WELCOME TO GMS ACCOUNTING ONLINE HELP
The help you need at your fingertips.
You are here: Accounts Payable > Vendor Entry
Vendor Entry
Function
Enter, change, find, delete, or print vendor information.
Things You Should Know
Document Attachments
The system gives you the ability to attach an external document to a Vendor file. An example of an attached document is a pdf image of the vendors W9 form. To accomplish this, once the Vendor File is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to Vendor. The Doc# fields will also automatically be populated with the vendor ID. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on open then save the document attachment.
Should you wish to add additional documents to the Vendor File, click on the New button on the bottom of the form and repeat the attachment process.
Once a document is attached, it can be viewed by selecting the File List tab found under Documents. Click on your selected document to open it.
Should you wish to “un-attach” a document, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Vendor File.
Search Box
Enter the text to search by Vendor Code, Vendor Name, Alpha Code, Telephone number, Account number or Federal ID. Additionally, you may sort any of these columns in ascending or descending order by clicking once or twice respectively on the column title. Clicking on the row containing your desired vendor will open that vendor’s information on the screen.
Operating Instructions
Vendor Information I
Vendor Code: Enter a numeric code up to 9 digits.
Active: A check mark will automatically appear in this field the first time a vendor is added. This box may be unchecked to inactivate the vendor.
Acct #: Optional field used to enter the account number for each vendor. If used, the account number will appear on the check stub.
Vendor Name: Enter the vendor name as you want it to appear on the check. If the name presently exists under another vendor number, you will get a message asking if you want to continue setting up a new vendor code.
DBA: If the vendor is doing business under a different name, enter it here.
Alpha Code: The vendor will automatically be alphabetized by the full vendor name appearing in the “Name” field. To change the alpha field, delete and replace with the desired alphabetization or you can just add additional letters. All information saved in the alpha field will be used when sorting various A/P reports.
Address: Enter 1 or 2 lines of address as you want it to appear on the check.
City: Enter the city as you want it to appear on the check.
State: Enter the 2 character approved postal abbreviation for the state, Canadian province or Puerto Rico or click on the combo box arrow to select from the list.
Country: Enter the 2 character approved postal abbreviation for the country or click on the combo box arrow to select from the list.
Zip Code: Enter the zip code as you want it to appear on the check. You can use a 9 digit zip code and put a hyphen before the last 4 digits.
Contact Name: Optional field used to store the name of the contact person for your reference.
Phone #: Optional field used to store vendor’s telephone number. Enter as XXX-XXX-XXXX.
Ext: If there is an extension number for the contact person, enter it here.
Fax #: Optional field used to store vendor’s fax number. Enter as XXX-XXX-XXXX.
Notes: This field is available to enter a short note.
Vendor Information II
Federal ID #: Enter the vendor’s Federal Identification Number if a 1099 form will be issued. Federal Identification Numbers require one dash. Should you wish to enter a Social Security Number in this field, you may enter the 2 dashes in the appropriate positions. For users of Supplement #330 Complete 1099's, this field must be used if a 1099 form will be issued. Vendor information will not be saved if the FID does not contain 9 numbers. It will ignore any dashes in the count.
1099 Box: Enter the 1099 box number in which the vendor’s payments should be reflected. Should you check 1099NEC this box will be automatically completed with the number 1.
Note: If the Federal ID number field is filled in and the Eligible box is checked, the vendor cannot be saved unless the 1099 box is designated.
Eligible: Click on this box to insert a check mark to designate that the vendor is to receive a 1099. This check mark will only be saved if a 1099 box number has been entered.
1099NEC: Check this box if the vendor is to receive a 1099NEC form rather than the 1099MISC form. Checking this box will cause Eligible to automatically be checked. 1099 Box will be automatically completed with the number 1.
Bank Routing #: If using supplement #405 Accounts Payable Direct Deposit, enter the vendor’s 9-digit bank routing number.
Bank Account #: If using supplement #405 Accounts Payable Direct Deposit, enter the vendor’s checking or saving’s account number. Alpha characters may be used in this field.
DD Type: If using supplement #405 Accounts Payable Direct Deposit, click on the down arrow and click on 1 of the 4 options listed. Select 22-Chkg Live to make a deposit into the vendor’s checking account, 23-Chkg PreN to produce a check for the vendor and to send a one-time pre-note file to the bank to verify the vendor’s checking account number, 32-Svgs Live to make a deposit into vendor’s savings account, or 33-Svgs PreN to produce a check for the vendor and to send a one-time pre-note file to the bank to verify the vendor’s savings account number.
Note: If you enter a DD type for this vendor file, the change cannot be saved unless the Bank Routing # and Bank Account # fields are complete.
Discount (%): This field is activated if supplement #408 Automatic Vendor Discount is used. If the discount is 5%, enter a 5.
GL Code: You can enter a GL Code in this field and vouchers or purchase orders will automatically default to this code.
Note: This is a default only and the GL Code that will then appear on the voucher or purchase order can be edited if necessary.
Additional Information
Location: Optional field used to track the geographical location of the vendor. The field may represent locations such as city, township, county, etc.
Label: Optional field used to track groups of vendors such as minority owned, woman owned, small business, etc.
Emails
Enter the vendor’s email address(es).
Websites
Enter the vendor’s website address(es).
Payment History tab
All payments made to the vendor will be displayed here. Information included is Vendor Code, Vendor Name, Invoice #, Voucher #, VR Batch, Voucher Date, PO#, Amount, Description, Check #, Amt Paid, Check Date, and CD Batch #.
Invoice Checking tab
If you are using supplement #396 Invoice Checking, the Invoice #, Voucher # and Batch # associated with this vendor will be displayed here.
Enter, change, find, delete, or print vendor information.
