SetID

Displays the setID that you selected for a vendor.

Vendor

Displays the vendor ID for a vendor.

Location

Displays the location for a vendor.

A vendor location is not a physical address. It is a default set of rules, or attributes, that define how you conduct business with a particular vendor.

Identifying Information

VNDR_ID1

Vendors, Vendor Information, Add/Update, Vendor, Identifying Information

Enter identifying information for a vendor, including the vendor name and short name, classification, status, persistence, withholding and VAT eligibility, relationships with other vendors, duplicate invoice checking settings, and additional identifying elements required for reporting to government agencies.

VAT Registration Details (value-added tax registration details)

VNDR_VAT_RGSTRN

Click the Registration link on the Identifying Information page.

Specify VAT registration information for all the countries with which the vendor is registered to do business.

VAT Defaults Setup (value-added tax defaults setup)

VAT_DEFAULTS_DTL

Click the VAT Default link on the Identifying Information page.

Specify and review VAT default settings at the vendor level.

Service VAT Treatment Default Setup (service value-added tax treatment drivers setup)

VAT_DEFAULTS_DTL

Click the VAT Service Treatment Setup link on the Identifying Information page.

Specify and review VAT default settings for VAT on services at the vendor level.

General Information - General Info

CUST_GENERAL1

Click the Bill To Customer Details link on the Identifying Information page.

Define bill to customer information.

Note. The Bill to Customer Details link is only available if you have the option to automatically create bill to customers from the Vendor component.

Vendor User

VENDOR_USER

Vendors, Vendor Information, Add/Update, Vendor User

Identify users who are authorized to access vendor information.

SetID

Select a setID, or click the drill-down button to look up a setID.

Vendor ID

If you have elected to have the system assign vendor IDs, Next appears by default in this field; otherwise, enter a vendor ID in this field.

Persistence

Select a persistence level for this vendor. Values are: One Time, Permanent, Regular, and Single Payment Vendor.

Note. If you specify a persistence level of Single Payment Vendor when you add a new vendor, the first page in the Vendor Information component that you enter is the Single Payment Vendor page.

If you are creating a one-time, permanent, or regular vendor, you first access the Identifying Information page.

See Entering Single Payment Vendors.

Check for Duplicate

When adding a vendor, click to check for duplicate vendors.

Note. You must enter duplicate vendor checking options on the Vendor Set Control page to enable duplicate vendor checking. If you also select the Check for duplicates at save option on the Vendor Set Control page, then the system automatically checks for duplicates when you save the vendor. Use the Check for Duplicates button when you want to check for duplicates before you save the vendor.

Corporate Vendor and Corporate Vendor ID

Select to associate the vendor that you are creating with a corporate vendor. Select a corporate vendor ID.

InterUnit Vendor and InterUnit Vendor ID

Select to identify this vendor as an interunit vendor. Specify the business unit that represents this vendor and select an interunit vendor ID.

See Using Interunit and Intraunit Accounting and ChartField Inheritance.

Create Bill To Customer

Select this check box if you want the system to automatically create a bill to customer upon saving the vendor. The bill to customer is created with default information.

To view the bill to customer that was created use the Additional ID Numbers section of this page.

The default value is defined on the Installation Options - Purchasing page.

See Defining Purchasing Installation Options.

Support Team Code

Select a support team for this bill to customer.

Collector

Select a collector for this bill to customer.

Credit Analyst

Select a credit analyst for this bill to customer.

EEO Certification Date (equal employment opportunity certification date)

Enter the vendor's EEO certification date.

HUB Zone (historically underutilized business zone)

Select if the vendor qualifies for this classification.

The HUBzone Empowerment Contracting program provides federal contracting opportunities for qualified small businesses located in distressed areas. Fostering the growth of these federal contractors as viable businesses, for the long term, helps to empower communities, create jobs, and attract private investment.

HUB Zone qualifications can give vendors preferential treatment when procurement contracts are awarded. Governmental agencies have a goal of awarding contracts to HUB-Zone-qualified vendors based on certain percentages. Customers might use this field for reporting compliance in awarding business to HUB Zone businesses.

Source

Enter the vendor's certification source.

Each vendor can have multiple sources, and each source can have more than one effective-dated record that captures the certification number, begin date, expiration date, and government classification of the vendor's government certifications.

Cert Nbr (certificate number)

Enter the number of the certificate that your vendor received from this source, verifying that the vendor is qualified for this government classification.

Begin Dt (begin date) and Expire Dt (expiration date)

Enter the start date and expiration date for the certificate.

Gov Class (government classification)

Enter the type of government classification for which your vendor qualifies.

SIC Type (standard industrial classification type)

Select the appropriate type for the vendor. PeopleSoft provides you with the standard hierarchy of these codes from Australia, Canada, Germany, France, the U.K., and the U.S., and you can also add your own. Examples of SIC types that you might select include:

AUS: Australia - New Zealand SIC code.

CAN: Canadian NAICS codes.

GER: German SIC codes.

NAF: French SIC codes.

SIC: U.S. SIC codes.

UK: U.K. 92 SIC codes.

USA: U.S. - NAICS codes.

SIC Code

In accordance with the SIC type that you select, the system provides an appropriate list of SIC codes. Select a code for the vendor.

Based on the SIC information that you select, the system populates the Parent SIC Code field and the Description field.

Country

Select the country, or countries, with which this vendor is registered to do business. The country or countries must be defined on the VAT Country Definition page as part of VAT setup before you can select them on the VAT Registration Details page.

VAT Registration ID

Enter the vendor's VAT registration ID for the country. It is not necessary to enter a VAT registration ID, but if you do, the system validates it against the algorithm for the country and issues a warning message if the number that you enter is not in the valid format for this country.

Note. To ensure that no duplicate VAT registration IDs are entered into the system, the system checks for duplicate VAT registration IDs. An invalid VAT registration ID warning message appears if you enter a duplicate ID for the same country.

Home

Select to designate a country as the home country. This field is for your information only. Vendors may also be registered to collect VAT in countries other than their home country. If this is the case, you must insert a row and enter the country code for each of these countries.

Vendor Information - Address

VNDR_ADDRESS

Vendors, Vendor Information, Add/Update, Vendor, Address

Specify one or more addresses for the vendor. You can enter multiple addresses for the different sites that a vendor might have.

Vendor Address Search

VNDR_ADDRSRCH_SBP

Click the Vendor Address Search link on the Vendor Information - Address page.

Search for a specific vendor address to update.

Address ID

Displays the system identifier for this address.

Country

Select the vendor's country. Once you select a country, the appropriate address form appears. Depending on the country that you select, the form of the address field varies. Enter all fields that are necessary for the country that you select.

Email ID

Enter the vendor's email address. This is the address that the Email application engine process (PO_PO_EMAIL) uses when you select the dispatch method of email in PeopleSoft Purchasing.

Multiple email addresses can be entered in the Email ID field, but they must be separated by semicolons.

GeoCode

Select a geocode. This value is used by third-party tax applications to link a vendor address to tax calculation algorithms. If no geocode has been selected, this field displays a lookup link. Click the geocode value or lookup link to access the Tax GeoCode Selection page, where you select a geocode value for the vendor address.

This field appears only if you have installed and enabled a third-party tax application for use with the PeopleSoft procurement applications.

You must select a geocode for each vendor address, to integrate properly with your third-party tax application.

If you select the wrong geocode for the vendor address, an error message is issued by the third-party application. Troubleshoot the error using the documentation provided by the third-party tax application provider.

