Contacts - Vendor Service

The Contacts page on the Vendor Service screen displays contact information about a vendor. On this page, you can maintain contact information for a vendor.

Note: To update the Contacts Vendor Service page, follow the steps below:

Go to Maintenance > new world ERP Suite > Procurement > Vendor Service.
- If you are editing a vendor, locate and open an existing vendor record. Click the Edit button on the menu bar of the Contacts Vendor Service tab. The window opens on the Contacts page.
- If you are creating a new vendor, click New. By default, the window opens on the General page.
To open the page if needed, click the gray Contacts icon at the top of the Vendor page. When the page is open, the Contacts icon is in color .

Note: If you are editing a vendor record, you can use the Contact Name box to locate an existing contact for the vendor. To navigate through the list of vendors, click any of the Move buttons to move forward or backward in the list. You can also select the drop-down arrow to display the full list of contacts.

Enter the necessary information in the fields listed below. Click Save to save this record or Save/New to save and create another vendor record. You may be prompted to provide a reason for the update if the Track Vendor Changes setting has been enabled by your organization's System Administrator.

Contact Information

Select the Active check box if the contact is active. The default is selected. You cannot clear the Active check box if the Vendor is associated with Human Resource or Financial Management functions.
Select the Primary check box to indicate that this contact and address is the primary contact for the vendor. Only one address can be selected as the primary address. The Primary check box is selected and disabled for primary contacts when a primary contact already exists for a vendor.

To change primary contacts, select the Primary check box for the new contact. The system automatically clears the existing primary contact’s Primary check box.
In Name, type the full name of the contact. This information is required. The maximum character length is 64; the minimum is 1. There are no character restrictions. The default is the name of the contact for the selected vendor.
In Description, type a description of the contact. The maximum character length is 32. There are no character restrictions. The default is the description associated with the vendor contact.
In Address, type the address at which the contact is located. The first line of the address is required if the Primary, Remittance, 1099 Address, or Purchasing check boxes are selected or if information is entered in the City, State, or Zip Code boxes. The second and third address lines are optional. The maximum character length is 40; the minimum is 1. There are no character restrictions. The default is the address of the vendor contact.
Select the Zip Code in which the contact is located. This information is required. The default is the zip code of the vendor contact. Based on the Zip Code selected, the City and State boxes are automatically populated.
City displays the city in which the contact is located. The maximum character length is 32; the minimum is 1. There are no character restrictions. This box is automatically populated when a value is selected in the Zip Code box. It can be edited if needed. The default is the city associated with the vendor contact.
State displays the state in which the contact is located. This box is automatically populated with the correct state when a value is selected in the Zip Code box. It is populated with all the State validation set entries. It can be edited if needed. The maximum character length is 32. There are no character restrictions. The default is the state associated with the vendor contact.
Type an Email address for the contact’s email address. It is required if the Email P.O. check box is selected. The maximum character length is 128. There are no character restrictions. The default is the vendor contact’s email address.
Type a Phone Number for the telephone number at which the contact can be reached. The maximum numeric length is 10. Only numeric entries are accepted. The formatting for this box is defined in the Phone Number Mask box on the System Setting Maintenance page. The default is the vendor contact’s telephone number.
Type an Extension, which is the extension number at which the contact can be reached, if necessary. The maximum numeric length is 4. The default is the vendor contact’s telephone extension.
In Fax, type the fax number at which the contact can be reached. It is required if the Fax P.O. check box is selected. The maximum numeric length is 10. Only numeric entries are accepted. The formatting for this box is defined in the Phone Number Mask box on the System Setting Maintenance page. The default is the vendor contact’s fax number.

Options

Select the Contact check box if the contact entered is a contact at the vendor (e.g., support, administrative, etc.).
Select the Remittance check box if payments to this vendor are made through this contact’s address. If the Use P.O. Address as Remittance Address check box on the Accounts Payable tab in Company FM Settings is selected with this Remittance check box, it gives users the option to choose which vendor remittance address to use on the invoice, which is helpful for vendors with multiple remittance addresses.
Select the Purchasing check box if purchase orders can be mailed to this address.
Select the Primary 1099 check box if the contact information on this page is the primary 1099 contact and address information for the vendor. Only one contact per vendor can have this check box selected.
More:
This check box gives you the ability to select a specific contact as the primary 1099 contact. This contact determines which address defaults as the one that prints on the 1099 form and transmittal file.
When selected, this new check box designates the Contact Information that will be used as the primary 1099 name and address for the vendor in 1099 processing. It will be the name and address that prints on the 1099 form and the transmittal file. Exception: If the 1099 Vendor Name field is populated on the Miscellaneous page, the system will use the information in this field to populate the name on the 1099, instead of the name on the Primary 1099 Contact.
If this check box is not selected, then the system will use the vendor name on the General page as the 1099 name (unless the 1099 Vendor Name is populated) and the address associated with the primary contact as the 1099 address.

Select the Additional 1099 check box if additional 1099 tax forms should be mailed to the address displayed. When this check box is selected, the name and address indicated displays on the Contact Information tab when you view existing 1099 Data for the vendor.
Select the ACH Payment check box if electronic payments are made to the vendor to the specified bank and account.
Select the Fax P.O. check box if purchase orders can be faxed to the vendor using the specified fax number. If this check box is selected, a fax number is required in the Fax box.
Select the Email P.O. check box if purchase orders can be emailed to the vendor using the specified email address. If this check box is selected, information is required in the Email Address box.

Contacts - Vendor Service

See Also