- Set a processing option for Supplier Master Information to automatically display the forms you will use. The tasks described here assume that the following forms display:
Address Book Addition (displays regardless of processing options) Address Book - Additional Information
See Also
Working with the Address Book (P01051) in the Address Book Guide Working with Model Journal Entries (P09101)
Reviewing Address Book Information for 1099s (P01054)
To enter supplier identification
On Supplier Master Information
1. Complete the following optional fields:
Supplier Number Long Address Number
2. Use the Add action.
Field Explanation
Supplier Number A number that identifies an entry in the Address Book system.
Use this number to identify employees, applicants, participants, customers, suppliers, tenants, special mailing addresses, and so on.
Form-specific information
. . . . . . If you leave this field blank, the system assigns a number using the Next Numbers program.
Long Address Number A user defined name or number that is unique to the address book number. This field can be used to enter and locate information. You can use it to cross-reference the supplier to a Dun & Bradstreet number, a lease number, or other reference.
Form-specific information
. . . . . . When you set up suppliers using a long address number, you can access the supplier number more quickly. For example, when you enter a voucher, you use the long address number preceeded by the special character assigned to long address numbers in Address Book constants in the Supplier Number field. The system converts the long address number to the supplier number.
To enter supplier mailing information
On Address Book Addition
1. On Address Book Addition, complete the following fields:
Alpha Name (optional) Mailing Name
Mailing Address (optional) 2. Use the Add action.
Field Explanation
Alpha Name The text that names or describes an address. This 40-character alphabetic field appears on a number of forms and reports. You can enter dashes, commas, and other special characters, but the system cannot search on them when you use this field to search for a name.
Form-specific information
. . . . . . If you leave this field blank, the default comes from the Mailing Name field. You can also choose Duplicate Alpha Name on Mailing Line to copy the Alpha Name to the Mailing Name field.
Mailing Name The company or person to whom billing or correspondence is addressed.
The mailing name prints as the payee name on 1099 forms.
You can override this information by using the Type Code field on Who’s Who.
To enter address book additional information
On Address Book - Additional Information
3. Complete the following optional fields:
1st Address Number 2nd Address Number 3rd Address Number 4th Address Number 5th Address Number
4. To accept or change the information in these fields, use the Change action.
5. To return to Supplier Master Information, press Exit.
Field Explanation
1st Address Number An alternate address number in the Address Book system. You can use this field for any secondary business address that relates to the primary address. For example:
Salesperson Law firm Accountant Securities agent Bonding agent
If you leave this field blank on an entry form, the system supplies the primary address from the Address Number field.
The address book number of the person to whom the system will send an additional copy of the document.
To enter supplier information
On Supplier Master Information
1. For payment information, complete the following optional fields:
Credit Message Factor/Special Payee Parent Number Approver Number Hold Payment
Multiple Checks Payment Terms Check Float Days Payment Instrument Ledger Inquiry Sequence Pre-Note Code
2. For WorldVision, click the Additional Information tab.
3. For currency and tax information, complete the following optional fields:
Tax ID (required for 1099 processing)
Person/Corporation Code (required for 1099 processing) Additional Individual Tax ID
Currency
Tax Explanation Code Tax Rate/Area
Amount Currency
4. For accounting distribution information, complete the following optional fields:
G/L Class
Default Expense Account
Field Explanation
Credit Message A user defined code (00/CM) that displays information about a particular customer or supplier. Examples:
1 Over credit limit 2 Requires purchase order 3 Not on maintenance agreement 4 Notify the credit manager
The A/R Information program (P01053) and the A/P Information program (P01054) display credit messages for customers and suppliers when you enter or locate information.
Factor/Special Payee An address book number that identifies a special payment address for A/P.
If you leave this field blank during voucher entry, the system supplies the primary address from the Address Number field.
Parent Number The number of the parent company in a parent/child, national headquarters/subsidiary relationship.
Approver Number The address of the individual who approves transactions. This address must exist in the Address Book Master table (F0101) for validation purposes.
Form-specific information
. . . . . . The system uses this information as the default value when you enter vouchers.
Hold Payment A code that controls whether you can enter accounts payable vouchers and make payments to this supplier.
Valid codes are:
1 Hold payment of outstanding vouchers and prevent entry of new vouchers for this supplier.
Y Hold payment of outstanding vouchers and prevent entry of new vouchers for this supplier.
2 Hold payment of outstanding vouchers, but allow entry of new vouchers for this supplier.
N Allow payment and voucher entry. This is the default.
To hold payment of an individual voucher, rather than all outstanding vouchers, use the payment status code in the Voucher Entry program.
Field Explanation
Multiple Checks A code that indicates whether a separate check will be issued for each pay item on a voucher. Valid codes are:
Y Yes, create a separate check for each pay item.