See Integrating with Sales and Use Tax Applications.

Payment Alternate name

Enter any alternate names for the vendor to be used on payment forms.

Withholding Alternate name

Enter any alternate names for the vendor to be used on withholding reports.

Type

Select the type of phone number that you are adding (cellular, business, fax, home, pager, and so on).

Prefix, Telephone, and Extension

Enter the prefix, number, and any extension for the phone number that you are adding.

Note. You must enter a phone number in the following format: nnn/nnn-nnnn.

For example, your phone number might look like this: 222/563- 8475.

If you fail to enter a phone number in the correct format, you may experience difficulties dispatching POs by fax.

Vendor Information - Contacts

Vendor Contact

VNDR_CNTCT

• Vendors, Vendor Information, Add/Update, Vendor, Contacts

• Accounts Payable, Review Accounts Payables Info, Vendor, Contact, Vendor Contact

Enter information about the people whom you contact on a regular basis, so that you can easily determine whom to contact if you have questions and can discern why a contact might want to talk to you, before you return the contact's call.

Contact ID

Displays the contact ID number. When you add a new vendor contact, the system automatically increments the vendor contact's number in this field.

Type

Select a type (such as Management or Sales) to define the contact's role.

Address

Select an address for the contact from one of the addresses that you entered on the Vendor Information - Address page. This enables you to associate different addresses with each contact.

After you select an address for the contact, the system displays the associated phone numbers for that address in the Phone Information group box. The system will copy over all of the address phone numbers when there is no existing phone number defined for the contact. If there are existing phone numbers for the contact, the system will prompt you to confirm if you want to override the existing entries and copy the new address phone numbers into this contact phone list.

Internet

Enter a URL for the contact's website. Click the View Internet Address link to open a new browser window showing the website.

Email ID

Enter the contact's email address. Multiple email addresses can be entered in this field, but they must be separated by semicolons.

Vendor Information - Location

VNDR_LOC

Vendors, Vendor Information, Add/Update, Vendor, Location

Enter one or more locations for the vendor. Each vendor must have one default location, but can also have multiple locations, including an invoicing from, remit to, and return to location. Enter identifying information and VAT information for each vendor location. Link to the other pages in this table.

Vendor's RTV Fees

VNDR_RTV_FEE

Click the RTV Fees link on the Vendor Information - Location page.

Enter RTV fee options for the vendor location.

Vendor Information - Payables Options

VNDR_PAY_OPT_SEC

Click the Payables link on the Vendor Information - Location page.

Define payables options for the vendor location, including bank accounts, EFT options, SBI options, matching and approval options, vendor types, HIPAA information, and debit memo options.

Vendor Address Search

VNDR_ADDRSRCH_SBP

• Click the Search link on the Vendor Information - Payables Options and Vendor Information - Procurement Options pages.

• Click the Search button on the Vendor Information - Withholding Vendor Information (global) and Vendor Information - Withholding Vendor Information (1099) pages.

Search for a vendor address to associate to the location.

Bank Address

BANK_ACCT_ADDR_SEC

Click the Go to Address button in the Vendor Bank Account Options region on the Vendor Information - Payables Options page.

Record the bank's address information.

Phone Information

BANK_ACCT_PHON_SEC

Click the Phone button in the Vendor Bank Account Options region on the Vendor Information - Payables Options page.

Record phone information for the bank.

Intermediary Bank Routings

VNDR_BANK_I_ACCT

Click the Routings button in the Vendor Bank Account Options region on the Vendor Information - Payables Options page.

Define intermediary bank routings, or complex routings, for electronic payments if you're defining an EFT or Automated Clearing House (ACH) payment that must pass through one or many banks before reaching the final bank.

Vendor Information - Procurement Options

VNDR_PROC_OPT_SEC

Click the Procurement link on the Vendor Information - Location page.

Specify options for how a particular vendor location processes invoices and purchase orders.

Vendor Information - Tax Options

VNDR_TAX_OPT_SEC

Click the Sales/Use Tax link on the Vendor Information - Location page.

Define sales and use tax information for the vendor location.

Vendor Information - Withholding Vendor Information (global)

VNDR_GBL_OPT_SEC

Click the Global/1099 Withholding link or the Global Withholding link on the Vendor Information - Location page.

The link label—and the version of the page that opens—depends on your selection in the Display Withholding Option field on the Vendor Set Control page.

Define withholding information and record withholding reporting information for the vendor location.

Vendor Information - Withholding Vendor Information (1099)

VNDR_1099_OPT_SEC

Click the 1099 link on the Vendor Information - Location page.

The link label—and the version of the page that opens—depends on your selection in the Display Withholding Option field on the Vendor Set Control page.

(USA) Define 1099 information and record 1099 reporting information for the vendor location.

Location

Enter an identifier for this location. This field enables you to differentiate vendor locations, if you have more than one.

Default

Select this check box for the default location. Only one location can be the default location. Information for the default location appears by default on all the vouchers for the vendor, but you can change the location on the voucher when necessary.

RTV Fees

Click to access the Vendor's RTV Fees page, where you can enter RTV fee information for this vendor.

See Establishing Return to Vendor Options.

Payables

Click to access the Payables Options page, where you can define invoicing and remitting addresses, payment options, matching and approval options, EFT options, self-billed invoice options, vendor bank account information, vendor type options, and (USA only) HIPAA information.

Procurement

Click to access the Procurement Options page, where you can define purchasing process information and return to vendor options.

Sales/Use Tax

Click to access the Tax Options page, where you can define SUT options for the vendor location.

Global/1099 Withholding, 1099, or Global Withholding

Click to access the Withholding Vendor Information page, where you can specify withholding options for the vendor location.

Note. The label on this link depends on your selection in the Display Withholding Option field on the Vendor Set Control page.

VAT Default

Click to open the VAT Defaults Setup page, to review and, as applicable, enter VAT settings for the vendor location.

VAT Service Treatment Setup

If you are using services VAT treatment, click to open the Services VAT Treatment Defaults Setup page, to review and, as applicable, enter services VAT treatment settings for the vendor location.

Physical Nature

If applicable, you can select the default physical nature for VAT transactions with this vendor location. Options are: Intangible/Services or Physical Goods.

Where Service Performed

For services, you can specify for this vendor location the default location for where a service is most often performed—that is, the place at which the VAT liability is incurred. Options are: Buyer's Location, Ship From Location, Ship To Location, or Supplier's Location.

Use VAT Suspension

Select to indicate whether the vendor has been selected as a vendor who suspends VAT on the purchase. You establish VAT suspension on the VAT Country page, but you can override the default value here at the vendor location level.

VAT suspension is a limited form of VAT exemption that is applicable in only a few countries, such as France and Italy.

The VAT Suspension check box may be selected regardless of whether the country associated with the vendor location is a VAT country, or whether that country is flagged as using VAT suspension.

Address

Designate the address from which the vendor location sends invoices.

Search

Click this link to access the Vendor Address Search page. Using this page you can search for available vendor invoice addresses.

Vendor

Select the vendor to whom you remit payment.

You may select the original vendor, but this field gives you the flexibility to remit the payment to another vendor when necessary.

Address and Location

Select a location and address for remitting payments.

Search

Click this link to access the Vendor Address Search page. Using this page you can search for available remit to vendor addresses.

Pay Group

Specify a pay group for the vendor location. This enables you to assign vendors to a group and pay them all at once. You can set up different pay cycles for different groups of vendors.

See Defining Vendor Pay Group Codes.