Things You Should Know
- Vendor codes and information must be entered for all vendors that will be receiving a check.
- Vendor codes may also be established to identify customers during cash receipt data entry if Supplement #336 Accounts Receivable is not used.
- A vendor code is prohibited from being deleted if YTD payments exist.
Document Attachments
The system gives you the ability to attach an external document to a Vendor file. An example of an attached document is a pdf image of the vendors W9 form. To accomplish this, once the Vendor File is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to Vendor. The Doc# fields will also automatically be populated with the vendor ID. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on open then save the document attachment.
Should you wish to add additional documents to the Vendor File, click on the New button on the bottom of the form and repeat the attachment process.
Once a document is attached, it can be viewed by selecting the File List tab found under Documents. Click on your selected document to open it.
Should you wish to “un-attach” a document, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Vendor File.
Search Box
Enter the text to search by Vendor Code, Vendor Name, Alpha Code, Telephone number, Account number or Federal ID. Additionally, you may sort any of these columns in ascending or descending order by clicking once or twice respectively on the column title. Clicking on the row containing your desired vendor will open that vendor’s information on the screen.
Operating Instructions
Vendor Information I
Vendor Code: Enter a numeric code up to 9 digits.
Active: A check mark will automatically appear in this field the first time a vendor is added. This box may be unchecked to inactivate the vendor.
Acct #: Optional field used to enter the account number for each vendor. If used, the account number will appear on the check stub.
Vendor Name: Enter the vendor name as you want it to appear on the check. If the name presently exists under another vendor number, you will get a message asking if you want to continue setting up a new vendor code.
DBA: If the vendor is doing business under a different name, enter it here.
Alpha Code: The vendor will automatically be alphabetized by the full vendor name appearing in the “Name” field. To change the alpha field, delete and replace with the desired alphabetization or you can just add additional letters. All information saved in the alpha field will be used when sorting various A/P reports.
Address: Enter 1 or 2 lines of address as you want it to appear on the check.
City: Enter the city as you want it to appear on the check.
State: Enter the 2 character approved postal abbreviation for the state, Canadian province or Puerto Rico or click on the combo box arrow to select from the list.
Country: Enter the 2 character approved postal abbreviation for the country or click on the combo box arrow to select from the list.
Zip Code: Enter the zip code as you want it to appear on the check. You can use a 9 digit zip code and put a hyphen before the last 4 digits.
Contact Name: Optional field used to store the name of the contact person for your reference.
Phone #: Optional field used to store vendor’s telephone number. Enter as XXX-XXX-XXXX.
Ext: If there is an extension number for the contact person, enter it here.
Fax #: Optional field used to store vendor’s fax number. Enter as XXX-XXX-XXXX.
Notes: This field is available to enter a short note.
Vendor Information II
Federal ID #: Enter the vendor’s Federal Identification Number if a 1099 form will be issued. Federal Identification Numbers require one dash. Should you wish to enter a Social Security Number in this field, you may enter the 2 dashes in the appropriate positions. For users of Supplement #330 Complete 1099's, this field must be used if a 1099 form will be issued. Vendor information will not be saved if the FID does not contain 9 numbers. It will ignore any dashes in the count.
1099 Box: Enter the 1099 box number in which the vendor’s payments should be reflected. Should you check 1099NEC this box will be automatically completed with the number 1.
Note: If the Federal ID number field is filled in and the Eligible box is checked, the vendor cannot be saved unless the 1099 box is designated.
Eligible: Click on this box to insert a check mark to designate that the vendor is to receive a 1099. This check mark will only be saved if a 1099 box number has been entered.
1099NEC: Check this box if the vendor is to receive a 1099NEC form rather than the 1099MISC form. Checking this box will cause Eligible to automatically be checked. 1099 Box will be automatically completed with the number 1.
Bank Routing #: If using supplement #405 Accounts Payable Direct Deposit, enter the vendor’s 9-digit bank routing number.
Bank Account #: If using supplement #405 Accounts Payable Direct Deposit, enter the vendor’s checking or saving’s account number. Alpha characters may be used in this field.
DD Type: If using supplement #405 Accounts Payable Direct Deposit, click on the down arrow and click on 1 of the 4 options listed. Select 22-Chkg Live to make a deposit into the vendor’s checking account, 23-Chkg PreN to produce a check for the vendor and to send a one-time pre-note file to the bank to verify the vendor’s checking account number, 32-Svgs Live to make a deposit into vendor’s savings account, or 33-Svgs PreN to produce a check for the vendor and to send a one-time pre-note file to the bank to verify the vendor’s savings account number.
Note: If you enter a DD type for this vendor file, the change cannot be saved unless the Bank Routing # and Bank Account # fields are complete.
Discount (%): This field is activated if supplement #408 Automatic Vendor Discount is used. If the discount is 5%, enter a 5.
GL Code: You can enter a GL Code in this field and vouchers or purchase orders will automatically default to this code.
Note: This is a default only and the GL Code that will then appear on the voucher or purchase order can be edited if necessary.
Additional Information
Location: Optional field used to track the geographical location of the vendor. The field may represent locations such as city, township, county, etc.
Label: Optional field used to track groups of vendors such as minority owned, woman owned, small business, etc.
Emails
Enter the vendor’s email address(es).
Websites
Enter the vendor’s website address(es).
Payment History tab
All payments made to the vendor will be displayed here. Information included is Vendor Code, Vendor Name, Invoice #, Voucher #, VR Batch, Voucher Date, PO#, Amount, Description, Check #, Amt Paid, Check Date, and CD Batch #.
Invoice Checking tab
If you are using supplement #396 Invoice Checking, the Invoice #, Voucher # and Batch # associated with this vendor will be displayed here.
