Vendor (1 of 2) (VEN2)

Vendor (1 of 2) (VEN2) defines values for vendors, organizations, and persons to whom you want to make payments. You can also define several miscellaneous values to use for one-time or infrequently used vendors. This window includes vendor names and addresses, special indicators, and an optional day of the month on which you must pay the vendor.

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Vendor

Key field. Enter the vendor value. If adding a new line, enter a unique value; if changing or deleting an existing line, enter the affected value. You can use the eleventh character of this field for an alternate address indicator in the Extended Purchasing Subsystem. For more information on alternate addresses, refer to the User's Guide .

Vendor Type

Optional. Enter a value which identifies the type of vendor.

Misc Vendor Indicator

Required. Indicates that this is a miscellaneous vendor. The name and address of a miscellaneous vendor are not inferred on a document and must be entered directly on the document.

Agency

Conditional. For employees only. The primary agency for the employee is displayed.

KY Vendor Type

The classification of the vendor is displayed. Valid entries include:

Regular Vendor [R]

Personal Service Contract Vendor [P]

Special Vendor [S]

Indicates that this vendor is also an employee.

P-1 Employee Record [E]

Non P-1 Employee Record [N]

Last Action Date

Display only. This field indicates the last time this vendor was paid or the last time the vendor responded to a bid.

General Information View

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Vendor Address

Name

Required. Enter the name exactly as you want it to appear on each check. If this is a miscellaneous vendor, the name you enter here will not appear on a check.

Address, City, State, Zip, Country

Conditional. If this line is defining a miscellaneous vendor, do not enter an address. Otherwise, required. If entered, a complete address is required, but you do not have to use all three lines. Address lines appear on the checks exactly as they are entered.
Alternate Address

[no label]

Optional. If entered, this address (instead of the vendor address) is printed on the vendor's purchase orders. The third address line is divided like it is under the regular address (city, state, zip code).

This data does not appear on checks. This procedure is different for the Extended Purchasing Subsystem. For more information, refer to the User's Guide .

Contact

Optional. Enter the name of the vendor's representative.

Customer Account

Optional. If you have an account with this vendor, enter the account number.

A/R Contact

Optional. Enter the name of a contact person in the vendor's accounts receivable department.

Vendor Phone

Optional. Enter the vendor phone number ( nnn nnn nnnn ). Dashes are already entered in the system.

Comment

Optional. Enter any additional information.

Single Check Requested

Default is cleared [ N ]. This field indicates the vendor's payment preference for a single check for each voucher or one summed check for multiple vouchers. If selected [ Y ], a single check will be produced for each voucher. If cleared [N] , one summed check will be produced for multiple vouchers.

Payment Information View

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Payment Hold Indicator

Default is Processes as Normal [N] . Valid values are:

Stops Processing [Y]

Stops the processing of any transaction for a particular vendor.

Allows Processing [P]

Allows the processing of the payment voucher if it references an existing document.

Processes as Normal [N]

Processes as normal.

Scheduled Payment Day

Optional. Enter the day in the month when you want to pay the vendor defined in this line. The financial system uses this day to schedule payments. You can override system-scheduled payments.

If you do not enter this information, the payment date will be calculated based on the settings on System Control Options (SOPT).

EFT Status

Display only. This field is inferred from Electronic Funds Transfer (EFT2). Valid entries include:

Active [A]

Allow funds to be electronically transferred via documents for this vendor.

Hold [H]

Hold the document.

Not Eligible for EFT [N]

This vendor is not eligible for Electronic Funds Transfer (EFT).

Prenote Processing Began [P]

Prenote processing has begun.

Vendor not Considered [blank]

Application Type

Display only. This field displays a default Electronic Funds Transfer (EFT) application type.

Calendar YTD Amount

Display only. This field tracks how much you have paid to this vendor during this current calendar year.

Prior Calendar Year Amount

Display only. This field contains the previous calendar year's expense amount for a particular vendor. This field is updated at calendar year end.

Fiscal Year YTD Amount

Display only. This field tracks how much you have paid this vendor during the current fiscal year.

Prior Fiscal Year Amount

Display only. This field contains the previous calendar year's expense amount for a particular vendor. This field is updated at fiscal year end.