Delay Days

To define delay days at the vendor location level, select Specify and then enter the number of delay days in the Discount or Net fields.

If you enter delay days in the Discount field, the system adds delay days to the discount due date for the scheduled payment during pay cycle processing and uses the resulting date to evaluate whether or not to take the discount.

If you enter delay days in the Net field, the system adds those days to the scheduled payment day.

If you select Default, the delay days on the voucher will default from the Payables control hierarchy instead of the vendor location.

Select Do Not Use to indicate that no delay days should apply to payments made to this vendor location.

Hold Payment

Select to have the system automatically place payments on hold. The system does not process the payments until they are taken off hold.

Clear the check box to remove a hold on a vendor's payment.

Complex Routing

This option is for EFT payments only. Select the check box to tell the system to use the complex routing that you already set up on the Intermediary Bank Routings page. Clear the check box to tell the system not to use the complex routing, but the complex routing information that you specified (if any) is not affected by the selection that you make here.

See Defining Intermediary Bank Routings.

Always take discount

Select to have the system take discounts even if the voucher is paid after the discount due date.

See Handling Pay Cycle Exceptions and Alerts.

Separate Payment

Select to create separate payments for each of the vouchers for the vendor, even if the system processes the payments in the same pay cycle.

Factoring

Select to make the Remit To field in the Voucher component (VCHR_EXPRESS) not available for entry. The Remit To field in the Voucher component contains the remitting vendor defined previously on the Vendor Information - Location page, and you will not be able to change it if you select this option. For example, you might use this option if payments are to be routed automatically to a bank to which the vendor owes money.

See Scheduling and Creating Voucher Payments.

Apply Netting

Select to utilize the PeopleSoft netting capabilities.

When this check box is selected, scheduled payments have a Hold status, and the payments are available for the Netting Selection process that is run from PeopleSoft Treasury.

See Managing Bilateral Netting.

Bank

Select the code for the bank from which you want to make payments for this vendor location.

Account

Select the account from which you want to make payments for this vendor location.

Currency

Select the code for the currency in which you want to pay the vendor when this location is used.

You can specify more than one currency for each bank account. There is one primary currency, but you can select which one you want to use on the payment.

Rate Type

Displays the default exchange rate type for the currency that you selected.

Draft Sight

To define a draft sight code for the draft at the vendor location level, select Specify, and then populate the draft sight code field.

Draft Rounding

Select from these options:

Use Pay Cycle Default: Draft rounding options for a draft are populated from the pay cycle selection criteria.

Do Not Use: Indicates that rounding should not be used for this vendor location.

Specify: Select values for the vendor location for the fields in this group box.

Rounding Position

Indicate the position at which you want to round the draft amount down. For example, if you only want to create drafts that are even thousand dollar amounts, enter 4 to round at the fourth position (2, 000).

Remaining Amount Action

Specify how you want to handle the remaining amount (that is, the amount that is not paid on the draft when you use rounding). Options are:

Do Not Issue Draft: The draft is issued, but the remainder is not paid.

Alternate Pay Mthd (alternate pay method): Activates the Payment Method field, where you can indicate the format that you want to use to pay the remainder.

Payment Method

The system issues the remaining amount on the voucher by using the method that you enter here. Options are:

• Automatic Clearing House.

• Draft - Customer EFT (draft - customer electronic funds transfer).

• Draft - Customer Initiated.

• System Check.

• Direct Debit.

• Draft - Vendor Initiated.

• Electronic Funds Transfer (EFT).

• Giro - EFT (giro - electronic funds transfer).

• Giro - Manual.

• Wire Report.

Draft Optimize

This field is used for Japanese stamp tax.

Select from these options:

Use Pay Cycle Default: Draft optimization options for a draft are populated from the pay cycle section criteria.

Do Not Use: Indicates that draft optimization should not be used for this vendor location.

Specify: Select values for the vendor location for the fields in this group box.

Max Number of Drafts (maximum number of drafts)

Indicates the maximum number of drafts that you allow the pay cycle to process.

Note. In Japan, you can split the payment into several different drafts to save taxes.

Payment Method

To define payment methods at the vendor location level, select Specify, and then select a payment method.

The system formats the payment output according to the method that you select.

PeopleSoft delivers some payment methods with the system, but you can also add your own. Some delivered methods are:

• Automatic Clearing House.

• Direct Debit.

• Draft - Customer EFT.

• Draft - Customer Initiated.

• Draft - Vendor Initiated.

• Electronic Funds Transfer (EFT).

• Giro - EFT.

• Giro - Manual.

• Letter of Credit.

• Manual Check.

• System Check.

• Treasury Wire Flat File.

• Wire Transfer.

See Setting Up Payment Formats and Payment Forms.

Layout Option

Options include:

• Select Specifyto specify a layout code when using payment method of Automatic Clearing House,Draft - Customer EFT,Electronic Funds Transfer (EFT), Giro - EFT,or Wire Transfer.

• Select Use Bank Account Default to use the default layout defined at the bank account level.

Layout

Select an applicable layout code. Layout codes indicate whether the system settles them through either the Pay Cycle Manager or Financial Gateway functionality. The system displays codes depending on the bank code, bank account, and payment method defined on the Payments page. When you click Save, the system validates layout codes against those defined at the bank account level.

When you select non electronic payment methods (for example, Check), the system disables this field.

Note. For federal payments and single payment vouchers, you must select layouts that the system settles through Pay Cycle Manager. These payments cannot be settled through the Financial Gateway functionality.

Handling Options

To define payment handling at the vendor location level, select Specify, and then populate the handling field.

Select a payment handling code (such as high dollar payment or internal distribution) by selecting from the options that are stored in the Payment Handling Codes table.

You can associate payment handling codes with a sort sequence for check printing.

See Defining Payment Handling Codes.

Reschedule ID

Enter the reschedule ID that you apply to this vendor location. Entering an ID enables the vendor location to be processed by split multiple payment terms, which processes vouchers of only those vendor locations with an ID in this field.

Note. If you select the Withholding option, split multiple payment terms do not process vouchers of the vendor, even if split condition options are enabled.

See Processing Reschedule Payments.

Doc Type (document type)

Select Specify to override the document sequencing options that default through the control hierarchy and select new ones at the vendor location level.

The document type that you select appears by default on any vouchers for this vendor location.

Holiday Processing

To establish holiday processing options at the vendor location level, select Specify, and then populate the fields in this group box.

Holiday Options

In accordance with the arrangements that you have with this vendor location, indicate whether payments made around the time of a holiday are due after or before the holiday, or whether these options are not applicable.

Days

If payment is due either before or after the holiday, indicate the number of days before or after in this field.

Allow due date in next month

If the payment is due after the holiday, select the check box to identify whether it is acceptable to pay in the next month.

If you select Due After Holiday, but you do not allow the due date to be in the next month, the system calculates a due date before the holiday, when necessary—for example, if the original due date is December 31 and you don't want the payment to be made in the next calendar year.

Late Charges

To establish late charges at the vendor location level, select Specify, and then populate the fields in this group box.

Late Charge Option

Select Compute Charges, to have the system calculate late charges, or select Not Applicable.

Late Charge Code

To compute late charges at this level, set the late charge code default on this page.

Approval

Select one of these options:

Default: The system applies the voucher approval rule from the control hierarchy.

Pre-Appr (pre-approved): Vouchers are automatically approved for this vendor as they are entered into the system.

Specify: Activates the Bus Proc (business process) and Rule Set fields so that you can specify voucher approval rules for this vendor location.

