Revised: 01/28/2016
Go to Maintain>>Vendor Master
This program is used to add/edit or view vendor information. The Vendor Master program is available in several Horizon Modules and information may be shared between modules within the same Company.
See Also:
How to Attach a Document
Filters Status - select Active, Inactive or All to browse Vendors by status.
History - Available after a vendor is selected.
To setup a new vendor number, enter a new unique vendor number. The number may be alpha numeric and up to 8 characters in length. Vendor numbers are key fields and may not be changed once they have been saved.
To view an existing vendor file, enter or select a vendor number.
For a new vendor enter the vendor's name. The name may be up to 30 characters in length. An existing vendor may be selected using the Vendor Name. Vendor names may be changed or edited.
For an existing vendor enter or select the vendor using the vendor name or vendor number. The information already entered for this vendor will be shown. The information may be edited.
Tabs: Main; Defaults/ACH; PO Address; 1099 Address; Contract Information; Purchases; Contacts; Notes; Attachments
Enter the following information to display on checks written for the vendor:
Check Sort - enter the vendor name in the order you want it to be sorted. Only works when the Print Order is set as Vendor Name.
For example: If the vendor name is entered/showing as John Brown and you want checks to be printed in Last Name order, enter the vendor name in Check Sort as Brown, John.
Attention
Address 1 & 2
City, State and Zip Code
Phone number information is for informational purposes only and is not used by the program and may be left blank.
Enter the following information for Phone 1 & 2:
Area code and Number
Extension
Select one of the following Descriptions for 1 or 2:
Cell - Cellular
Home - Home
Ofc - Office
Pager - Pager
Click on the drop down arrow to the right of the field to activate the menu. Select one of the following:
Active
Inactive
This is a user defined field which may be used in two ways.
Types may be setup in Global Table Maintenance using the code VENDORTYPE to use the drop down menu. Vendor using the drop down menu Type can be included on a listing using the Vendor List - By Type report.
A Type may ben entered manually in this field. The Vendor Master List and Vendor Labels use this vendor Type as a selection criteria.
All vendors with matching types will be pulled for lists if entered or selected as a criteria.
This is a required field for some AP imports.
Enter "Utility" as a code for your gas, electric or telephone vendors. Enter "W" for weatherization vendors.
Click on the drop down to the right of the field to activate the menu. Select one of the following:
Asian/Pacific
Black
Female
Hasidic Jew
Hispanic
Native
Other
White
This field is for a future revision and is not used at this time. Leave this field blank.
Click in the field to either place or remove a checkmark.
If there is a checkmark in the field, this vendor's information will be included when 1099's are pulled, and the Federal ID field should be filled out.
The checkmark may be placed in the field at any time prior to pulling the information for the 1099s here in the Vendor Master or in the Vendor W9/1099 Maintenance program in the Financial module.
This field should be left blank for vendors that should not receive a 1099.
Click in the box to place or remove a checkmark.
If the vendor has returned their W9, a checkmark should be placed in the box. This can be done in the Vendor Master or in the Vendor W9/1099 Maintenance program in the Financial module.
See Also:
If there is a checkmark in the Send 1099 field, then there should be a federal ID in this field. Enter either the Social Security Number or the Federal ID for the vendor. Please insert the hyphens (-) when entering the identification numbers.
Click on the drop down arrow to select terms for this vendor.
Terms codes are setup, by the user in the Financial Module, under Maintain; Accounts Payable Tables; Terms Code Master.
Default terms, set here, will apply to all invoices that are entered for this vendor unless changed. Defaults may be changed as you are entering invoices without affecting the default settings in the Vendor Master.
Enter your credit limit with the vendor. This is for your information only and does not affect the program. This field may be left blank.
Leave this field blank. The system will update and display the date of the last invoice entered for this vendor.
The pay group entered here becomes the default pay group for this vendor when entering transactions. Default pay group information may be changed, if needed, while entering an AP transaction.
Pay Groups are setup and maintained by the user, in the Financial Module, in the Pay Group Master.
Enter the general ledger number or browse for the account number by selecting the square to the right of the field. The account number entered will be the default G/L account number for transactions entered for this vendor. The default account number may be changed during any transaction entry without affecting the default account number.
The GL Account Number description will be shown in the rectangle to the right of the GL account after a valid account number is selected.
This field is for your account number with the vendor and is for informational purposes only. This is not a required field and may be left blank. This field can be used for ACH payment data.
Select one of the sort orders listed for AP checks from the drop down menu:
Standard (Transaction Date)
Invoice Date
PO Number
Invoice Number
Invoice Description
Stub sorting may also be set in the Financial module in Settings>>Accounts Payable Settings on the Check Processing Tab and in the Check Book Master which is found in several modules.
These files are used when a vendor is to be paid using a direct deposit method. If the vendor will not be paid electronically, these fields should be left blank.
Please call the help desk for assistance in setting up for electronic payments when needed.
Select one of the following from the drop down list:
Undefined
Bank ACH
Other Electronic
Standard Paper Checks
Place a checkmark in this field if an ACH or Electronic printed form is required for this vendor.
Select one of the following or leave at Undefined if this vendor will not be paid electronically:
Demand/Checking
Savings
<Undefined>
Enter the 9 digit vendor's bank routing number for ACH payments. If the vendor will not be paid through ACH, this field can be left blank.
Enter the bank account number for the vendor or leave blank.
Place a checkmark in this field if an addenda record is required for the vendor.
Enter the addenda format needed for the vendor if an addenda record is required. If you do not know the format number to enter, please contact the Horizon Help Desk for assistance.
These settings will determine what informational data is sent to the bank in the ACH file. Your vendor may have a specific request for the data they want sent and in which field; otherwise, Horizon recommends selecting "Account Number from Vendor File" for the ID Number (if you have one entered in the Account # field in the Vendor Master). For the ID name, Horizon recommends selecting "Vendor Name".
Select one of the following, if applicable, from the drop down list:
Not Specified
Account Number from Vendor File
Invoice Number on Voucher - only works if "Addenda Record Required" is checked and a format is entered
PO Number on Voucher - only works if "Addenda Record Required" is checked and a format is entered
Invoice Description from Voucher - only works if "Addenda Record Required" is checked and a format entered
Vendor Number
Vendor Name
Check Number - only works if "Addenda Record Required" is checked and a format is entered
Voucher Number - only works if "Addenda Record Required" is checked and a format is entered
As you enter or tab through these fields, the information entered for the vendor name and for the check information screen will be filled in. If this information needs changed you may do so at any time.
Enter or edit the following information in the appropriate fields if it should be different on purchase orders than the check information on the main page:
Vendor Name
Attention
Address 1 & 2
City
State
Zip Code
Phone number, extension and description for 1 & 2
Purchase orders for this vendor which are entered in the Horizon Materials Management Module will use this information.
Enter a check mark in the box to include this vendor in the Horizon Requisition program.
If the 1099 address is to be sent to a different address, enter the vendor name, address, city, state and zip code information. Otherwise, leave these fields blank and the system will use the check address information for the 1099.
Enter a Name Control for the vendor if they will receive a 1099 and their 1099 information will be sent electronically to the IRS. Name Control information must follow IRS guidelines from publication 1220.
Name Controls can also be added using the Review 1099 Name Control Information or the Vendor W9/1099 Maintenance programs in the Financial module.
A 1099 Type may be assigned in the Vendor Master to assist in determining into which box the vendor's income is to be reported.
If the general ledger account number used for this vendor's transactions has a 1099 Box Code assigned, the GL 1099 Box Code will be used to report income for the vendor.
If a general ledger account number used in transactions for this Vendor does not have a 1099 Box Code assignment:
The 1099 Type in the Vendor Master will be used to report income for those transactions.
If the Vendor Master does has a 1099 Type of <undefined>, the income will be reported in box 7, Non Employee Compensation
If this vendor will receive their 1099 using the Document Viewer program, place a check mark in the box. If the vendor will receive a 1099 printed on paper, leave the box unchecked.
The information on this tab page is used with the Horizon Contract Management System. If you do not use that module, these fields may be left blank.
Enter the vendor's first name to merge and print on the contract, if there is no first name to merge, leave this field blank.
Enter the vendor's name as it should appear on the contract when it is merged and printed from the Horizon Contract Management System. If you entered a first name, this field may be used as a last name field.
Enter the contract address information in Address 1, Address 2, City, State and Zip Code fields, as well as the phone and fax numbers. This information will merge into contracts printed from the Horizon Contract Management System.
If a federal Identification code or Social Security Number was entered on the main screen it will be shown in the first field.
If an additional social security number is needed, it may be entered in this field.
Enter the MPI number, if applicable, in this field.
Enter the name of the contract administrator, if applicable.
Enter up to three additional contact names and phone numbers in the fields provided.
The system will track and display, by month, the current purchase and discount information for the vendor. The current total and last years purchase totals will be displayed as well.
Please note: In order for the information displayed here to remain current, a process should be run to reset the information for the new year. The process may be found in the Financial Module, under Utilities>>Year End Processes>>Rebuild Vendor View Totals.
The following information is shown on this page:
Purchases for January through February
Discounts for January through February
Total for the Current Year
Total for Last Year
Contact information can be recorded for your convenience. In addition, the ACH program can use Contact information to send email notifications out to vendor AP contacts listed in the grid whose information includes the contacts name, ACH entered under the Level column and an email address. The Vendor's ACH/Electronic Setup information should be entered on the Defaults/ACH tab.
Enter contact information in the following fields:
Contact
Title
Level (enter ACH if the contact is to receive an email notification of ACH payments)
Phone
Fax
Cell
Email address
Contact information may be left blank if you do not wish to record it here.
This area is provided to record any additional text information regarding the vendor.
On the Function Bar at the top of the tab page are the following program features:
Add - opens Document Additions (follow the link for complete information)
Scan
First Page, Previous, Next and Last Page arrows.
Zoom with Enable Area Zoom, Enable Image Scrolling
Delete
A Category may be selected as a filter.
A Start and End Date may be entered as a filter.
When a document is attached the following information will be displayed:
Date
Title
Category
Comments