Senior Living Communities

Creating New Vendors

You can add vendors to track and manage transactions and accounts associated with Accounts Payable. You can also import the existing vendors into the system to become a part of the list.

  2. Click Vendors and the Setup ­ Vendors page appears.

  3. Click New at the top of the page and the New Vendor window appears.

  4. Enter an appropriate vendor code in the Vendor Code field. Select autonumber to assign a system generated code to the vendor.

  5. Enter the name of the vendor in the Vendor Name field.

  6. Enter the credit limit of the vendor, if applicable, in the Credit Limit field.

  7. Enter an appropriate customer code, if applicable, in the Customer Code field. The customer code is usually the account number assigned by the vendor for your company.

  8. The Tax number field is available to record important vendor information. 

  9. Select the applicable vendor group from the Vendor Group list.

  10. If applicable, select the payment term to apply to the vendor from the Payment Terms list.

  11. Select the bank code from the Bank Code list.

  12. Select the payment type from the Payment Type list.

  13. Enter the payable control account in the Payable's Control field, or use the magnifying glass icon lookup.gif to search for the payable control account.

  14. Enter the purchase discount account in the Purchases Discount field, or use the magnifying glass icon to search for the purchase discount account.

  15. In the Contact Details section, enter all the known details of the vendor including the contact name, contact addresses, and contact numbers in the corresponding fields.

  16. If the vendor invoicing will be done using the default GL account, click New at the bottom of the screen, and select the GL account using the lookup.gif. The GL Account Description field is automatically populated after you select the GL account. Enter the distribution percentage for that G/L account in the Distribution Percentage field. Leave the field blank if all the amount will be coded to the default GL account or if the percentage is unknown. This allows you to enter the dollar amount applicable to the default GL account number when entering the invoice. Click Save to create the default GL account.

  • If you are a multi-community organization, you must go to EMC > Standards > Vendors (under GL/AP Setup) to add a vendor and ensure that the vendor is scoped corporately. To activate the vendor, select the appropriate facilities link that appears to the left of a vendor, and then select the facility or facilities that you want to activate the vendor in. You can also add several vendors and activate all the vendors by going to the facility level-GL/AP > Setup > Vendors. You select the Activate option at the top of the Setup - Vendor page, and then select the vendors that need to be activated in that facility. You can repeat this process for each facility you want to see the vendors activated in.

  • Select the Remit to Different Address check box to send the payment elsewhere other than the contact address. Select the On Hold check box to prevent any further payment processing. This allows you to enter invoices but payments will be suspended with this vendor until you clear this check box.

  • To change a vendors Payment Terms after it is created at the Management Console (EMC), edit the vendor at the facility/community level to update the vendor payment and it needs to done for each facility/community. The system allows for vendor terms to be unique for each facility/community.

  • To include inactive vendors when printing a list of vendors, select Include Inactive Vendors.