Bus Proc (business process) and Rule Set

Specify the business process and the rule set that control the routing of vouchers for approval to roles in your organization.

Matching Option

Select Default to accept the default matching option already established in the control hierarchy, or select Specified to override these options and select new ones at the vendor location level.

Matching

Specify the match control that you want the system to use during the Matching Application Engine process (AP_MATCH). This field is available for entry only if you select Specified in the Matching Option field.

You can override the match control on the purchase order or voucher levels.

Receipt Only Match

Select to enable a receipt to be entered for a vendor without a PO. Receipt-only matching approves vouchers for payment by comparing vouchers to receipts.

This option is available only if you have selected the Matching option.

Match Delay Days

Select Default to accept the default number of match delays days already established in the control hierarchy, or select Specified to override these days and enter new ones at the vendor location level.

Note. Match delay days are only applicable to EDI and XML invoices. The system adds the match delay days to the entry date to determine the match due date. The Matching process selects only the vouchers that are ready to be matched as of that date.

Allow ERS (allow Evaluated Receipt Settlement)

Select to activate ERS for this vendor location. You must select the Matching check box to activate the Allow ERS check box.

Note. ERS is processed through the Voucher Build Application Engine process (AP_VCHRBLD) and Voucher component, not during the Matching process.

ERS Invoice Dt (Evaluated Receipt Settlement invoice date)

Select an option to determines how the invoice date is generated for an ERS voucher. Options include:

Default: This value appears by default from the control hierarchy.

Frt Trms (freight terms): The system uses freight terms entered on a receipt, or those appearing by default from a PO, to determine the ERS invoice date.

Note. If the freight terms on the receipt are FOB ORIGIN, the system uses the ship date as the invoice date. Otherwise the system uses the receipt date.

Rcpt Dt (receipt date): The system uses the receipt date as the ERS invoice date.

ERS Tax Type (Evaluated Receipt Settlement tax type)

Select an option to indicate how tax is calculated for ERS vouchers. Options include:

Default: This value appears by default from the control hierarchy.

No Taxes: No tax is calculated.

Sales Tax: The tax for ERS vouchers is accrued as sales tax.

Use Tax: The tax for ERS vouchers is accrued as use tax.

Value Added Tax: The tax for ERS vouchers is accrued as VAT.

ERS SUT CD (Evaluated Receipt Settlement sales and use tax code)

Select one of these options:

Default: This value appears by default from the control hierarchy.

Specify: Activates the ERS Sales Tax Cd (sales tax code Evaluated Receipt Settlement) field, where you can specify which ERS sales tax code you want to use for this location.

Prenotification Required

Select to send a test transaction to the bank for this vendor. The system includes a prenote for this vendor location in the next pay cycle that includes an EFT payment for this vendor location's default bank account.

With the prenotification option selected, you cannot generate an actual EFT payment for this vendor location until it is marked as Confirmed.

Confirm

Click to manually confirm a vendor location for EFT payment and override any autoconfirmation established in the control hierarchy.

Unconfirm

If you receive a problem report from your bank saying that the prenote failed, click the Unconfirm button, correct the problem, and then generate another prenote.

Payment Format

PeopleSoft delivers some payment formats with the system, but you can also add your own. Examples of payment formats that you might select for vendors are:

• Check Std

• Chk w/rcpt

• Pay_Dep

• Postal Ord

• Wire

See Understanding Payables Payment Formats.

Crossed Check

Select to ensure that the check cannot be endorsed over to another party.

Transaction Handling

Tells the bank what information to include in the EFT file. Select one of these options:

Pay+Advice: Both the actual payment and the advice are transmitted.

Prenote: This is a test run to verify that all EFT information is correct before the system sends out an actual payment and advice.

Pymt Only: Only the payment is sent.

Domestic Costs

Depending on the country in which an EFT takes place, there may be costs involved in carrying out such transactions. Indicate who pays the processing costs of the EFT transfer. Select from these options:

Payee Acct: The vendor's account is assessed for the charges.

Payr/Payee: Costs are shared equally between the payer and the vendor. This selection applies only to domestic costs.

Pyr D Acct: Costs are assessed to the payer's domestic account.

Payr F Acct: Costs are assessed to the payer's foreign account.

Correspondent's Costs

If you are using an intermediary bank for the transfer, indicate who is handling these processing costs. Select from these options:

Payee Acct: The vendor's account is assessed for the charges.

Pyr D Acct: Costs are assessed to the payer's domestic account.

Payr F Acct: Costs are assessed to the payer's foreign account.

Bank Check Drawn On

If it is necessary to generate a check for the EFT transaction, indicate which bank actually writes the check. Select from these options:

Payee Bank: The vendor's bank writes the check.

Payer Bank: Your bank writes the check.

Check Forwarding

If there is a need to forward checks, indicate to whom the check should go. Select from these options:

Payee: The check should go to the vendor.

Payee Bank: The check should go to the vendor's bank.

Payer: The check should go to you.

Pyr Bank: The check should go to your bank.

Payment Instruction

Select standard EFT instructions for the transfer. PeopleSoft delivers these instructions with the system. For example, you can select the PHONEBEN instruction if you want the bank to phone the beneficiary.

Note. PeopleSoft provides standard EFT instructions as translate values. If you need to add instructions, your system administrator needs to add the translate values.

Payment Instruction Ref

Add additional EFT handling instructions for the bank.

Note. Once you have entered the necessary information, you can have the system process a test transaction to ensure that the information is accurate.

Transfer Cost Code

Select from these options:

Payer: The bank transfer charge process is not activated. The bank transfer charge is not considered during payment processing, and no accounting entry for the bank transfer charge is generated.

Payee: Determine whether the bank transfer charges are calculated by using the Classified Charge Amount table, or a user-specified amount by selecting Table or User in the Bank Charge Source field.

Bank Charge source

Select from these options:

Table: The system looks for the amount of charge defined in the table based on the payment condition, and deducts that amount from the payment. The system also creates an accounting entry for this charge at the time of payment posting.

User: The system deducts the amount entered in the Amount field.

Treasury Payment

Select to enable the other fields in the group box.

Enclosure Code

Identifies the enclosure code associated with a voucher payment for ECS check payment file creation.

Ltd Paybility (limited payability)

Displays an agency-defined payment type value for limited payability.

Type Code

Identifies the payment type code (for instance, Domestic or Foreign).

Product Code

Identifies the product code (for instance Foreign Central or Standard Domestic).

ABA Number (American Bankers Association number)

Displays the beneficiary bank's ABA number.

Depositor's A/c

Displays the depositor's account number (when Product Code CTR/ is selected).

RFB Information

Displays additional reference information for a payment deposit.

Beneficiary Bank Remarks

Displays relevant information associated with the beneficiary bank deposits.

TIN Code

Identifies the payment indicator value for the vendor used in 1166 Payment File generation.

Vendor Offset Processing

Select to indicate that the vendor is eligible for Treasury offset processing.

Click the Go To Address button to access the Bank Address page, where you can record and update address information for this vendor's bank.

Click the Phone button to access the Phone Information page, where you can record and update telephone information for this vendor's bank.

Click the Routings button to access the Intermediate Bank Routings page, where you can define a sequence of intermediary bank routings.

See Defining Intermediary Bank Routings.

Default

Select to make a particular account the default bank account for a location. The default bank account is copied to each payment schedule for this vendor.

Bank ID Qualifier

Select a bank ID qualifier.

The bank ID qualifier contains the country-specific numeric value by which the bank or counterparty is identified. This value controls how the bank or counterparty pages edit and display bank information.

