Vendor/Items Tab

The General section displays the general vendor information.

1. Vendor Type displays the type of vendor that automatically defaults when adding new vendors to the system.
2. Vendor Category displays the category that automatically defaults when adding new vendors to the system.
   

See Adding a New Vendor Type or Category for more information.

This setting enables your organization to track changes to vendor data.

1. If you want to retain a history of vendor changes in the system, select the Track Vendor Changes check box.
2. Select a Reason Code Requirement. When a change is made to the vendor data, you can choose how to prompt the user with one of the following options:
   • Require—An error message alerts the user that a reason code must be supplied in order to save the update.
   • Suggest—A warning message suggests that the user provide a reason for the change. The user can choose not to provide a reason, click Accept, and continue with the update.
   • Not Required—When a change is made, no message appears and the user can make changes.

This section displays the W-9 processing information.

1. The W-9 Letter Prompt indicates whether a W-9 letter is required during vendor entry if the vendor has not already submitted their W-9 form. By default, this check box is not selected. If this check box is selected, the W-9 Form box is required.
2. The W-9 Form displays the form to use when generating a W-9 form letter. Data in this box is required if the W-9 Letter Prompt check box is selected. The default is <blank>.

The Update Default Unit of Measure option allows your organization to assign a new Default Unit of Measure to an item via Purchase Order or Accounts Payable entry. Previously, it could only be done while creating or updating an item in Maintenance. This enhancement to the default unit of measure affects the unit of measure on the Requisition, Purchase Order, Change Purchase Order, and Accounts Payable Invoice Entry screens.

Select one of the following options to determine how changes to the default unit of measure defined in Procurement is handled in the system when updated in Purchase Order or Accounts Payable entry:

• No—This does not allow the user to change the default unit of measure defined in Procurement.
• Yes—This allows the user to change the default unit of measure defined in Procurement.
• Require Confirmation—This allows the user to change the default unit of measure defined in Procurement with notification that the change will occur if the user chooses to proceed.

The Item Prompt section displays the Item Prompt mode information.

Select Add New Mode to determine whether items are automatically added when entering a new item. The default is Never. The available options are as listed below:

• Never–Users may only select items that already exist when a purchase order or invoice is added. If a new item needs to added, a user with the appropriate authority must got to the Item List to add it.
• Manual–Users can enter new items from the purchase order or invoice, but must click Add New before clicking Save.
• Always–Users can continue adding new items unrestricted.

The Item Prompt Defaults section displays the Item Prompt default information.

1. Maximum Rows in List displays the maximum number of rows to return when searching for an item using the “Item Prompt” page. The default is 50. The valid values are 0 through 99.
2. The Default Search Type is used to select the default type by which to search for items on the “Item Prompt” page. The default is Description. The available options are Description, Quick Code, and Item Number.
3. The Description displays the sequence in which the description should display on the “Item Prompt” page. The default is 1. The available options are Do Not Display, 1, 2, and 3.
4. The Quick Code displays the sequence in which the quick code should display on the “Item Prompt” page. The default is 2. The available options are Do Not Display, 1, 2, and 3.
5. The Item Number displays the sequence in which the item number should display on the “Item Prompt” page. The default is 3. The available options are Do Not Display, 1, 2, and 3.
6. Select a Delimiter symbol to use when separating the item levels.
7. Preview provides a preview of how the item will display, based on the levels defined and the delimiter selected.

The Vendor Change Request section displays fields that you can determine whether users are allowed to request be changed on a vendor record.

1. Select either the Display Commodity or Display Catalog check box to add the corresponding workflow page to the Vendor Change Request Entry process. Users can then update information on the Commodity and/or Catalog page as needed.

2. When you select any of the check boxes listed, users are able to view and request updates to these fields on the Vendor Change Request Entry pages. Otherwise, the Tax IDs, 1099 and Bank information do not display on the pages and cannot be updated.

   Note: Display 1099 Type and Display 1099 Box both should be marked or cleared. Modifying one automatically modifies the other.

3. The Vendor Change Request Notifications section identifies the type of notification that is sent to requesters, which appears in a requester’s myNotifications list after submitting the request for approval. By default, the following check boxes are selected:

• Approve–The requester receives a notification that the request was approved.
• Deny–The requester receives a notification that the request was denied.
• Return–The requester receives a notification that the request was returned and additional information may be required.

The Vendor 1099 Processing section gives you the option to define a default 1099 year, company federal tax ID, and 1099 type form to display on all 1099 processing pages in New World ERP where applicable.

The default values that are available for you to select depend on the company information data entered on the 1099 Company List page for the corresponding year.

The default calendar year date range displays as the first and last date of the year for the default tax year you select (e.g., 2009 = 01/01/2009 – 12/31/2009).