This page describes the following features:
- Search for Existing Vendors
- View All Vendors
- Vendor Approval
- Create a New Vendor
- Vendor Detail (Add/Edit)
- Merge Contracts
- Merge Vendors
All transactions in accounting require a vendor. The vendor is any individual, company, or organization that is either the recipient or initiator of a transaction (withdrawal, deposit, invoice, or journal entry). On the vendor details page, you will be required to enter all of the information needed to send a check to this vendor, including: billing address, customer number, SSN/EIN. You can also upload contracts, enter contract information, and upload and track important documents.
Search for Existing Vendors
This selection will determine the vendors that are searched when you enter a vendor name in the Vendor Name field. By default, Active Vendors is automatically selected.
Enter a vendor name into this field. As you type a name, possible matches of existing vendors will appear in a drop-down list. Select a match to load the vendor details page. If you finish typing the vendor name and a match was not found, select the Enter button to add this vendor. For more information on how to add a new vendor, see the Create New Vendor section below.
View All Vendors
Select this button to view a list of all vendors, from all business accounts (E/HID’s). On this page you can search the list of vendors by:
First letter of the account name
This button is controlled by role permissions and will not be visible unless you have permission to use it. Selecting this button will open the Vendor Approval page, where you can Approve or Deny vendors awaiting approval. The Vendor Approval feature is only required if a user is given permission to enter a new invoice, but not given permission to create new vendors.
The Settings button allows you to assign users to receive notifications when new vendors require approval. This pop-up box allows you to add new users to be notified and also shows the existing users that are currently being notified.
To modify the existing users, simply select Delete beside their name.
Vendor Request Log
The Vendor Request Log button shows a history of all vendors created. If the vendor was created by a user that had permission to create vendors, the Type column will say Create. If the vendor had to be approved, the Type will be Approve and will show who was notified and who approved the vendor.
Create a New Vendor
1. Go to: Accounting > Accounts Payable > Vendors
2. Enter the vendor name
3. Review the Vendor Research page for any possible matches that may be spelled differently.
4. After confirming the vendor name is not already created, select the Create New Vendor button.
5. Complete all of the required fields on the Create New Vendor page.
Vendor Detail (Add/Edit)
A vendor can have multiple addresses and contracts. If a vendor is used by multiple Business Accounts (E/HID’s) you can create contracts on this page for each Business Account or multiple for the same business account. Inn-Flow will not allow multiple vendor accounts using the same vendor name. The Contracts section of the vendor details page should be used to enter each separate contract/account with this vendor.
Example 1. All of your hotels use XYZ Cable Company for cable television. You would create one vendor, XYZ Cable Company, and then create separate contracts for each hotel. Each contract will have a unique customer number (Customer No., which should match the customer number shown on the XYZ Cable Company invoice for that hotel.
Example 2. Your hotel has two water meters, each with a unique customer number assigned by your local municipality, the Town of Rockville. You would create one vendor, Town of Rockville, and then create two contracts for the same E/HID, one for each customer number.
Tip: Create only one vendor for each company, that includes credit cards, even if the vendor has multiple billing addresses.
Sales Tax: Select YES if the sales tax is typically charged by this vendor. Select NO if the sales tax is not charged by vendor. There are several reports that can be run to show all which items need you to pay sales tax direct since the vendor does not charge it.
Chart of Accounts (COA): In this section select the top chart of accounts that are used for this vendor. When an invoice is entered for this vendor, these COAs will appear at the top of the list of COAs.
Invoices Due After: This feature will automatically set the Due Date for an invoice based on the invoice date. Enter the number of days after an invoice is sent in which the payment is due. Inn-Flow will then calculate the due date automatically. This feature helps speed up the invoice entry process.
Print separate Check per Contract: If a vendor exists with multiple contracts for one E/HID, as in the example in the Overview above, you may prefer to print separate checks per contract. If so, please select the check box shown below.
Status: This field defaults to Active. If Inactive is selected, the vendor will no longer be available to make payments to.
Posting Rules: This field is used for making any notes regarding how you would like an invoice entered for this vendor. For example, you may use the Bill Date as the Invoice Number for the vendor AT&T. In the posting rules, you could add instructions on the format, so that anyone who posts an invoice will follow the posting rule. On this example, the invoice number would be 20180219 if the Bill Date was February 19th, 2018.
Add a Billing Address
Select + Address from the Billing Address section of this page. Complete the required fields and save. This address can now be assigned to any of the contracts in the Contract section of this page. To assign this address to an existing contact, select the contract from the list below and change the address field.
Add a Contract
Select + E/HID from the Contracts section of this page. Complete the required fields and save.
Add Insurance & Tax Documents
Select + Document from the Insurance & Tax Documents section of this page. Complete the required fields and save.
This feature can be used if multiple contracts were created in the same vendor account, which in actuality represent the same customer account with that vendor. Merging Contracts is permanent and cannot be undone. To merge contracts, select the Merge Contracts button on this page. The Merge Contracts page will load. The contract in the Merge This Contract column will be replaced by the contract selected in the INTO this Contract column. If nothing is selected in the INTO this Contract column, then nothing will change for this contract.
Use this feature to merge two vendor accounts into one vendor account. This feature is helpful when multiple vendor accounts have been created for the same vendor but with various spellings of the vendor name. Do the following:
1. Go to the Vendor Details page of the vendor whose name is misspelled. This will be the account that will merge INTO another account.
2. Select the Merge Vendors button to load the Merge Vendors page.
3. Enter the Vendor Name of the vendor account that you want this first vendor account to merge INTO. This should be the vendor account that is spelled correctly.
4. If necessary, you can reassign the address to be used by any of the contracts shown.
Tax ID: Each vendor must have either a Tax ID or Social Security Number (SSN) in a valid format.
SSN: Each vendor must have either a Tax ID or Social Security Number (SSN) in a valid format.
Services: Enter a description of the services that this vendor typically provides.
Payment Method: The payment method selected here will appear as the default setting when an invoice is created for this vendor. The payment method can be changed during each invoice entry if desired. Select either Check, ACH or Credit Card. Select ACH if the vendor directly debits the amount due from your bank account. Select Credit Card if you typically pay the vendor using a Credit Card Account.
Sales Tax: Use this feature to track any vendor payments that do not include necessary sales tax. Select NO if the items purchased from this vendor require that sales tax be paid, and the sales tax has not been paid by the vendor.
1099 Vendor: Select this option if a vendor is an independent contractor and you expect to file a form 1099 to the IRS to detail your annual payments to this vendor.