General - Vendor Service

Note: The General page on the Vendor Service screen displays basic information about a vendor.

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

  1. 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 General Vendor Service tab. By default, the window opens on the General page.
    • If you are creating a new vendor, click New. By default, the window opens on the General page.
  2. To open the page if needed, click the gray General icon at the top of the Vendor page. When the page is open, the General icon is in color .
  3. The Active check box is selected by default and indicates that the vendor should be active and available to users in the system. Clear the check box if the vendor should not be available.
  4. The Secured check box is cleared by default. Select the check box if this vendor should be a secured vendor, meaning that some of their contact information should not be available to all users. SeeVendor Secured Fieldsfor more information.
  5. Select the Category to assign to the vendor. The default is the Validation Set value assigned in the Vendor Category via Company Suite Settings. For more information, see Add a New Vendor Type or Category.
  6. Select the Type to assign to the vendor. The default is the Validation Set value assigned in the Vendor Type via Company Suite Settings. For more information, see Add a New Vendor Type or Category.
  7. In Last Name/Business, type the first few letters of the vendor's last name or business name and press Tab. If the vendor already exists, the system populates the list on the right side of the page with all vendor names that match the letters entered. Scroll through the list and click the Name hyperlink. The maximum character length is 50. Information defaults into the First Name, Middle Name, and Suffix fields when a name is selected.
  8. In First Name, type the first name of the vendor. The maximum character length is 20.
  9. In Middle Name, type the middle name of the vendor, if applicable. The maximum character length is 20.
  10. In Suffix, type the suffix of the vendor (e.g., Jr., Sr., III, etc.), if applicable.
  11. 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.
  1. In Contact Name, type the full name of the contact. The maximum character length is 64; the minimum is 1. There are no character restrictions. This is a required field. This name defaults as the Recipient Name on the 1099 Form if the Primary 1099 check box on the Contacts page is not selected and if no value is entered in the 1099 Vendor Name field on the Miscellaneous page.
  2. In Address, type the address at which the contact is located. The first line of the address is required. The second and third address lines are optional. The maximum character length is 40; the minimum is 1 (each line). There are no character restrictions.
  3. In Zip Code, type the postal zip code of the city or town in which the contact is located. This is a required field. Based on the Zip Code selected, the City and State fields are automatically populated.
  4. The City field is automatically populated when a value is selected in Zip Code, but you can also edit the text in this box if needed. It 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 is a required field.
  5. The State field is automatically populated when a value is selected in Zip Code, but you can also edit the text in this box if needed. It displays the state in which the contact is located. This is a required field.
  6. In Web Site Address, type the vendor’s web site URL. The maximum character length is 128. There are no character restrictions.
  1. The Federal Tax ID field is visible or enabled based on field-level security, if implemented. If you have Change rights, type the vendor’s federal tax identification number. The federal tax identification number must be unique. The maximum numeric length is 9.
  2. The State Tax ID field is visible or enabled based on field-level security, if implemented. If you have Change rights, type the vendor’s state tax identification number. The state tax identification number must be unique. The maximum numeric length is 15.
  3. The Social Security Number field is visible or enabled based on field-level security, if implemented. If you have Change rights, type the vendor’s social security number. The social security number must be unique. The maximum numeric length is 9.

    Note: Note:
    If the Vendor Social Security Number, Federal Tax ID, or State Tax ID fields are marked as Secured and the user does not have View or Change rights, the Locked icon displays in the field. If the user has been given View rights the fields are visible, but disabled. If the user has Change rights, the fields are visible and enabled.

  4. 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.
See Also

Print Vendor Information

Delete a Vendor

Vendor Search

Vendors Results

Miscellaneous

1099 Vendor Information