Revised: 01/28/2016

Vendor Master

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.

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Vendor #

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.

Vendor Name

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

Main

Check Information

Enter the following information to display on checks written for the vendor:

Phones

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:

Select one of the following Descriptions for 1 or 2:

      • Cell - Cellular

      • Home - Home

      • Ofc - Office

      • Pager - Pager

Parameters

Status

Click on the drop down arrow to the right of the field to activate the menu.  Select one of the following:

Type

This is a user defined field which may be used in two ways.  

All vendors with matching types will be pulled for lists if entered or selected as a criteria.  

FOR EXAMPLE:

Enter "Utility" as a code for your gas, electric or telephone vendors.  Enter "W" for weatherization vendors.

Race

Click on the drop down to the right of the field to activate the menu.  Select one of the following:

Xref

This field is for a future revision and is not used at this time.  Leave this field blank.

Send 1099

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.

W9 Returned

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.

Federal ID

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.

Terms

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.

Credit Limit

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.

Last Invoice

Leave this field blank.  The system will update and display the date of the last invoice entered for this vendor.  

Defaults/ACH

Vendor Specific Defaults and Setup

Pay Group

Enter or select a pay group.

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.

GL Account

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.

Account #

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.

Stub Sorting

Select one of the sort orders listed for AP checks from the drop down menu:

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.

ACH/Electronic Setup

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.

Electronic Type

Select one of the following from the drop down list:

Print ACH/Electronic Form

Place a checkmark in this field if an ACH or Electronic printed form is required for this vendor.

Account Type

Select one of the following or leave at Undefined if this vendor will not be paid electronically:

Bank Route

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.

Bank Account

Enter the bank account number for the vendor or leave blank.

Addenda Record Required

Place a checkmark in this field if an addenda record is required for the vendor.

Addenda Format

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.

ID Number and ID Name

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:

PO Address

 Purchasing Information

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:

Purchase orders for this vendor which are entered in the Horizon Materials Management Module will use this information.

Other Options

Enabled on Requisitions

Enter a check mark in the box to include this vendor in the Horizon Requisition program.

1099 Address

1099 Information

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.

Name Control

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.

1099 Type

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.  

Electronic 1099

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.

Contract Information

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.

First Name

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.

Vendor Merge Name

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.

Address Information

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.

Federal ID/SSN

If a federal Identification code or Social Security Number was entered on the main screen it will be shown in the first field.

SSN2

If an additional social security number is needed, it may be entered in this field.

MPI Number

Enter the MPI number, if applicable, in this field.

Administrator

Enter the name of the contract administrator, if applicable.

Contact Person 1 through 3

Enter up to three additional contact names and phone numbers in the fields provided.

Purchases

Purchases/Discounts

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:

Contacts

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.

Contacts Grid

Enter contact information in the following fields:

Contact information may be left blank if you do not wish to record it here.

Notes

This area is provided to record any additional text information regarding the vendor.

Attachments

On the Function Bar at the top of the tab page are the following program features:

Selections

Category

A Category may be selected as a filter.

Start Date to End Date

A Start and End Date may be entered as a filter.

Document Grid

When a document is attached the following information will be displayed: