Add Vendor

Adding vendors to the system will create an enterprise-level relationship between the vendor, work orders, goods and services, inventory items, Purchase Orders, Invoices, and Accounts Payable.

It is important to include as much useful information about the vendor as possible, including addresses, contact names, contact and company phone numbers, fax numbers, email address, and for gates communities, vehicle information.

Expand the Data Management main menu option, expand the Vendor sub-menu items and select Add New Vendor.

The vendor details screen will appear.

Add the Company Name & Details (Primary & Billing Address, Phone, Cell, Fax, Email, etc) and click Update.

In the Contacts tab, select the Click here to add new item link.

Add the appropriate detail and click Update.

In the Work Types tab, check the boxes for the appropriate work the vendor is approved for in the community. As always, click Update.

These work types can be added and managed in the Value Lists section of the System Admin main menu option.

When the Value Lists screen grid opens, select the WO_WorkTypes.

When the Work Order Types screen grid opens, add, delete, edit, and manage the work type list.

Open the AP Settings tab.

The AP setting tab screen will open.

  • The Net Days is the number of days the community has to pay the vendor invoices, and 30 days is a normal timeframe.
  • The Discount % is the potential discount the community is offered should they pay the invoice in full sooner than the Net Days.
  • The Discount Days is the number of days within which the discount can be realized.
  • Tax ID is the vendors’ company tax ID
  • A field for the credit limit that the community has with the vendor is provided
  • 1099 Type will apply the 1099 tax classification that enables the administrator to submit the 1099 for year-end accounting.

When the information has been added, click Update.

When you return to the Vendor screen grid, and click the refresh icon, the new vendor will appear.

Reopening the new Vendor details screen, you will now see the rest of the details tabs.

AP Balance will display the ongoing record of AP transactions. A date filter is provided.

AR Balance will display the ongoing record of AR transactions. A date filter is provided.

The user may bill the vendor – for passes, fines, penalties, etc -- and manage invoices and payments. Click the Add New button to begin the typical A/R process, which is the same as billing a member.

Selecting the type of billing, cash or invoice, or payment, will open the appropriate New Cash Receipt, New In voice, or New payment screens where the A/R process will begin. Please see the A/R instructional document for more info on A/R or contact your system support specialist.

Open the Vehicles tab to add and manage vendors’ vehicles. In some lake and ocean communities, Vendors may need their boats registered as well.

As always, click Update to save vendor details.

With the Vendors now added to the system, connecting the appropriate accounts to the A/P workflow is the next step.

Most A/P processes require a payable account, an expense account, and a bank checking account.

For more information on the Accounts Payable setup, please refer to the Accounts Payable instructional document or contact your system support specialist.