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  • Product: Accounting CS

Set up vendors

You can use the
Vendors
 screen to set up basic identification and address information, liability information, and electronic payment information for vendors. By default, the application automatically lists tax agents for federal and state liabilities and local tax liabilities.
To add vendors or agents that you're recording payments for services rendered or for whom you're deducting fund from an employee, follow these steps.
  1. Select
    Setup
    ,
    Vendors
    , then
    Add
    .
  2. On the
    Main
     tab, enter basic identification information for the vendor.
  3. In the
    Vendor type
     field, select the vendor type.
  4. In the
    Payment Preferences
     section, indicate how payments will be made for this vendor.
    note
    The payment method you select determines whether a check or direct deposit payment is created when you enter a transaction for this vendor. To create a direct deposit payment, you'll need to select
    Direct Deposit
     and also enter bank account information on the
    Direct Deposit
     tab with an
    Approved
     status.
    When Payment is selected as the payment method, you can mark the
    Include payment worksheet
     checkbox to create a payment worksheet when payroll liabilities are processed for this vendor.
  5. If you selected
    Agent
     as the vendor type, go to the
    Agent
     tab and enter the necessary information. The
    Agent
     tab is available only for vendors that are payroll or tax agents. Here you can specify the payment schedule for the amounts to be paid to this vendor.
    • Liability Tracking
      : Select the ellipsis to open the
      Liabilities
       screen, where you can view the liabilities for this agent. Mark the
      Do not create zero liabilities
       checkbox for the vendor so no zero amount liability will be generated in the
      Payroll Liabilities
       tab of the
      Print Checks
       screen even when it would be required by the agent.
    • Payment Address
      :
      • Federal tax agents only: Select the bank mailing name for this tax agent or select the vendor name or DBA name. If you choose
        Bank
        , the application uses the bank name and address that's specified in the
        Main
         tab of the
        Tax Agents
         screen. If you choose
        Mailing - DBA name
         or
        Mailing - Vendor name
        , it will use the DBA or Vendor name and mailing address on the
        Main
         tab of the
        Vendors
         screen.
        note
        Businesses must use the EFTPS system or have a third-party processing provider file electronically for the IRS.
      • State or local tax agents only: The payment address selection determines what address appears on checks that are printed for this agent. The selection defaults to the selection made for this tax agent in the
        Main
         tab of the
        Tax Agents
         screen.
    • Liability Due Date
      : Select the deposit or payment schedule from the dropdown to provide a due date for the created liability. For state withholding agents, select the ellipsis to open the
      Deposit Schedule
       screen, where you can schedule the effective date on which to begin using a deposit schedule.
      • Adjust due date for non-banking days.
         (Available for payroll agent type vendors only). If the due date happens to fall on a non-banking day such as a holiday or weekend, you can designate how to adjust the due date to reflect a true banking day. You can choose either to use the next banking day, use the previous banking day, or use the closest banking day.
      • Deposits due within - Three banking days / Five banking days.
         (Available for NYS Income Tax agent only). The New York income tax due date for liabilities is updated automatically when open liabilities reach the $700.00 threshold amount. Specify that the due date be set for 3 banking days or 5 banking days after the entry date of the payroll that brought the liabilities to the $700.00 threshold amount.
      • PromptTax participant.
         (Available for NYS Income Tax agent only). Employers participating in the PrompTax program are required to make deposits within 3 banking days of the payroll date. Mark this checkbox to have the application ignore the $700.00 deposit threshold and to set the due dates for 3 days after the check date.
  6. Go to the
    Accounts Payable
     tab to specify accounts payable settings for the selected vendor. When you create an AP transaction for the vendor, the application automatically enters the data from this tabbed page into the AP transaction record, but you can override that information if necessary. Enter the
    Beginning Balance
    ,
    General Ledger Amount
    , and
    Payable Information
    .
    note
    The application doesn’t post historical (beginning balance) items to the general ledger. However, these items are available for AP reports.
  7. If you'll be preparing a 1099 for this vendor, go to the
    1099 Properties
     tab and enter default transaction template information. The form/box number combinations you set up here will then be made available for selection in the Distributions tabs of the Vendors screen and the Enter Transactions screen and in all transaction entry screens.
  8. Go to the
    Distributions
     tab to set up a template for use in data entry. Enter GL accounts and descriptions that will be commonly used for this vendor and, for 1099 recipient vendors, specify the 1099 form/box numbers amounts for those accounts should be reported to. The selections available in the 1099 column dropdowns are those entered in the
    1099 Properties
     tab. Enter the
    Transaction Distributions
    ,
    Transaction memo
    , and
    Amortization schedule
    .
  9. Go to the
    Direct Deposit
     tab to specify the tax period frequency for tax agent vendors, to specify direct deposit allocation for vendors, to enter direct deposit tax payment additional information, and to enter a client's taxpayer ID for EFTPS payments.
    note
    • For vendors that are tax agents, direct deposit information can't be modified from this screen. The Direct Deposit Allocation section reflects information entered at
      Setup
      Firm Information
      Tax Agents
      Direct Deposit tab
      .
    • For vendors, net pay is either printed as a check or direct deposited. Partial direct deposit isn't supported for vendors.
    • Select the ellipsis next to
      State/local amount type code 1,2,3
       if you need a selection other than the default code,
      T
      .
  10. You can use the
    Register
     tab for a transaction history for the vendor. You can sort the transactions by date, item/reference, or due date by selecting the heading at the top of the Register grid.
  11. You can use the
    Custom Fields
     tab to setup custom fields to track information that's not tracked in the application's default configuration. You can select from the following field types:
    • Checkboxes
    • Date fields
    • Lists
    • Number fields
    • Text fields
    • Staff lists
    note
    For each custom field that you set up, the application creates a corresponding variable for use in the Report Designer.

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