Account Type

Select an account type for the bank account.

Examples might include:

• Bus Acct (business account).

• Check Acct (checking account).

• Ret Acct (retirement account).

Bank ID

Enter a bank ID.

Branch ID

If appropriate, enter a branch ID for the bank. This field may not be available, depending on the country that you selected.

Bank Account Number

Enter an account number for the bank.

DFI Qualifier

Enter a DFI qualifier if you are making ACH, wire, or EFT payments to this vendor location.

DFI ID

If you select a DFI qualifier, you must also supply the bank's DFI ID.

IBAN Digit (international bank account number digit)

Displays the IBAN check digit.

View IBAN

The IBAN is one single number identifying every single account in the world. It consists of several PeopleSoft fields concatenated, such as bank code, bank account number, branch, and so on. Click the View IBAN button to start a function that calculates and validates the IBAN check digit entry by using processes and functions that conform to ISO 13616, 3166, and 7064. If the check digit is validated, the system concatenates the IBAN check digit and the existing basic bank account number, to create the IBAN.

transit number

Contains exactly nine numerics, plus check-digit calculation.

swift ID

Contains 8 or 11 characters. Position 5 and 6 must be a valid 2-character country code.

CHIPS ID

Contains three or four numerics.

Canadian bank branch or institute

No validation.

mutually defined

No validation.

Entity Identified Code

Enter a code to identify the organizational entity, physical location, property, or individual: 3rd Party or Payer.

Reference Identifier Qualifier and Reference Identifier

Enter a qualifier to indicate against which the payment is to be applied:Invoice, Master, orPlan, and a corresponding identifier number from the agency authorizing the payment.

Identification Code Qualifier and Identification Code

Enter a qualifier to indicate the code structure method of the Identification Code: D&B (Dun and Bradstreet), D&B + Sfx (Dun and Bradstreet pls 4-character suffix), Insurance, Plan ID, orTax ID, and enter the corresponding code.

Policy Information Type and Policy Information

Enter Account, Contract, Invoice, or Policyto define the policy type, and additional information, such as the policy number.

Contact Method andContact Name

Enter the preferred contact method:Email, Fax, or Telephone, and the contact person's name.

Contact Information

Enter specific contact information, such as email address.

Payment Terms

Enter the payment terms option to use in creating debit memos for this vendor location. You must enter a payment terms option if you do not select the Use Voucher Payments Dates check box.

Note. Payment terms options do not include multipayment terms or payment terms with discount terms.

Use Voucher Payments Dates

Select check box to use the terms populated from the Payables default hierarchy. You must select this check box if you do not enter payment terms.

Invoice ID Suffix

Enter an invoice ID suffix to differentiate the debit memo adjustment voucher and original voucher invoice IDs. This field is mandatory if the Allow Debit Memo box is selected.

Payment Hold

Select one of these options:

• Blank: The debit memo or related voucher is not placed on hold.

• Debit Memo: Only the debit memo is placed on hold.

• Debit Memo and Related Voucher: The debit memo and the related voucher is placed on hold.

Release the hold status using the Voucher component when the debit memo is ready for payment.

Hold Reason

Select a code to explain the payment hold reason. Codes include: Blank, Accounting, Amount, CCR Expire, Cntrct Ret, Goods, IPAC, Other, Quantity, and Wthd hold. The reason codes are stored in a translate table. You can add more codes to the translate table using PeopleTools.

Payment Message

Specify a message that appears on the remittance advice when the debit memo is included on a payment. The message provides an additional explanation for the payment adjustment.

Dispatch Method

Select a dispatch method. This field is mandatory if the Allow Debit Memo box is selected. Dispatch methods options include:

• Blank: No notification is provided to the vendor.

• EDI/XML: Debit memo information is electronically published to the vendor using the AP_VCHR_MESSAGE_OUT EIP (enterprise integration point).

• Email: Debit memo information is delivered to the specified vendor's email address.

• Fax: Debit memo information is delivered to the specified vendor's fax number.

• Phone: The Dispatch Memo report is created. You can call the vendor providing details of the debit memo.

• Print: The Dispatch Memo report is created. You can send the report to the vendor.

Note. The dispatch method can be overridden on the debit memo adjustment voucher using the Voucher component.

Vendor Remit To Address

Select to use the vendor remit to address for this vendor location as the debit memo notification address. This is the default selection. The Address Sequence Number or the Contact Sequence Number field is not available for entry if this option is selected.

Vendor Debit Memo Address

Select to use a specific vendor address as the notification address for debit memos. The Address Sequence Number is available for entry.

Address Sequence Number

Enter the address sequence number to use as the debit memo notification address. Addresses are defined on the Vendor Information - Address page. This field appears only if Vendor Debit Memo Address is selected.

Vendor Contact Address

Select to use a specific contact address as the notification address for debit memos. The Contact Sequence Number is available for entry.

Contact Sequence Number

Enter the contact sequence number to use as the debit memo notification address. Contacts are defined on the Vendor Information - Contacts page. This field appears only if Contact Address is selected.

Vendor Address Line 1, Address City, State, Postal, Telephone, Fax Number, and Email ID

Displays the address information selected.

Seq (sequence)

Specify the routing's sequence. The sequence numbers indicate the relative order in which the funds are routed through the intermediary banks.

Routing

Select whether the routing is through the bank or the DFI ID.

The option that you select here determines which subsequent fields require data. If you select Bank, you must enter a bank and account. If you select DFI ID, you must supply the DFI ID.

Bank

Select a bank.

Account

Select an account.

DFI ID

Enter the bank's DFI ID. For external corporate bank accounts, the DFI ID field should be used to enter the data center code.

Payment Message

You can enter a payment message that appears in the EFT output file. This message can be up to 30 characters in length.

Ordering

Select the address that PeopleSoft Purchasing uses when you order from a particular vendor location.

Search

Click this link to access the Vendor Address Search page. Using this page you can search for available vendor addresses for ordering, returning, and ship from.

Pricing

Select a location for pricing. PeopleSoft Purchasing uses the shipping method associated with this pricing location.

Returning

Select the vendor to whom you return goods, along with the address to which you return goods.

You may select the original vendor, but this field gives you the flexibility to return the goods to another vendor when necessary.

Ship From

Select the address from which the vendor ships.

Accounting Template

The system uses the accounting templates to identify the offset accounts it needs to create balanced accounting entries during voucher posting. You define the accounting templates on the Accounting Entry Template page.

You can either select Default to let the accounting entry template appear by default from the template established in the control hierarchy, or you can select Specify to establish new rules. You may want to select a different accounting template if accounting needs to vary for this vendor location.

If you select Specify, you must also select an accounting entry template.

Freight Terms Code

In PeopleSoft Purchasing, the freight terms determine the point at which liability for a shipment shifts from the seller to the buyer. They also define the terms of payment for freight, such as when it is payable and by whom.

To define freight terms at the vendor location, select Specify, and then select freight terms. These values are not delivered with the system; you must enter your own freight terms on the appropriate pages.

Shipping Method

To determine the preferred shipping method at the vendor location level, select Specify, and then select a shipping method. These values are not delivered with the system; you must enter your own shipping methods on the appropriate pages.

Note. The shipping method that you select appears on the PO, which can affect pricing.

Payment Terms Flag

To define payment terms at the vendor location, select Specify, and then select a payment terms code such as Net 30.

