Accounts Payable> AP Vendor
Creation Date: December 20, 2023
Created By: Finance Silvertrek
AP Vendor Set Up Form - attached at the bottom of this page.
Completed and legible W-9 is required to set up new vendor, unless temporary hold code is used. Completed and legible means that it needs to be dated and signed. See the current W-9 form here.
1. In Vista verify that you're in the correct company
2. Next go into Accounts Payable
3. Accounts Payable> Go into Programs
4. Accounts Payable> Programs> Double Click AP Vendors
5. Next you will go into Grid
6. We have two Vendor numbering: Numbers below 9000 will always be cash/check payment vendors Numbers 9000 and above will be credit card vendors only
For credit card vendors you will ONLY need their business name and basic address
7. We are going to create a Check/Cash Vendor to learn the full process Our last Vendor was #40 so we are going to use #41
8. Click into the Info Tab
9. In the Vendor: type your vendor number
10. In the Name Type the Vendor Name
Sort Name will auto fill.
If you are creating a credit card Vendor, put CC in the Vendor name and the sort name to differ in case we have both a cash/check vendor and a credit card vendor.
11. Press the tab button to start filling out the needed information
12. Fill in the Contact information if this is provided
13. Fill in the Phone Number if this is provided
14. Fill in the Payment Address
15. If the Purchasing Address is the same it should auto populate as long as you don't hit the save icon. If the Purchasing Address is different enter that address as well.
16. Payment Terms if you press f4 you can pull up payment terms and connect it to the vendor, this helps in the future when entering invoices. It will auto populate due dates.
17. If you vendor has a main tax code you'd like to auto populate in your invoice entries, press f4 and select the correct tax code and press OK
Verify it's the correct tax code, most have multi-level. Example: WA-605 or WA-0605
If it's Exempt select the tax code with the E for exempt at the end.
See website tax lookup example for WA State: https://webgis.dor.wa.gov/taxratelookup/salestax.aspx
18. See reference
19. If there is a common expense that is coded directly to a GL example Utilities/Insurance You can press f4 and select the correct GL
20. For a shortcut "*" in the filter bar and insurance
21. Select the GL and hit OK
22. Press Enter/OK
23. CM Account: If there is a main CM Account used (i.e. credit card account for CC vendor) this can automatically link it when you're going through the AP Transaction process. ONLY use this if it's always one CM Account.
24. Click on the Add'l Info Tab - this will be where we fill out our 1099 information
If this is a credit card vendor, you do not need to worry about this tab
25. 1099 Eligibility: Please see IRS site for information
https://www.irs.gov/businesses/small-businesses-self-employed/reporting-payments-to-independent-contractors
26. You'll want to reference the Vendor's W-9 when filling information into this tab
Green = Yes 1099
Pink/red = No 1099
27. If the vendor is subject to 1099 reporting select the checkbox, if not just fill in the Tax ID# with their EIN # located on their W-9
28. Select the style of 1099.
29. See breakdown below:
1099-DIV: The form on which financial institutions report dividends.
1099-INT is a tax form issued by interest-paying entities, such as banks, investment firms, and other financial institutions, to taxpayers who receive interest income of $10 or more.
1099-MISC: The form used to report various types of income, such as royalties, rents, and numerous other types of income.
1099-NEC: The form used to report payments to nonemployees, such as independent contractors.
30. Fill in the Tax ID (EIN) from the Vendor's W-9
31. Go into the box field and press F4
32. Select which box needs to be filled.
Box 1 as the default
33. Fill in the first and last name
If it's a business split the business name up
34. Next go into the Vendor Compliance Code
35. In the comp code section select f4 to put in your Compliance Codes
We use W-9 & COI
W-9 is under W-9
COI is under LI General Liability Insurance
This is a great place to put in information and make sure you're up to date and in compliance.
36. See Description for breakdown:
Select Verify
Select Complied (if this is in compliance and you have supporting documentation
Input Exp Date if you have an expiration date for the COI
Any Memos and Notes
37. Example filled out
38. Click back up into Vendor and drag your documents, this will show a blue circle to the paperclip where you can later view your W-9 or COI
39. See blue circle on paper clip for reference
ℹ️ Make sure your vendor is saved and you have all required documentation for your vendor.
40. Congratulations you have successfully created and AP Vendor
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