(Certain agencies of the government require this.) N No, do not create separate checks. Issue one check
for the voucher, regardless of the number of pay items.
C Create one check per contract and collate the checks in contract or job number order. The system maintains this field in the Supplier Master table (F0401).
Payment Terms A code that indicates the default terms of payment for a supplier. Payment terms can determine due dates and discounts.
This is used as a default value when vouchers are created.
Define payment terms in the Payment Terms Revisions program (P0014). Use a blank code for the most frequently used payment terms. For example:
blank Net 15 1 1/10 net 30 2 2/10 net 30
N Net 30
P Prox 25th
Check Float Days The number of days the check floated, as defined by subtracting the check date from the bank deposit date.
** future use **
Payment Instrument The user defined code that determines the type of payment to be made to the supplier.
Form-specific information
. . . . . . The system uses this information as the default value when you enter vouchers. The default is blank.
Ledger Inquiry Sequence A code used to designate the display sequence of the default ledger in the Ledger Inquiry programs. Valid values are:
1 document number 2 net due date 3 invoice date
4 statement number (A/R) or invoice number (A/P) 5 purchase order number
6 document type, document number 7 matching document
8 G/L date
A summarized by document
B summarized by due date and document
Field Explanation
Pre–Note Code A code that indicates whether a supplier is in a setup or pre-note status for electronic funds transfer. Valid codes are:
P Pre–note status. Set up electronic funds transfer information for this supplier with the bank. At this stage, the system writes a check to the supplier and makes a pre–note entry to the bank tape. No funds will be transferred until the pre–note cycle is complete.
N Pre–note cycle complete. The bank has received and verified the supplier’s account information. The system will process future payments to this supplier through electronic funds transfer.
If you leave this field blank, the system uses N.
NOTE: The system sets the pre-note status to P for a supplier when you first add bank account information to a supplier’s address record and any time you change bank account information.
Tax ID The identification code required by various tax authorities.
This might be a social security number, federal or state corporate tax ID, sales tax number, and so on. Do not enter separator characters. The system edits the number and prints the separators in their correct format, according to the value of TAXC (Person/Corporation Code). If there is no value for TAXC, the system does not format this number.
When you add new line items to a supplier’s worktable record, the supplier master record supplies the default value for the tax ID.
Person/Corporation Code A code that designates the type of taxpayer. U.S. clients use one of the following codes with the 20-digit Tax field:
C corporate entity (printed as 12-3456789) P individual (printed as 123-45-6789)
N non-corporate entity (printed as 12-3456789) blank non-corporate entity (not formatted)
The system selects suppliers with P and N codes for 1099 reporting.
Non-U.S. clients use the following codes with the 20-digit Company field and Individual field:
1 individual 2 corporate entity
3 both an individual and a corporate entity 4 non-corporate entity
5 customs authority
Additional Individual Tax ID An additional identification number that a tax authority assigns to an individual.
Field Explanation
Currency Indicates the currency used by the supplier. If you leave this field blank, Supplier Master provides the default value. If no currency is assigned to the supplier, the default value is the currency code of the voucher company.
Form-specific information
. . . . . . The system uses this information as the default when you enter vouchers.
Tax Explanation 2 A user defined code (00/EX) that controls how a tax is assessed and distributed to the general ledger revenue and expense accounts. You assign this code to a customer or supplier to set up a default code for their transactions.
Do not confuse this with the taxable, non-taxable code. A single invoice can have both taxable and non-taxable items.
The entire invoice, however, must have one tax explanation code.
Tax Rate/Area A code that identifies a tax or geographical area that has common tax rates and tax distribution. The tax rate/area must be defined to include the tax authorities (for example, state, county, city, rapid transit district, or province) and their rates.
Typically, the U.S. sales and use taxes require multiple taxing authorities per tax rate/area, whereas value added taxes often require only one simple rate.
Form-specific information
. . . . . . The system uses this information as the default when you enter vouchers.
If you use Vertex, the Vertex GeoCode appears in this field.
The system retrieves the Vertex GeoCode based on the supplier’s city, state, and zip code.
Amount Currency The currency in which amounts are stored in the address book.
For example, the credit limit, invoiced this year, invoiced prior year, and so on. The currency you specify is used to record and store transaction history.
Field Explanation
G/L Class A code that determines the A/P liability account (class) that will be the offset when you post invoices. This code may be alphanumeric or may match the object account of the G/L account number. For example:
blank – Trade Accounts Payable
TRAD or 4110 – Trade Accounts Payable Trade Accounts Payable
OTHR or 4120 – Other Accounts Receivable (Use class codes as the exception to the trade account.) If you leave this code blank on an entry form, the system uses AAI PC____ for the company.
