maintaining vendor information - · pdf filemaintaining vendor information ... use this page...

PeopleSoft 8.4 Purchasing

1. MAINTAINING VENDOR INFORMATION

OVERVIEW: This document will demonstrate how to enter and maintain vendors in PeopleSoft 8.4. STEP 1: ENTER IDENTIFYING INFORMATION NAVIGATION: Vendors>Vendor Setup/Maintenance>Vendor Information On the Vendor Information page (Figure 1), click on the Add a New Value tab.

Figure 1

Select a SetID and leave Vendor ID as NEXT to allow the system to assign the next available value. Click Add to display the vendor information pages.

1. MAINTAINING VENDOR INFORMATION 1

© 2006 – SpearMC Management Consulting, Inc.


The Identifying Information page (Figure 2) is displayed.

Figure 2

Enter/select the available information. All fields with an asterisk (*) are required.

ShortName - Serves as an alternate search key to access vendor data. If you enter BELL as the short name, the system will make the short name BELL-001 to create a unique short name. HR Class – Only required if you select HRMS (human resources management system) as the classification for this vendor. This information is used by PeopleSoft Purchasing. Select one of the following:

• Garn Pay: Garnishment Payee • Gen Deduct: General Deductions • Gen Prov: General Provider • Ins Prov: Insurance Provider • Nat’l Prov: National Provider • Part Prov: Partner Provider • Tax Col : Tax Collector

Status - Select one of the following:

• Approved: If you have permission to approve vendors, the system automatically assigns a status of Approved to the vendor.

• Inactive: You cannot enter new vouchers for this vendor. • To Archive: The vendor will be purged from the system and you can not enter new vouchers. • Unapproved: Another user with the proper authority needs to approve the vendor before users

can enter vouchers for this vendor. Persistence – Select one of the following:




• One-Time: Only one voucher will be entered for this vendor, after which the vendor status will change to Inactive.

• Permanent: The vendor will always remain in the system even if there is no activity by the As of Date in a Vendor Archive Request. Users can enter unlimited number of vouchers for this vendor.

• Regular: The vendor can be removed from the system by the Vendor Archive Request process if there is no activity for a designated period. Users can enter unlimited number of vouchers for this vendor.

Withholding – If you will be entering withholding or 1099 information for this vendor, select this checkbox. Open for Ordering – Select to designate the vendor open for purchasing goods and services. If this field is unchecked, users will be unable to enter purchase orders for this vendor. InterUnit Vendor – Mark the checkbox and select a business unit associated with this vendor. Next, click on the Additional ID Numbers link located at the bottom of the page. Additional ID Numbers page will be displayed (Figure 3).

Figure 3

Use this page to enter additional IDs associated with the vendor. These IDs are not used elsewhere in the system. Customer ID – Select if this vendor is also a customer in Receivables. Our Customer Number – Enter the number by which this vendor identifies you as a customer. Enter additional IDs, such as a Tax Identification Number or a Dun & Bradstreet Number, by first selecting the Type. To enter more than one type of ID, click the to insert additional input rows. Click OK to return to the Identifying Information page.




The Duplicate Invoice Settings link contains options that are the same as those defined by the PeopleSoft Payables module for the business unit. Ignore this link to accept the defaulted options for this vendor. Click the link to override them. Click on the Government Classifications link. The information on this page (Figure 4) will be used for reporting purposes.

Figure 4

Enter the requested/available information: EEO Certification Date – Equal Employment Opportunity Certification Date. Not Required. HUB Zone – Historically Underutilized Business Zone. Source – Select the vendor’s certification source. You must provide a source before entering the Government Classifications information. Enter the remaining Government Classifications information. To add more sources, click the to the right of the Source field. To add an additional effective-dated row for a source, click the located to the right of the Eff Date field. The previously effective-dated row is stored as historical data for the source. Click OK to return to the Identifying Information page. 1. MAINTAINING VENDOR INFORMATION 4



STEP 2: ENTER ADDRESS INFORMATION Click on the Address tab (Figure 5).

Figure 5

Each vendor must have at least one valid address before the vendor can be saved into the system. You can enter multiple addresses with multiple effective-dated rows for each address. Explanation of some fields: Descr – Enter a description for the address (i.e. MAIN, ORDERING, RETURNING, etc.) and select an Addr Type for this address. A valid address in USA or CAN must consist of Address1, City, and State/Province. Addresses in other countries require Address1 and a City. If you leave Address1 blank, but enter information in the Address2 line, the address is still considered incomplete. Email ID – This is the address that the Email process uses when you select the dispatch method of email in PeopleSoft Purchasing. Separate multiple addresses with a semicolon. . 1. MAINTAINING VENDOR INFORMATION 5



Click on the Payment/Withholding Alternate Names link.

Figure 6

Use this page (Figure 6) to enter names/information that should replace the vendor name (specified in the Name1 field on the Identifying Information page) on payment forms and/or withholding reports. If these fields are populated, the information will be used. Otherwise, the name specified in the Name1 field will be used. Click OK to return to the Address page. Next, click on the Telephone link and enter phone number(s) for the vendor (Figure 7).

Figure 7

Click OK to return to the Address page.




To insert another complete address for the vendor, click the at the Vendor Address level and repeat the instructions above. To insert another effective-dated row for an address (for example, when the MAIN address changes) click the

at the Address Detail level. Select the date when the address becomes effective and enter the rest of the information. You must re-enter Payment/Withholding Alternate Names and Telephone information, if necessary. Repeat until all addresses for the vendor are entered. STEP 3: ENTER LOCATION INFORMATION A vendor location is different from a vendor address. The location represents a set of rules or attributes which define how you conduct business with a particular vendor. It stores important information, such as the vendor’s ordering and invoicing addresses, bank accounts and payment options. However, like the address, a vendor can have multiple locations and multiple effective-dated rows for each location. Click on the Location tab to display the Location page (Figure 8).

Figure 8

Enter the following fields: Location – Represents the identifying field for this location. It can be used to differentiate between a vendor’s multiple locations. Examples: 001, 002, MAIN, etc. Descr – Description for this location.




Default – Check to designate this location as the default location. A vendor can have only one default location. The defaulted location will default onto all the vouchers for the vendor, but can be changed when desired. Next, click Save. This will allow you to use the addresses just entered on the Address page in establishing a vendor location. Hitting Save stores the vendor information in the system and results in the vendor being assigned a Vendor ID. Since the vendor information is saved into the system, you can continue now or complete the rest of the vendor setup later. If you choose to continue later, record the Vendor ID and/or ShortName, and follow these 5 steps to return to this spot when ready:

1. Navigate to: Vendors>Vendor Setup/Maintenance>Vendor Information 2. On the Find an Existing Value tab, enter the Vendor ID or ShortName 3. Check the Correct History box 4. Click Search 5. Click on the Location tab

Continue with the remaining location information: Eff Date – Effective date for the location must be the same as or after the effective date for an address in order for the address to be used in the location. Pricing Location – PeopleSoft Purchasing uses the shipping method associated with this Pricing Location. Doc Type Default – Select to use the default document sequencing options established at the business unit level. The document type defaults onto any vouchers for this vendor. Doc Type Specify – Select to override the default values and enter a new one. Ordering Address – The address PeopleSoft Purchasing uses when ordering from this location. Invoicing Address – Address from which the vendor location sends invoices. Remitting Vendor – Vendor to whom you remit payment associated with this location. The remitting vendor can be this vendor or another vendor. Remitting Location – Address for remitting payments. Returning Vendor – Vendor to whom you return goods for this location. To enter bank information for this location, where payments will be sent, click on the Bank Accounts link. 1. MAINTAINING VENDOR INFORMATION 8



On the Pay to Bank Accounts page (Figure 9), enter the available information. Depending on the country you select, the fields displayed on the page will vary:

Figure 9

First, click the Search button to see if the bank has already been entered into the system. On the Search Bank page, enter/select a Bank ID and/or Branch ID. If the bank exists in the system, click OK, otherwise, click Cancel to return to the Pay to Bank Accounts page. Enter rest of the bank information: Default – Check to designate this bank account as the default bank account for this location. The default bank account is copied to each payment schedule for this vendor. Descr – Enter a description for the bank. Bank ID Qual – Bank ID Qualifier contains country-specific numeric value by which the bank/counterparty is identified. Bank ID – Field is required. Bank Account Number – Field is required.




DFI Qualifier – Depository Financial Institution Qualifier. Enter a value if you will be making ACH or EFT payments to this vendor location. DFI ID – If DFI Qualifier is populated, you must supply the bank’s DFI ID number as well. IBAN Digit – International Bank Account Number check digit. To enter Address information for the bank, click on the envelope icon ( ) located in the left-hand corner. To enter telephone information for the bank, click on the telephone icon ( ) located in the left-hand corner. To enter intermediary bank routing information, in cases where the payment travels between multiple banks before the funds are transferred, click on the bank icon ( ) located in the left-hand corner. To enter additional banks for this location, click the and repeat the above steps. Once all the bank information has been entered, click OK to return to the Location page. To setup Electronic Fund Transfer information for this location, click on the EFT Options link. EFT Payment Options page (Figure 10) is displayed.

Figure 10




Before a vendor can be paid through EFT, the vendor EFT setup must be confirmed. There are two ways to confirm a vendor for an EFT payment option. One is to specify the number of days to wait before the vendor becomes eligible for an EFT payment in the EFT Pre-Note Auto Confirmation group box on the Set Controls –Vendor page. When the specified number of days passes, the system automatically confirms the vendor for EFT payment. The other option is to manually confirm a vendor for EFT payment using the Pre-Notification group box on the EFT Payment Options page. Prenotification Required – Select if you want to send a test transaction to the bank for this vendor. A pre-note will be included for this vendor location in the next Pay Cycle that includes an EFT payment for this vendor location’s default bank account. Once the pre-note is generated, the Status field is changed to Pending and the Date field is populated with the date the pre-note was created. If the pre-notification box is checked, you can not generate an actual EFT payment for this vendor until it is marked as Confirmed. Confirm – Click to manually confirm the vendor location for EFT payment, and override any auto-confirmation options established on the Set Controls- Vendor page. The Status field changes to Confirmed and Date field is populated with today’s date. Unconfirm – Click the unconfirm button to set the status to New again and generate another pre-note. Enter information under Fund Transfer Details: Crossed Check – Select to indicate that the check cannot be endorsed to another party. Transaction Handling – Indicate to the bank what information to include in the EFT file. Correspondent’s Costs – Use if an intermediary bank is involved in the transfer. Bank Check Drawn On – If needed, indicate which bank actually writes the check. Checking Forwarding – If needed, indicate to whom the check should go to. Payment Instruction 1-4 – Select standard EFT instructions to be sent to the bank with the EFT request. Payment Instruction Ref – Include additional EFT handling instructions for the bank. Bank Charge Options fields are used to define the person to whom the bank transfer charge amount is charged. If the Transfer Cost Code is Payer, the bank transfer charge process is not activated and no accounting entries for the transfer charge are generated. If the code is Payee, then enter the remaining information to complete the process. Click OK to return to the Location page. The Matching link contains options for Voucher Approval, voucher-purchase order matching, and Evaluated Receipt Settlement (ERS). To accept the voucher approval and matching options set at the business unit level, skips this link. To override the defaulted values or to enter ERS options, click the link and enter the request information. 1. MAINTAINING VENDOR INFORMATION 11



Click on the Payment Options link. On the Payment Options page (Figure 11), you can define/override some of the information that has been setup already.

Figure 11

Payment Control group box: Hold Payment – Select to automatically place any payments on hold for this vendor location. Payments will not be processed until the box is unchecked. Complex Routing – Select this checkbox to inform the system to use the Intermediary Bank Routing information setup for EFT payment. Separate Payment – Select to create separate payments for each of the vouchers for the vendor that are processed in the same pay cycle. Bank group box:




Use the fields in the Bank group box to define a bank from which you want to make payments for this vendor location. This will override the default bank already setup. To enter the bank information, select Specify from the drop-down and populate the remaining fields. Payment Method group box: Select a payment method for this location vendor. If you have setup EFT payment options, select Specify and then Electronic Funds Transfer from the list. Enter any additional information that is applicable. Click OK to return to the Location page. Click on the Procurement Options link to display the Procurement Options page (Figure 12).

