NOTE: PRINT payee reps must be defined both as payee reps in Media Accounting|Admin|Representative Definition and as vendors in Common Vendor. In Common Vendor, enter them as PRODUCTION Vendors since they do not need all the PRINT vendor definition information defined. The code for payee reps must be alphabetic and no more than 5 characters long.
To define a common vendor:
In Central Data Base, select Data Base Maintenance|Common Vendor.
Key or select the vendor code and click the Next icon
to display the Common Vendor Detail window.
The Lookup Window allows you to select vendors by Type (All, Production,
Print, etc), and Status (Include Inactive or Exclude Inactive). Also,
you may sort in Code field order or Sort field order. Note:
You may not use an apostrophe when setting up vendor codes.
Key the Vendor Name.
For Fin/Pro and House vendors, select the vendor's status from the Fin/Pro Status drop down list. For Print, select the status from the Media Status drop down list. No new transactions may be entered for a vendor with a status of Inactive.
In the Sort field, key the name to be used for this vendor when sorting vendors alphabetically on listings or reports. Sorting is only available on reports run in FINANCIALS and PRODUCTION. If left blank, defaults to the vendor code.
In the Applicable System section, click the check box for each system for which this vendor code is valid. Click the AOR box to define the specified vendor as a vendor used by AOR type agencies, if applicable to your company. AOR type agencies share in providing services to a client/product and also share in the resulting revenues.
Key the vendor's main address.
To direct correspondence or payments to a certain person or location in the vendor's company, key an Attention line.
Key a phone number, Fax number and e-mail address and contact, if available. Note: For PCard System banks that require a vendor’s email address, we have added a control that can make the email address a required field. If you use PCard banks that require a vendor email address, contact your Account Manager to have this control activated. When activated, the following error message displays if an email address is not entered: “Email is Required With Pay by PCard System”.
In the Hold Payment field, select Yes to prevent any checks from being written to this vendor. This setting does not affect other activities relating to this vendor and may be changed back to No at any time.
If this vendor operates in a currency other than your own, key a valid exchange code as defined in Exchange Rates Profile Maintenance.
In the Check Writing Limits field, key the amount that users cannot go over when writing checks to this vendor. Error messages will appear on applicable processing windows in Financials/Production if a user enters more than this amount. Depending on installation, this field may be input prohibited if you are not a Corporate User.
To link this vendor to a Vendor Classification code set up in the Vendor Classification option, key up to three Vendor Classification Codes. When running reports that have a <Vendor Classification> selection, information will be collected for only those vendors assigned to these code(s).
To control the way checks are produced for invoices, click the Force Separate Check Per Invoice box if you want a separate check issued for each invoice for the vendor. If selected and if there are three invoices for the vendor in the same check run, then three separate checks will be issued. This feature helps in dealing with companies such as credit card issuers who often do not apply payments correctly if the check and the invoice are not a one-to-one transaction. To continue the way in which you are currently producing checks, leave this new checkbox blank.
Indicate how the payment term should be calculated for this vendor. See Calculating the Payment Term.
Production vendors only. If you are required to enter the charges under this vendor but pay a different vendor, key the vendor number of the vendor which should receive the payments in the Third Party field. The system will automatically generate one check for all vendors who have the same third party number.
Production vendors only. Click in the Exempt From Estimate Disbursement Controls box (to show a checkmark) to allow all invoices associated with the selected vendor to be paid regardless of whether the invoice is in compliance with Estimate Disbursement Control rules. For more information on Estimate Disbursement Control rules, see your online Help for Production.
To allow/disallow vendor invoices to be paid by electronic payment, click in the Pay by Electronic Payment (ACH) box to allow paying by electronic payment; otherwise, leave this box blank. Electronic payments should only be set up for companies who use Piracle software (specializing in laser check printing). Refer to the ACH Electronic Payments Installation Guide for steps on paying vendor invoices by an electronic payment system (ACH).
