How To Set Up a New Vendor

NAVIGATION: MAINTAIN menu > Vendor Master

The Vendor Master is used by several Horizon modules information that is entered or edited here, may be available or changed in all modules within the Company.

Entering a New Vendor

  1. Enter a new, unique Vendor #, this can be Alpha Numeric.
  2. Hit Tab and enter the Vendor Name and Tab
  3. On the “Main” screen under Check Information enter the address, city, state and zip code, as these will print on the check.  Attention and phone information are optional and may be left blank.   Tab through each field as you enter the information.
  4. On the “Main” screen under Parameters, select a Status of Active
  5. Type and Race are optional fields.  Type is user defined as to whatever your organization would choose to place here, you should contact your Controller or Accounting Mgr.
  6. If this vendor is a potential 1099 vendor, check Send 1099 and fill in the Federal ID #
  7. Terms may be selected from the drop down list.  The terms will be used as the default for this vendor.  If your organization does not use payment terms for vendors, you should select “NO TERMS” from the list.
  8. You may also enter an optional Credit Limit for this vendor.  This information is not used by the system and may be left blank.
  9. “Last Invoice” should be left blank as the system will update it.
  10. Hit Tab to move to the “Defaults/ACH Screen”  This section is used for default information that will be used in AP Voucher Entry and is optional
  11. You may select the default Paygroup, GL Account and Stub Sorting from the drop down or browse lists
  12. “Account #” would be the account number assigned to you by that vendor.  If the vendor will be paid electronically and "Account Number from Vendor File" is selected as the ID Number and/or ID Name, this field should be filled in; otherwise, this field may be left blank.
  13. ACH/Electronic Setup may be filled in if this vendor will be paid electronically, otherwise leave these fields blank.
  14. After completing the Vendor Defaults screen, using your mouse, select the “PO Address” screen
  15. The PO Address screen is used by the Purchase Order program.  You should Tab through this entire screen and it will fill from the Main screen.  Make changes as necessary and Tab through the screen until the program moves to the “1099 Address” screen
  16. The 1099 Address screen is used for creation of 1099s and can be different than the Vendor’s normal mailing address.  You should Tab through this entire screen making changes as necessary.  
  17. You may add Contacts or Notes for this vendor on the last 2 screens of the Vendor Master.  Otherwise, hit “Save” at the top of the screen to add this Vendor.

Changing or Maintaining a Vendor

NAVIGATION: MAINTAIN menu > Vendor Master

  1. Next to Vendor Number or Vendor Name, hit the Browse button to find the vendor you want to maintain.
  2. Select the vendor from the list
  3. This will bring the selected vendor into the current view
  4. Using your mouse, you may click from screen to screen and change the information necessary.  Please note that key values are fields that may not be changed.  The vendor number is a key value field.
  5. Hit “Save” to save your changes
  6. If you select the “Purchases” tab, you will see the Monthly total purchases for the current calendar year for the vendor selected.  Purchase information will need to be rebuilt for each calendar year.  If the rebuild program is not run, purchase information will be accumulated for multiple years.

2/2021

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388