Figure 12

Most of the options on this page have already been setup. To override these options at the vendor location level, select Specify for the appropriate field and then enter the requested information. Freight Term Code – The freight terms determine the point at which liability for a shipment shifts from the seller to the buyer. They also define the terms of a payment for freight, such as when it is payable and by whom. Shipping Method – The shipping method you select appears on the purchase order and can affect pricing. Buyer – Enter a preferred buyer for this vendor. The Buyer defaults onto the purchase order created for this vendor, but can be overridden.




Payment Terms ID – Select payment terms for this location. You can also define which date the system uses as the terms basis date for scheduling payments and determining early payment discounts. This information is contained in the Basis Dt Type field. Enter any additional information that is applicable. Click OK to return to the Location page. The RTV Options link contains return to vendor options. Click the link if you would like to setup these options, otherwise ignore. Click on the Sales/Use Tax Options link. The options on this page (Figure 13) can be accepted as their defaulted values or overridden at the location level.

Figure 13

Sales/Use Tax Applicability – Select one of the following: • None: No tax defaults for this location • Sales: Sales tax is the default tax type on all vouchers for this location • Use: Use tax is the default tax type on all vouchers for this location

Ship To Location – Selecting the Ship To value will automatically populate the Tax Destination. If the Tax Destination is different (i.e. Goods are shipped to one location by the vendor where are inspected, but then sent to another location for use), indicate the right Tax Destination. The fields in the Sales Tax Tolerance box allow you to set tolerances for differences in sales tax entered on a voucher header and that calculated by the system. Click OK to return to the Location page.




The Self-Billed Invoice Info link is required in Europe for vendors who utilize Evaluated Receipt Settlement. Click the link if applicable, otherwise, ignore. Click on the Withholding Setup link. If reporting 1099 withholding information, use the 1099 page to enter the withholding information (discussed in Step 5). On the Withholding Vendor Information (Figure 14), a field with an asterisks (*) next to it indicates a required field.

Figure 14

Main Information Tab: Entity – Select the entity to which the withholding amounts are reported. This is the tax authority. You can define more than entity for vendor location. (The fields on these next few pages will vary depending on the entity that is selected). Jurisdiction – Field indicates where the vendor is located or where there transaction took place. Default Jur – Select the default jurisdiction. This box can be checked for more than row, but must be checked for at least one row, otherwise, the withholding defaults are not copied to the invoice.




Rule- If Rule Indicator field is Specify, select a value. The withholding rules indicate the action to be taken during withholding. Withhold – Select this checkbox to activate withholding. Next, click on the Hold/Condition tab. This page (Figure 15) pulls some of the fields from the Main Information tab.

Figure 15

Hold Payment – Select a value if Hold Pay Ind field is Specify:

• Hold Both: Hold both payments and the withholding information. • No Hold: Do not hold payments for this vendor. • Wthd Only: Hold only the withholding amount.

Wthd Condition – Some vendors have special privileges that allow them to have less withholding than other vendors. Select a value:

• Exempt: Vendor is completely exempt. The Percent field contains 100.00. Enter the date in the Valid Until field until which the exemption applies.

• Exonerate: The vendor is withheld less than other vendors. Enter the exoneration percentage in the Percent field. Enter the Valid Until date as well.

• None: Vendor is not entitled to any exemption or exoneration. No need to populate the Percent or Valid Until fields.




Next, click on the Remit tab. The common fields from the previous two tabs are displayed again (Figure 16).

Figure 16

Remit To – Select to whom you remit the withholding information to for this vendor. If you select Vendor, populate the remaining fields. Next, click on the Reporting Info button to enter information regarding the reporting entity (Figure 17).




Figure 17

Entity – Select the entity to which the withholding information is reported. You can define more than entity for a vendor location. Address – Select the vendor address to report to the entity. IRS Notified Twice of Invalid – Check the box if the IRS has informed you that the TIN number reported for this vendor is invalid. Enter the remaining information that is available. Click OK twice to return to the Location page. Next, select ‘Vendor Types’ from the ‘…More..’ drop-down box located next to the Withholding Setup link. Vendor Types page is displayed (Figure 18).

Figure 18

Preferred Language – Select the language to use when printing payment advices. 1. MAINTAINING VENDOR INFORMATION 18



Primary – Select if this is the primary vendor type. Type – Field is required if you enter any information on this page. Service Type – Code is used for EFT payments for this vendor location. It appears on government reporting section of certain EFT files. Click OK to return to the Location page. This completes the setup of this vendor location. To enter another vendor location, click on the at the Vendor Location level and follow the above instructions. Click Save to save the information you have entered so far. STEP 4: ENTER CONTACT INFORMATION If the vendor has a contact(s) with who you can communicate, the contact(s) can be established in the system. Click on the Contacts tab to display the contact fields (Figure 19).




