feature, but you do wish to update prices using Vendor Price Maintenance or Import Order Guides you may want to uncheck "Quote Invoices” for this entity and vendor.
If you leave "Quote Invoices" turned on and do not coordinate closely with whomever is responsible for posting AP, you run the risk of someone posting food invoices after you have updated prices (using Vendor Price Maintenance or Import Order Guides) but before you’ve created any new orders you wish to place using the updated prices.
Reconcile Imports Check this box to enable the reconciliation feature for imported invoices.
Vendor Delivery Days Check the days of the week that the vendor delivers. When new orders are created for this vendor, the due date will default to the first day of the week that is marked as a delivery day for this vendor.
Use the Notes field to enter any notes that you wish to associate with this vendor. Notes will also appear on the Vendor Listing report for this vendor.
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Show Prices on Orders Check to display prices on orders. If this is not checked, then the purchase orders for this vendor will not display prices. Even if this is checked, if the similar flag on the Other Definitions screen > Other Tab ("Show prices when printing/e-mailing orders") is NOT checked, the Other Definitions flag takes precedence and prices will not display for the restaurant for any vendor.
Prefill New Orders If checked, new orders for this vendor will prefill with items previously ordered for this vendor within the time period specified in the "Number of days to search back for orders" field in Enterprise Definitions.
Sort New Orders by Specifies the criteria for sorting prefilled order items on the Orders screen.
Minimum Order Amount Sets a minimum order amount (in dollars) for the vendor. If specified, all new orders for this vendor will need to meet this amount. If no number is entered, no amount restriction will be imposed.
Minimum Order Qty Sets a minimum order quantity. If specified, all new orders for this vendor will need to meet this quantity. This field is meant to restrict orders that can be made with the Suggest Orders for Retail Items screen. Any order for a vendor that does not have a total quantity, from all items, of at least this number will not be allowed. If no number is entered, no quantity restriction will be imposed.
Enforce If checked, Compeat will prohibit saving an order for this vendor that does not meet the minimum order amount/quantityy. If unchecked, a warning will display before saving the order. If the order is saved anyway, it will be audit logged.
Order Interval Enter the frequency (in weeks) with which you order from this vendor. For example, if you order every two weeks, enter "2". This is used to compute Suggest Orders for Retail Items.
External Vendor Code This field allows you to specify an alternative vendor code for third-party systems that use different vendor codes from those used in Compeat. This is useful, for example, when exporting to a third-party accounting system.
Entity this vendor will represent This field is used for both commissary functionality and inter-store transfers.
Commissary functionality When you define a commissary on the Commissary Definitions screen, you will be prompted to enter the commissary number in this field so that all restaurants can use the commissary as a vendor.
Inter-store transfers If you intend to transfer inventory between restaurants within your company, you need to set up both restaurants as vendors by entering a vendor name and code, a terms code, and the appropriate restaurant number in this field. (You do not need to enter address and other detail information for the vendor/restaurant on this screen— Compeat will get that information from the restaurant screen.)
Enable ACH Check to use ACH for electronic payment of AP items. In order to use this feature, ACH must be configured under Other Definitions.
Vendor (Destination) Bank Information Each vendor should provide you with the following information for the bank account to which ACH payments will made:
Bank Account # The vendor bank account number to which electronic payments should be made.
ABA Routing Number The routing number for the account entered above. (After entering the ABA routing number, click Check ABA to have the system check that the number is in a valid format.)
Account Type The account type (e.g., checking, savings) for the account entered above.
Specify conditions for requiring notes on vendor invoices. If "Vendor group default" is selected, the setting from Vendor Group to which the vendor belongs will be used.