Basis Dt Type (basis date type)

Define which date the system uses as the terms basis date for scheduling payments and determining early payment discounts. The various date fields in this list are on the voucher header, so that if the selected field has a value, then that value is used to source the basis date used in the due date calculations of subsequent payment terms. Basis date types include:

• Acct Date (accounting date).

• Doc Date (constructive document date—the date the document is entered).

• Inv Date (invoice date).

• Recpt Date (receipt date).

• Ship Date.

• User Date.

Currency Information Flag

To define currency information at the vendor location, select Specify, and then select a currency and a conversion rate type.

Buyer

If you want a particular buyer to create POs for this vendor location, select Specify, and then select a buyer. The buyer that you select here appears by default on the PO. You can override this default when you create POs for this vendor location.

Consign Voucher

Select to identify the vendor location as a supplier of at least one consigned item. Select the type of voucher consignment from one of these options:

Auto: Select to create vouchers automatically when consigned items are consumed.

Manual: Select to have the user create vouchers manually when consigned items are consumed.

Stage: Select this option to stage vouchers as pending transactions when consigned items are consumed.

Advanced Shipment Receipt

You may have arranged that some vendors send you advanced shipment receipts through electronic data exchange (EDI) before you receive the goods. This speeds up invoice processing. If this is such a vendor, select the Advanced Shipment Receipt check box. When this check box is selected, the Receive Load process (PO_RECVLOAD) creates a receipt with a status of Received. If the ASR check box is clear, the receiver is created with a status of Open.

UPN Ready

Select to indicate that a vendor uses UPNs. When selected, UPNs replace vendor item IDs or item descriptions on dispatched documents. UPNs appear in addition to, or instead of, vendor item IDs throughout the procurement process.

PO

Indicates the method of communication that you use to send POs to the vendor for this location.

RFQ (request for quotation)

Indicates the method of communication that you use to send RFQs to the vendor for this location.

RTV (return to vendor)

Indicates the method of communication that you use to send RTV adjustments to the vendor for this location.

Contract

Indicates the method of communication that you use to send contracts to the vendor for this location.

Transmit Change Orders

Indicate whether to have change orders transmitted to the selected vendor location.

Default: Select to accept the default setting for the Transmit Change Orders option defined at the Purchasing business unit level on the Dispatch Method page.

Specify: Select to override the default setting and define whether to transmit change orders to this vendor location. In the adjacent field, specify an override value of Yes or No.

If you select Yes in combination with the EDX, Fax, or Email dispatch methods, the PO Dispatch/Print process (POPO005) automatically transmits the EDX, fax, or email output file created by the dispatch process.

If you select No, no output file is created by the process.

Whether you select Yes or No in combination with one of these dispatch methods, after the PO Dispatch/Print process runs successfully, the status of the changed PO is set to D (dispatched).

Note. The Transmit Change Orders option applies only to change orders. Initial dispatches of POs are unaffected by the setting of this option.

Replenishment

Indicates the method of communication that you use to send replenishment requests to the vendor (kanban POs). To define this communication at the vendor location level, select Specify, and then select a method for dispatching from the list of values.

If you are using PeopleSoft Flow Production, you must define the replenishment dispatch method. When you create Kanban IDs and select a vendor for vendor replenishment, the vendor replenishment dispatch method is associated with the Kanban ID. When you run the Replenishment Dispatch process, the system determines the dispatch method by using the value stored with the Kanban ID record. Dispatching is required for replenishment requests with backflush-controlled or manual replenishment modes. You don't dispatch Kanban cards by using the dispatch process.

RTV Debit Option

Used in conjunction with the RTV Adjustment field to control the Voucher Build process. Select Dflt (default) or Yes.

RTV Adjustment Option

Determines whether RTV debit memos are to be generated automatically by the Voucher Build process. Select one of these values:

Automatic: Voucher Build process automatically generates a debit voucher from the RTV transactions.

Dflt (default): This value appears by default from the control hierarchy.

None: RTV vouchers are not created automatically for this vendor. RTV vouchers must be created manually using the adjustment voucher style.

Stage: Voucher Build process stages the RTV voucher in the Quick Invoice Entry tables. You can use the Quick Invoice Entry page to match the transaction to a credit memo that comes in.

RTV Notification Method

Select Email or Phone to indicate how the vendor wants to be notified of an RTV.

Misc Chg (miscellaneous charge)

Select a miscellaneous charge code for vendor return fees. PeopleSoft delivers some values with the system, but you can also add your own on the Misc Charge/Landed Cost Defn page.

Action

Select one of these values as it pertains to the miscellaneous charge:

Credit: You charge the vendor for the miscellaneous charge—for example, freight that you originally paid.

Debit: The vendor charges you for the miscellaneous charge—for example, a restocking fee.

Percent

Enter the percentage of the merchandise amount that should be debited or credited. The restocking fee in the previous example might be 3 %, for example.

Reason Code

Select the reason to which this miscellaneous charge applies, by selecting a code. You define these codes on the Return Reasons page.

Card Type

Select the type of cards accepted by this vendor location.

Vendor Card

Select the vendor card you would like to use as the payment method for this vendor location.

Note. Only vendor cards are available to be associated with a vendor location. Other procurement cards cannot be associated with vendor locations.

Card Type, Card Issuer, and Expiration Date

These fields display the information related to the vendor card that you selected.

Use Vendor Card as default payment method on Purchase Orders

Select this check box if you want to use the vendor card selected as the default payment method when creating a purchase order for that vendor location.

Allow Override Vendor Card

Select this check box if you want to be able to override the vendor card that appears on the purchase order for this vendor location.

Sales/Use Tax Applicability

Select from these options:

None: There are no tax defaults for this vendor location.

Sales: Sales tax is the default tax type for this vendor location for all vouchers entered.

Use: Use tax is the default tax type for this vendor location for all vouchers entered.

Note. Sales and use tax applicability defaults from the vendor location are used only for PeopleSoft Purchasing transactions. Sales and use tax applicability for vouchers defaults from the ship to location. You will, however, see a warning message if a voucher's ship to location and vendor default tax applicability are in conflict.

Ship To Location

If you want this field's value to be passed from a higher level in the control hierarchy, select the Default option. If you want the transaction to inherit these options from the vendor location, select Specify, and enter a ship to location.

Each ship to location has an associated sales tax code and rate. You set up ship to locations on the Ship To Locations page.

Ultimate Use Code

Enter an ultimate use code for the vendor location. The ultimate use code defines a special tax rate that applies when a taxable item is used in a particular way.

You define ultimate use codes on the Ultimate Use Codes page.

Tax Destination

The tax destination is the code that actually affects voucher processing, because it is used for the default tax code lookup. When you select a specific ship to location, the Tax Destination field is automatically populated with the same value. You can override the value by selecting a different ship to location as your tax destination.

Each ship to location has an associated sales tax code and rate. Selecting a different tax destination enables you to process the tax on goods that you receive in one location but ship to another location.

Withholding Entity

Select the entity to which the withholding amounts are reported. The withholding entity is the tax authority. You can define more than one entity for a vendor location.

Withholding Type

Select the type of withholding. For each withholding type, there may be classes and categories associated with the type.

WithholdingJurisdiction

Select the withholding jurisdiction for this type of withholding. Some countries determine withholding percentages based on where the vendor is located or where the transaction occurred as well as on the classification of a particular transaction. The Jurisdiction field enables you to define where the vendor is located or where the transaction took place.

Default Jurisdiction

Indicate which jurisdiction is the default by selecting the check box in that jurisdiction's row. You can select more than one row as the default jurisdiction.

Note. You must select this option for one of the rows, or the withholding defaults are not copied to the invoice.

