4-4 Vendors (Accounts Payable)

Vendor records provide quick access to vendor information for payable invoices, 1099 balances, ordering materials, and subcontract management. Create a vendor record for each business that sends you invoices and each business to which you owe money or make regular payments. These vendors may include subcontractors, architects, engineers, and lenders.

In the 4-4 Vendors (Accounts Payable) window, you can review vendor-related information such as subcontracts, purchase orders, invoices, and payments. You can also record any additional certificates a vendor is required to supply.

• Vendor financial information tab fields
• Vendor invoice defaults tab fields
• Vendor other defaults tab fields
• Vendor ACH Payment Setup fields
• Vendor purchase order warnings
• Vendor types
• Vendor records
• Vendor certifications and expiration dates
• Vendor remittance
• Workers' Compensation rates on vendor records
• Vendor use taxes
• Deleting vendors

Internal vendors

You select the Internal Vendor checkbox if you want to keep track of someone in the vendor database, who is not someone who sends you invoices. Flagging a vendor as “internal” causes the program to display a message if you try to enter a payable invoice for that vendor. Examples of internal vendors are architects, engineers, or other professionals who are involved with projects that you work on, but you are not the one contracting with them because you are not the general contractor or owner. You might, however, want to keep that information in the job record. Internal vendors may also be fictitious entities, such as a generic lumber supply or generic tile subcontractor. You might want to use that entity for putting a “type” of vendor on parts for estimating and bid request reasons.

Vendor financial information fields

Box	What it does
1099 Type	Indicates the type of 1099 status. 0—Undetermined 1—Nonemployee Compensation 2—Rent 3—Attorney 4—Interest 5—No 1099
Aatrix Electronic 1099 Consent	If you have the vendor's consent to email their 1099 form, select the Aatrix Electronic 1099 Consent checkbox.
Recipient Email	If you selected the Aatrix Electronic 1099 Consent checkbox, enter the email address of the vendor contact who should receive the 1099 form.
Beginning Balance	Displays the beginning balance of outstanding invoices for your current books. You cannot enter or edit an amount in this box.
Current Balance	Displays the beginning balance of outstanding invoices for your current books. You cannot enter or edit an amount in this box.

Vendor invoice defaults

The information you provide on the Invoice Defaults tab helps Sage 100 Contractor post an invoice and create the job cost records.

Vendor invoice defaults

Default	What it does
Due Terms	Determines the date by which payment is due. In Sage 100 Contractor, a cycle is represented by ##DY (a number of days), ##MO (a number of months), and ##TH (a specified day every month). You replace the ## symbols with the number of days or months, or the day of the month for the processing cycle. For example: 30DY means due every 30 days. 02MO means due every two months. 25TH means due on the 25th day of each month. Sage 100 Contractor displays the 25th of the month following the invoice date when you enter a new invoice for a vendor
Discount Terms	Determines the date by which payment is due for your business to receive a discount.
Discount Rate	Determines the discount rate for early payment.
Use Tax Rate	Determines the use tax on out-of-state purchases.
Work Comp Rate	Sets up the vendor record of a subcontractor with the employer’s compensation rate. When entering the payable invoice, you can charge the subcontractor for coverage based on the invoiced amount. The charge appears as a credit on the subcontractor’s invoice.
Ledger Account	Determines the default ledger account to which invoices are posted. For a materials supplier, for example, enter the materials expense account number. When you enter a payable invoice, the material expense account defaults to the grid. Some vendors may not post to one account regularly. If there is not a common account used by a vendor, leave the Ledger Account box blank.
Cost Code	Determines the cost code to which you post the vendor. Because cost codes may vary each time you post a record, consider leaving the Cost Code box blank. Alternately, you can enter the lowest numbered cost code used by the vendor. You can then use the Lookup window to display cost codes starting in the appropriate area.
Cost Type	Determines the cost type to which you post the vendor. Usually the cost type corresponds to the ledger account.
Invoice Status	If you want to review all invoices or payments for a vendor, assign the vendor record Invoice status 2-Review. Otherwise, Sage 100 Contractor assigns status 1-Open.
PO/Contract Warning	Restricts the ability to save payable invoices that are missing a PO number or subcontractor. You can choose one among several options to: display a warning if an invoice is missing a PO number and/or subcontractor; require a PO number and/or subcontractor; or display no warning and allow the user to save the invoice.
'Use Tax' warning	Restricts the ability to save payable invoices that are missing a use tax amount when there is a 'Use Tax' District on the invoice. You can choose to: display a warning; require a use tax before you can save the invoice; or display no warning and allow the user to save the invoice
Allow Duplicate Invoice Number	Lets you enter duplicate invoice numbers for a vendor. The Invoice Number text box in the Payable Invoices window can be set up to require a unique invoice number. The Allow Duplicate Invoice Number checkbox lets you supersede the requirement for a unique invoice number for specific vendors such as the phone company.
Separate check for each invoice	Tells the system to print separate checks for each invoice for each vendor.
Put on the Hot List	Automatically puts the vendor's invoices on the Hot List.

