Vendor Profile

Newton User Guide: Setup Profiles

Required Software Version: March 2017

Legacy Instructions Available: Click Here

Related Pages

Management Tab Non-Policy Related Checks (legacy) Payroll Report: 1099s Report: Income and Expense Vendor Tab Voucher Transaction

Related Categories

Mailing Labels Payables Profiles

The Vendor Profile screen is a list of codes available when entering Vouchers and Non-Policy Related Multi-GL Checks (legacy).

Vouchers are commonly used for payroll, expense checks such as rent or utilities, and the Agency Systems support subscription fee.

Before You Begin

Access to view the Vendor Profile requires the current operator to have Security System: Profiles -> Vendor -> Edit access.

Basic vendor profile contact information is available on the Vendor Tab if the user does not have security access.

See: Security System for more information.

Create a Vendor

Before creating a new vendor code, first verify a similar code does not already exist. Select Print List to preview a report of all existing vendor codes. The name assigned to a vendor code can be modified, without creating a new Vendor profile.

1. From the Main Menu, select Setup -> Vendor.
2. Select Create New.
3. Enter the desired three digit number. Capital letters and numbers are both available.

   A Vendor Profile code cannot share the same unique code as a Company. To avoid any issues, Vendor Codes are often entered as numbers: 001, 002, 003 etc.

4. Enter the name for the vendor. This name will appear in drop-down selection lists when entering data, or running reports.
5. Press <TAB> to step through the fields, and enter remaining profile information. The Address, Phone, and E-Mail are not required.
6. Select the 1099 Information tab and enter any remaining profile information. See the section below for more information.
7. Select Save. (Requires Security System: Profiles -> Vendor-> Entry access.)
8. Select Exit.

Edit a Vendor

1. From the Main Menu, select Setup -> Vendor.
2. Select Find.
3. Select the desired vendor number and select OK.
4. Enter or modify any desired values. (Example: Name, 1099 information, Active Status).
5. Select Save. (Requires Security System: Profiles -> Vendor -> Edit access.)
6. Select Exit.

Delete a Vendor

Deleting an vendor should not be done if the vendor has ever been used for any accounting transactions.

Step A: Verify any Previous Accounting Transactions

1. Select Reports -> General Ledger Detail. (Requires Security System: GL -> General Ledger Inquiry -> View access.)
2. Enter G/L -> 2130: Vendor Payables. (Replace 2130 with a non-standard payable GL if specified in the Agency Profile)
3. Enter Sub GL -> Vendor Number.
4. Enter Start Date -> Start of Time. (Right-Click)
5. Enter End Date -> End of Time. (Right-Click)
6. Select Preview.

If any transactions are found, the vendor should not be deleted. Instead, Edit the Vendor and change the Active Status to Inactive.

Step B: Delete the Unused Vendor Number

First, verify the vendor code has never been used.

1. From the Main Menu, select Setup -> Vendor.
2. Select Find.
3. Select the desired vendor number and select OK.
4. Select Delete. (Requires Security System: Profiles -> Vendor -> Global access.)
5. Confirm Yes.
6. Select Exit.

Vendor Profile Interface

From the Main Menu, select Setup -> Vendor.

Vendor Profile Toolbar

• Find: - Find a vendor code.
• First: - Skip to the first vendor.
• Previous: - Skip to the previous vendor.
• Next: - Skip to the next vendor.
• Last: - Skip to the last vendor.
• Create New: - Create a new vendor.
• Print List: - Print a list of vendor profiles.
• History: - View vendor profile history.
• Delete: - Delete vendor profile.
• Wiki: - Wiki Help Documentation.
• Save: - Save the current profile item. (ALT + S)
• Exit: - Exit the profile windows. (ALT + X)

1099 Information

The 1099 Information tab determines which details display on the printed 1099 forms.

If an amount is entered in the Vendor 1099 Amount field, it will display on the printed 1099 instead of the calculated value from voucher invoices and check transactions coded to each vendor.

See Report: 1099s for more information.