Default WithholdingClass

Select the withholding class for this type of withholding.

Withhold Status

Select the withhold status for this withholding class combination and vendor location.

Hold Pay Indicator

Accept the default from the control hierarchy, or select Specify to override the default and activate the Hold Payment field.

Hold Payment

Select from these options:

Hold Both: Hold both the payment and the withholding amount for this vendor.

No Hold: Do not hold payments for this vendor.

Wthd Only (withhold only): Hold only the withholding amount.

Withhold Rule Indicator

Accept the default from the control hierarchy, or select Specify to override the default and activate the Rule field.

Withholding Rule

Select a withholding rule. The withholding rule describes the actions to be taken during withholding.

Withholding Condition

Specify the withholding condition for this withholding class combination and vendor location. Some vendors enjoy special withholding privileges. This privilege is termed exoneration and enables the vendor to be withheld less than other vendors. For instance, a vendor may have a condition that stipulates that only half of the regular amount be withheld during the first six months of the year. These three fields provide a way to specify an exoneration percentage and expiration date for the exoneration at the vendor level:

Exempt: The vendor is completely exempt from withholding. The Percent field displays 100.00. Enter the date until which this vendor is exempt, in the Valid Until field.

Exonerate: The vendor is withheld less than other vendors. Enter the exoneration percentage in the Percent field. Enter the date until which this vendor is exonerated, in the Valid Until field.

None: The vendor is neither exempt nor exonerated from withholding. The Percent and Valid Until fields are not available for entry.

Condition Percent

For a location with a withholding condition of Exonerate, enter the percentage of withholding from which the vendor is exonerated.

Condition Valid Until

For a location with a withholding condition of Exempt or Exonerate, enter the date until which the vendor is exonerated or exempt.

Withhold if missing

Select to activate withholding for this withholding class combination for this vendor location.

Remit Withhold to Flag

Select withholding Entity or Vendor to indicate to whom you remit withholding payments for this vendor location.

Remit Vendor

For a remit to of Vendor, select the vendor to whom you want to remit withholding information.

Remit to Location

Select the remit to vendor's location.

Remitting Address

Select the vendor's remitting address.

Withholding Entity

Select the entity to which the withholding information is reported. The withholding entity is the body to which withholding is reported. You can define more than one entity for a vendor location.

Address Seq (address sequence)

Select the vendor's address from the addresses defined on the Vendor Information - Address page. The entity needs the vendor's address.

(USA) TIN Type

Select the Taxpayer Identification Number (TIN) type for the vendor from these options:

• F: Federal Employer ID Number.

• S: Social Security Number.

(USA) Taxpayer Identification Number

Enter the vendor's valid TIN for the withholding entity.

(IND) PAN Number (Permanent Account Number)

For India, enter the number assigned by the income tax authority to identify the vendor's tax returns. This number must be a 20-digit alphanumeric value.

(IND) PAN Ward (Permanent Account Number ward)

For India, enter the location of the income tax offices to which the vendor submits taxes. Tax authorities assign these values.

Date of Birth

Enter the vendor's date of birth. Use the calendar button to select a date, or type one directly into the field.

Birth Location

Select the state in which the vendor was born.

Number of Children

Enter the number of children that the vendor has.

Company

Select to indicate whether this vendor is a company.

Tax District Reference

Enter a tax district reference for the vendor.

Certificate Type

Enter a certificate type for the vendor, as applicable.

Certificate Number

Enter a certificate number for the vendor.

Certificate Expiration

Enter the date of expiration for the certificate. Use the calendar button to select a date, or type one directly into the field.

(USA) Direct Sales of $5000 or More

Select if you had more than 5,000.00 USD worth of direct sales with this vendor. This field is specific to 1099 withholding in the U.S.

(USA) IRS Notified Twice of Invalid (Internal Revenue Service notified twice of invalid)

Select if the IRS has informed you twice that the TIN number that your vendor gave you is not valid. This field is specific to 1099 withholding in the U.S.

(USA) State Income Tax Withheld

Enter the amount of state income tax withheld for this vendor.

Withholding Control Name

Enter a withholding control name for the vendor.

Profession

Enter the vendor's profession.

(USA) Trade or Business Income Ind (trade or business income indicator)

Select to indicate whether the withholding involves trade or business income for IRS 1099–G (Government Payments) reporting.

(USA) Foreign Tax Paid

Enter the amount of foreign tax paid for IRS 1099–INT (Interest Income) reporting.

(USA) Country Paid

Enter the country to which the foreign tax was paid for IRS 1099–INT (Interest Income) reporting.

Gender

Select a gender for the vendor from these options:

• M: Male

• F: Female

• U: Unknown

Vendor Information - Custom

VNDR_CUSTOM

Vendors, Vendor Information, Add/Update, Vendor, Custom

Create user definable vendor fields that can be used in custom reports and queries. There are 10 predefined 30 character alphanumeric customizable fields.

Vendor Field C30 A - J

You may elect to use any or all of these fields to categorize vendors for custom reports and inquiries. When you use a field, enter an appropriate value for that vendor category.

Vendor Information - Federal

VNDR_FEDERAL

Vendors, Vendor Information, Add/Update, Vendor, Federal

(USF) Specify the default payment schedule type and date basis calculation type for the vendor. For vendors that are U.S. federal agencies, specify the vendor's Agency Location Code (ALC) and trading partner code. This page appears only if you have selected Enable Federal Payment on the Installation Options - Payables page.

Vendor Information - Summary

VNDR_ID1_SUM

Vendors, Vendor Information, Add/Update, Vendor, Summary

View summary information about a vendor, including who created the vendor, when the record was last modified and by whom.

Note. This page appears only after you have saved a vendor.

Order

Displays the address of the ordering location.

Remit to

Displays the address of the remit to location.

Status

Displays the voucher approval status:Approved, Inactive, To Archive, or Unapproved.

Persistence

Displays the vendor's persistence: One Time, Permanent, Regular, or Single Payment.

Classification

Displays the vendor's classification: Attorney, Employee, HRMS (Human Resources Management System), or Supplier.

HCM Class

Displays the vendor's PeopleSoft Human Capital Management class. This is identical to the HR Class field on the Identifying Information page. A value appears for this field only if the vendor has a classification of HRMS.

Open for Ordering

Indicates whether the vendor is open for ordering. If the value is Yes, you can enter purchase orders for this vendor in PeopleSoft Purchasing. If it is No, you cannot.

Withholding

Indicates whether or not the vendor is withholding-applicable. If it is, the value Yes functions as a link that takes you to the Vendor Information - Location page, where you can link in turn to the Withholding Vendor Information page to view withholding details for each vendor location.

VAT

Indicates whether or not the vendor is VAT-applicable. If it is, the value Yes functions as a link that takes you to the Vendor Information - Location page, where you can view VAT details for each vendor location and link in turn to the VAT defaults pages to view withholding details for each vendor location.

Last Modified By and Last modified date:

Displays the user ID of the last user to modify the vendor and the date of modification.

Created By and Created Datetime:

Displays the user ID of the user who first entered the vendor and the date of entry.

Last Activity Date

Date of last activity for the vendor (modifying vendor information, creating a purchase order, archiving, and so forth).

Single Payment Vendor

VNDR_DEFL_MASTER

Vendors, Vendor Information, Add/Update, Vendor, Single Payment Vendor

Select Single Payment Vendor as the Persistence Level on the Add/Search page.

Create a single payment vendor master to be used as the default vendor for creating single payment vouchers.