Other vendor defaults

The information you provide on the Other Defaults tab helps Sage 100 Contractor create or export records.

Default	What it does
Purchase Order Type	Determines the type of purchase order you normally create for the vendor.
Subcontract Type	Determines the type of subcontract you normally create for the vendor.

Vendor ACH Payment Setup fields

Field	Description
ACH Account Status	0—None 1—Prenote 2—10 day wait 3—Active 4—Inactive
Account Type	1—Checking 2—Savings
Routing#	Vendor's bank routing number, a nine digit code.
Bank Account Number	Vendor's bank account number.
Email Receipt to	The email address to receive the vendor ACH payment receipt.

Vendor PO and subcontract warnings

Subcontractor Warning Statuses

Status	Description
0-None	Provides no warning.
1-Warn if no PO	Provides a warning if the invoice does not contain a purchase order number, but allows you to save the invoice.
2-Warn if no Subcontract	Provides a warning if the invoice does not contain a subcontractor, but allows you to save the invoice.
3-Warn if no PO or Subcontract	Requires a purchase order number to save the invoice.
4-Require PO	Requires a purchase order number to save the invoice.
5-Require Subcontract	Requires a subcontractor to save the invoice.
6-Require PO or Subcontract	Requires a purchase order number or subcontractor to save the invoice.

Vendor Invoice Over Purchase Order settings

The Set Over PO Warning option in 4-4 Vendors notifies you if an invoice amount exceeds the purchase order limit for the vendor.

When you select the Set Over PO Warning option, Sage 100 Contractor compares the invoice total amount (not including sales tax) against the total purchase order balance. If the invoice total exceeds the purchase order balance and the specified tolerance, the program either displays a warning or does not allow you to post the invoice (depending on the message setting).

For steps on entering this setting, Entering settings for the Vendor Invoice Over Purchase Order Warning.

Setting up vendor types

You can use vendor types to group or categorize vendors. Types give you the ability to select specific vendors when printing bid requests, vendor lists, or other vendor related documents.

If you create a long list of vendor types, you can simplify it by abbreviating vendor categories. For example, use M for material suppliers and S for subcontractors in the Type Name. For example, the description for a lumber supplier is M-Lumber, and an electrical supplier is S-Electrical.

For steps on setting up vendor types, see Setting up vendor types.

Entering vendor records

Consider these points before entering vendor records:

• Be sure to enter all the important information regarding vendors. Entries made in the 4-4 Vendors (Accounts Payable) window are used for other functions, such as fax and email scheduling.
• Some states levy a use tax on out-of-state purchases. You can enter the use tax rate in the 'Use Tax' Rate text box.
• In some states, subcontractors are not required to carry Workers’ Compensation insurance. The general contractor often covers the liability of the subcontractor through the general contractor’s policy. You can enter the general contractor’s rate in the Work Comp Rate text box.
• Select the Internal Vendor checkbox to mark the vendor as an internal supplier, which only affects vendor reports.
• Select the Separate check for each invoice checkbox to tell the system to print separate checks for each invoice for each vendor.

Vendor certificates and expiration dates

You can track the expiration dates for Workers’ Compensation, liability insurance, contractor’s licenses, and other required certificates and licenses. When you enter a certificate or license, always enter an expiration date. If you do not have a date, enter one that is obviously expired, such as 01/01/1980. Later, you can determine which vendors have insurance or licenses that have expired.

You can control whether you receive a warning that a certificate has expired when creating a subcontract. You can also stop payment to a vendor if a certificate has expired.

When selecting vendor invoices for payment, you can exclude vendors with expired licenses. You can also print documents that you can send to vendors with expired licenses, requesting the new expiration dates to update your records. When you do not need dates for vendors such as lending institutions, leave the text boxes blank.

For information on entering vendor certificates, see Entering vendor certificates.

Setting up vendor remittance

Occasionally, it is necessary to substitute a different name on a vendor check. In the Vendor Remit window, you can add more lines to the grid by clicking in the last cell in the last row and pressing the [Enter] key.

When you print the vendor checks, Sage 100 Contractor looks to the vendor remit table. If the vendor appears in the table, Sage 100 Contractor uses the payee information from the table in place of the information from the vendor record.

For steps on setting up vendor remittances, see Setting up vendor remittance.

Deleting vendors

If a vendor has current year ledger activity or open invoices from a prior year, you cannot delete that vendor.

Setting up Workers Compensation rates for payable invoices

Some states do not require subcontractors to carry Workers’ Compensation insurance. In these states, the subcontractors use the general contractor’s insurance policy for the duration of the job, and the general contractor deducts the cost of coverage from payments to the subcontractor. Check with your state for compliance requirements as the laws vary in each state.

Sage 100 Contractor uses the Workers’ Compensation account indicated on the Payables tab in the General Ledger Setup window to post payable invoice transactions.

For steps on setting up Workers' Compensation rates, see Setting up Workers Compensation Rates for payable invoices.