Figure 19

Contact - Each contact you enter for a vendor is automatically assigned a sequential Contact ID number. Description – Enter any description. Type – Select the type of contact from the drop-down. If none of the options apply, leave blank. Email ID – Multiple email addresses can be entered, but must be separated by semicolons. Address – Associated the contact with one of the vendor’s addresses. To see the address you have selected, click on the Address link. Click on the Telephone link to enter telephone and/or fax information for the contact. Enter as much information as is available. None of the fields on this page are required. Click Save to save the information you have entered so far. STEP 5: ENTER 1099 INFORMATION


1099 information for a vendor can be entered into the system from two different places. The first place is the Location page where you can use the Withholding Setup link and the second place is the 1099 page. Functionally, the information on these two pages is the same. In fact, the information you enter on one page will be displayed on the other. The 1099 page, however, is specifically designed to record information that is reported to the IRS.



Click on the 1099 tab to display the 1099 information (Figure 20).

Figure 20

The withholding information you entered, if any, on the Location page will appear on this page for each location. The location to which the information pertains to is listed at the top of the page in the Location field under the Vendor Location heading. You can scroll through the different locations by moving the horizontal scroll bar to the right and clicking on the arrows at the Vendor Location level. First enter the 1099 Information: Click on the to insert a new row for the 1099 information or use the existing row if it is blank. Fields marked with an asterisk are required and must be populated. Main Information tab: Entity – Select IRS. Type – Select 1099. Jurisdiction – Select FED. Default Jur – Select the default jurisdiction. This box can be checked for more than row, but must be checked for at least one row, otherwise, the withholding defaults are not copied to the invoice. Overrides tab:




Hold Payment – Select a value if Hold Pay Ind field is Specify: • Hold Both: Hold both payments and the withholding information. • No Hold: Do not hold payments for this vendor. • Wthd Only: Hold only the withholding amount.

Rule- If Rule Indicator field is Specify, select a value. The withholding rules indicate the action to be taken during withholding. Wthd Condition – Some vendors have special privileges that allow them to have less withholding than other vendors. Select a value:

• Exempt: Vendor is completely exempt. The Percent field contains 100.00. Enter the date in the Valid Until field until which the exemption applies.

• Exonerate: The vendor is withheld less than other vendors. Enter the exoneration percentage in the Percent field. Enter the Valid Until date as well.

• None: Vendor is not entitled to any exemption or exoneration. No need to populate the Percent or Valid Until fields.

Withhold – Select this checkbox to activate withholding. Remit tab: Remit To – Select to whom you remit the withholding information to for this vendor. If you select Vendor, populate the remaining fields. Next, enter the 1099 Reporting Information: Click on the to insert a new row to establish IRS as the reporting entity or use the existing row if it is blank. Fields marked with an asterisk are required and must be populated. Entity – Select IRS. Address – Select the vendor address to report to IRS. IRS Notified Twice of Invalid – Check the box if the IRS has informed you that the TIN number reported for this vendor is invalid. Enter the remaining information that is available. Click Save to complete the vendor setup process. STEP 6: MAINTAIN VENDOR INFORMATION Once you have saved the vendor into the system, you can return to the vendor pages and make any changes/updates that need to be made.




NAVIGATION: Vendors>Vendor Setup/Maintenance>Vendor Information On the Vendor Information page (Figure 21), click on the ‘Find an Existing Value’ tab.

Figure 21

Enter the Vendor ID or Short Vendor Name or any other identifying information for vender. Click the Include History check box if you want the system to retrieve all effective-dated rows for the vendor. If the box is unchecked, the system will only display the maximum effective-dated (most recent) rows. Click the Correct History check box if you plan on making any changes to the vendor information. Click Search. Use the to add new rows/records. Use the to delete existing rows/records. Use the arrows to scroll through all the records/rows. Click Save to save your changes.



maintaining vendor information - · pdf filemaintaining vendor information ... use this page...

Documents