For companies who use banks to process vendor payments, an interface allows vendors to be paid through a credit card file transfer instead of through receipt of a printed check. The bank sends emails to vendors informing them to charge a credit card account to receive their payment. Click the Pay by PCard File box to pay vendors through a credit card account. Also, depending on bank specifications, a 16-digit account number may be required and can be keyed in the Vendor Payment Account field. If you check the “Pay by PCard File” checkbox, make sure there is no checkmark in the “Pay by Electronic Payment” checkbox or a code in the Other Automated System field. Continue to use the Check Writing Limits field to set up the amount that users cannot go over when paying this vendor. Also, all companies/offices that will be using the PCard System must be given authority to the vendor payment account. After completing the Automated Systems Information section of Common Vendor, click the Company/Office Authority icon. Click in each box beside the applicable companies/offices, then key the vendor payment account code for each selected company/office. When finished, click the Save icon. NOTE: Companies that want to pay vendors by PCard must be registered for the PCard system. Contact your Account Manager to register your company and all banks that will be making PCard payments. Also, if company/office authority is turned on for your installation, the user who is setting up PCard vendors must have authority to the applicable companies that are registered for the PCard system. If not, the following error message now displays: “User not authorized to any PCard companies”.
For PCard System users whose bank or credit card provider requires approval to allow the vendor to take multiple payments on the same card, check the “Allowed to Multi Swipe” checkbox. If this field is checked, the specified vendor is then allowed to process multiple payments to the credit card information provided by the bank or credit card company. This function is only used if the bank or credit card company requires this type of authorization. Note: The “Allowed to Multi Swipe” function can only be used when the “Pay By PCard System” checkbox is checked.
The Bank Account Number, SEC Code, Transit Routing Number and Transaction Type fields are part of the data base setup required to pay vendor invoices by the ACH electronic payment system. If security has not been granted in Vendor Authority, these fields will not display.
For companies who use BMG Netting to pay vendors, the Other Automated System field allows you to identify vendors that are paid through BMG Netting. Vendors must be identified as a Netting vendor before you can proceed with approvals and production of the exportable file that is sent to BMG for netting. Key an N in the Other Automated System field to identify the specified vendor as a BMG Netting vendor. Also, a 16-digit account number is required and can be keyed in the Vendor Payment Account field. This account number can be assigned to more than one vendor. If you key an N in the Other Automated System field, make sure there is no checkmark in the “Pay by Electronic Payment” checkbox or the “Pay by PCard System” checkbox. When finished, click the Save icon.
Refer to Steps 19 and 20 for use of the Vendor Payment Account field.
To limit access to a vendor
by specific company/office, click the Company/Office Authority icon
to display all company/offices to
which you have been given authority in Menu Security. Click the check
box beside each Company and Office that should only have access to
the specified vendor. When finished, click the Save icon. When using
applications that require vendor entry, only the companies/offices
you selected will have access to the specified vendor. If all companies/offices
should have access to the vendor, then there is no need to use the
Company/Office Authority function.
Note: Currently, Company/Office Vendor Authority is not required when setting up or maintaining a vendor. If you want to require company/office vendor authority when setting up or maintaining a vendor, contact your Relationship Manager to have this feature turned on. When turned on, an error message displays (”Vendor Authority is Required”) when you try to save vendor information that does not have company/office authority set up. If you receive this error message, you must click the Company/Office Authority icon and select the companies and offices that should have maintenance capability for the specified vendor.
Information in the Last Change area identifies the Date, Time, and the User who last made changes to common vendor information.
Click Save 
to save the information.
When you first define a Production or Media vendor, the detail window
for the first applicable system displays. For an existing vendor,
click <Production
Vendor>, <Media
Vendor>, <1099 Info>,
<Xref>, or <Diversity
Codes> to display a detail window.
Note: If you do not click Save before advancing to another window, the changes you made on this window will still be saved if you click the Save icon on another window. Whenever you click Save on any window, all changes made on previous windows are saved.