NOTE: For WorldSoftware and WorldVision, do not use class code 9999. This is reserved for the post program and indicates that offsets should not be created.
Form-specific information
. . . . . . The system uses this information as the default when you enter vouchers.
Default Expense Account A field that identifies an account in the general ledger. You can use one of the following formats for account numbers:
Structured account (business unit.object.subsidiary) 25-digit unstructured number
8-digit short account ID number Speed code
The first character of the account indicates the format of the account number. You define the account format in the General Accounting Constants program (P000909).
Form-specific information
. . . . . . Do not specify a default expense account if you specify a model JE. Although the system allows you to do this, it overrides the model JE, and you must enter the JE manually.
What You Should Know About
Calculating withholding You use the Withholding Percentage and Tax Authority fields for calculating withholding.
See Withholding Supplier Taxes.
To assign a model journal entry to a supplier
You can speed entry for G/L distribution by setting up suppliers for model journal entries. When you enter a voucher, the system uses the default G/L distribution set up for that supplier.
G04 Accounts Payable
Choose Supplier & Voucher Entry
G0411 Supplier & Voucher Entry Choose Supplier Master
Information
On Supplier Master Information 1. Locate a supplier.
2. For WorldVision, click the Additional Information tab.
3. Complete the following field:
Model JE Type/Document/Company
Field Explanation
Model JE
Type/Document/Company
A code that identifies the type of model journal entry to use for a particular supplier.
Form-specific information
. . . . . . Do not specify a default expense account if you specify a model JE. Although you may enter a default account, the system will override the model JE. You will need to manually enter the JE information.
To enter supplier bank account information
On Supplier Master Information 1. Choose Bank Codes.
2. On Bank Accounts by Address, complete the following fields:
Routing/Transit Account Number Control Digit Bank Type
3. Access the detail area (optional).
4. Complete the following optional fields:
SWIFT Code Account Description Reference/Roll Number Checking/Savings 5. Use the Add action.
6. To return to Supplier Master Information, press Exit.
Field Explanation
Routing/Transit The routing and transit number for a particular bank account.
The combination of account number and transit number must be unique.
Form-specific information
. . . . . . The transit number/account number combination for each supplier must be unique.
Account Number The account number for a customer’s bank account.
Control Digit This is an optional field that allows you to enter a check digit for a bank account number. The check digit is not part of the key to the Bank Account table (F0030).
Type A code used to distinguish external bank accounts from internal bank accounts.
Valid values are:
C Customer Bank Accounts G Internal G/L Bank Accounts
V Supplier Bank Account for payment via bank tape D Default Bank Account for A/R Drafts and Auto
Debits
B Valid Bank Transit Numbers
M G/L Bank Account/Business Unit used to define print information in A/P payments
Note: When using bank type B, no other bank types are allowed. When using bank type V, no other V bank types are allowed. When using bank type D, no other D bank types are allowed.
SWIFT Code The Society for Worldwide Interbank Financial
Telecommunications (SWIFT) code is an international banking identification code used to identify the origin and destination of electronic (or wire) financial transfers.
Account Description A user defined name or remark that describes a field.
Form-specific information
. . . . . . The name of the bank where you will deposit funds.
Field Explanation
Reference/Roll Number The recipient’s reference number.
For French Electronic Funds Transfer, the six positions of this field are used to indicate the Banque de France sender’s number.
Checking/Savings A flag that indicates whether the account is a checking or savings account. This indicator is only meaningful on the G type bank account records and is used during bank tape processing for automatic payments.
Valid values:
blank checking account 0 checking account 1 savings account
See Also
Verifying CrossĆReferences for A/P (P00310, P00311) for information on verifying bank crossĆreferences for suppliers
To enter information for 1099 reporting
If a supplier is not a legal entity, you must enter the legal name of the person that corresponds to the supplier’s tax ID.
On Supplier Master Information 1. Choose Who.
2. On Who’s Who, complete the following field:
Mailing Name 3. Access the detail area.
4. Complete the following field:
Type Code
After you complete this task, you must also:
Verify that the the street address is the last non-blank line of the mailing address on Address Book Addition. See Working with the Address Book in the Address Book Guide.
Verify the values for tax ID and person/corporate code on Supplier Master Information.
Field Explanation
Type Code A user defined code (system 01, type WO) that identifies the Who’s Who entry. Examples:
S Student
B Billing contact T 1099 legal name
If an organization’s legal name is different from the name under which it is doing business, enter a T (1099 legal name).
During 1099 processing, this overrides the mailing name and directs the system to use a particular Who’s Who entry on 1099 forms.
Mailing Address On 1099 forms, the system prints only the last non-blank line of the Mailing Address. This is because the IRS limits 1099 address to three lines, consisting of name, street address, and city, state, and zip code.