EFT Payment Options

VNDR_DEFL_EFT_OPT

Click the EFT Options link on the Vendor Information - Single Payment Vendor page.

Specify EFT options and instruction defaults for single payment vendors.

Draft Options

VNDR_DEFL_DFT_OPT

Click the Draft Options link on the Vendor Information - Single Payment Vendor page.

Specify draft option defaults for single payment vendors.

Single Payment Vendor - Tax Options

VNDR_TAX_OPT_SEC

Click the Tax Options link on the Vendor Information - Single Payment Vendor page.

Specify tax option defaults for single payment vendors.

VAT Registration Details

VNDR_VAT_RGSTRN

Click the Details link on the Vendor Information - Single Payment Vendor page.

Enter VAT registration information for all the countries with which a vendor is registered to do business.

VAT Defaults Setup

VAT_DEFAULTS_DTL

Click the VAT Default link on the Vendor Information - Single Payment Vendor page.

Specify VAT default settings at the vendor level.

Service VAT Treatment Drivers Setup

VAT_DEFAULTS_DTL

Click the VAT Service Treatment Setup link on the Vendor Information - Single Payment Vendor page.

Specify VAT default settings for VAT on services at the vendor level.

VAT Registration

Select if the vendor master should be enabled for VAT.

Details

Click to open the VAT Registration Details page, where you can enter the VAT registration information for the vendor.

VAT Service Treatment Setup

If you are using services VAT treatment, click to open the Services VAT Treatment Drivers Setup component, to review and, as applicable, enter services VAT treatment settings for the vendor.

Note. You must save the vendor before you can access the Services VAT Treatment Drivers Setup component for the vendor.

VAT Default

Click to open the VAT Defaults Setup component, to review and, as applicable, enter VAT settings for the vendor.

Note. You must save the vendor before you can access the VAT Defaults Setup component for the vendor.

EFT Options

Click to open the EFT Payment Options page, where you can define the EFT information for the single payment vendor.

Draft Options

Click to open the Draft Options page, where you can define the draft processing information for the single payment vendor.

Sales Tax

Click to open the Tax Options page, where you can define the sales and use tax options for the single payment vendor.

Terms Options and Terms

Select Default if you want the payment terms on vouchers to default from higher in the payables control hierarchy. Select Specify if you want the voucher to inherit the payment terms you enter here in the Terms field.

Currency Options, Currency, and Rate Type

Select Default if you want the currency code and rate type on vouchers to default from higher in the payables control hierarchy. Select Specify if you want the voucher to inherit the currency code and rate type you enter here in the Currency and Rate Typefields.

Payment Method

Specify a payment method:

• Automatic Clearing House.

• Direct Debit.

• Draft - Customer EFT.

• Draft - Customer Initiated.

• Draft - Vendor Initiated.

• Electronic Funds Transfer (EFT).

• Giro - EFT.

• Giro - Manual.

• Letter of Credit.

• Manual Check.

• System Check.

• Treasury Wire Flat File.

• Wire Report.

Pay Group

Specify a vendor pay group.

Handling Options

Select Default if you want the payment handling code on vouchers to default from higher in the payables control hierarchy. Select Specify if you want the voucher to inherit the payment handling code that you enter here in the Handling field.

Bank Options

Select Default if you want the bank account information on vouchers to default from higher in the payables control hierarchy. Select Specify if you want the voucher to inherit the bank account information you enter here. This is the bank account from which you want to make payments when using this single payment vendor master ID.

Currency

Select the code for the currency in which you want to pay the vendor when this single payment vendor is used.

Since you can specify more than one currency for each bank account, you can select which one you want to use on the payment.

Rate Type

Displays the default exchange rate type defined for the currency and bank account that you selected.

Vendor Conversation

VNDR_CNVRSTN

Vendors, Vendor Information, Maintain, Conversations, Vendor Conversation

Track ongoing discussions and conversations with vendor contacts. You can log details about invoice and payment issues that you're trying to resolve as well as other vendor inquiries.

Date

Displays today's date by default.

Contact

Select a contact. The list of valid contacts is generated from the contacts that you entered for the vendor on the Vendor Information - Contacts page.

Conversation Sequence Number

Displays the system-generated number for this conversation.

Topic

Displays the subject of your conversation.

Descr (description)

Enter comments about your discussion. These comments might include issues raised, and any resolutions or planned courses of action.

Vendor Processing Authority

OPR_DEF_TABLE_VND1

Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, User Preferences

Click Procurement on the User Preferences page, then click Vendor Processing Authority on the User Preferences - Procurement page.

Give vendor approval authority to a user.

Vendor Approval - Identifying Information

VNDR_ID1

Vendors, Vendor Information, Approve Vendor, Identifying Information

View and approve vendors entered by users without approval authority. Approving a vendor makes it available for transactions.

Inactivate Vendors

VNDR_STATUS_UPDATE

Vendors, Vendor Information, Maintain, Inactivate Vendors

Request a run of the Inactivate Vendors process, which inactivates all vendors that have had no activity since a date you specify.

Vendor Lookup

VNDR_LOOKUP_WRK

Click the Advanced Vendor Search link on the Invoice Information page.

Use vendor search capabilities. Search for a list of vendors that match specific search criteria and copy them to the originating transaction entry page. Transfer to the Vendor Information component to add a vendor.

Vendor Search

VENDOR_LOOKUP_SEC

Click the Vendor Lookup link or Vendor Search link on a vendor-related purchasing transaction page, such as the Purchase Order page.

The fields on this page are identical to those on the Vendor Lookup page.

Vendor Search Detail

VENDOR_LOOKUP_DTL

• Click the Vendor Detail link on the Vendor Search page.

• Click the Detail link on the Vendor Lookup page.

View details about the vendors that you retrieved on the Vendor Search or Vendor Lookup page.

Review Vendors

VENDOR_LOOKUP

Vendors, Vendor Information, Add/Update, Review Vendors

Perform a search for vendors using multiple advanced search criteria.

Vendor Conversation

VNDR_CNVRSTN

• Vendors, Vendor Information, Maintain, Conversations, Vendor Conversation

• Accounts Payable, Review Accounts Payable Data, Vendor, Conversation, Vendor Conversation

Review conversations for a particular vendor. When accessed from the Accounts Payables menu, this page is display-only.

Vendor Contact

VNDR_CNTCT

Accounts Payable, Review Accounts Payable Data, Vendor, Contact, Vendor Contact

Review information on the contacts for the selected vendor. The elements on this page are the same as those on the Contacts page, but they are display-only.

Vendor Detail Listing

RUN_APY3000

Accounts Payable, Reports, Vendor, Vendor Detail, Vendor Detail Listing

Define run parameters for the Vendor Detail Listing report (APY3000). Use this report to review vendors by status along with their associated detail data.

Vendor Summary Listing

RUN_APY3001

Accounts Payable, Reports, Vendor, Vendor Summary, Vendor Summary Listing

Define run parameters for the Vendor Summary Listing report (APY3001). Use this report to review vendors by status along with basic summary information.

Duplicate Vendor Request

DUP_RPT_POST

Vendors, Vendor Information, Maintain, Duplicate Vendor Report

Displays vendors having duplicate TINs, withholding names, withholding addresses, vendor names, vendor short names, or vendor addresses.

Add Vendor

If this vendor does not yet exist in the database, click this button to add the new vendor.

Max Rows (maximum number of rows)

Specify the number of vendor matches that you want displayed in the scroll. If the search finds more vendors than the number that you specified here, the other retrieve buttons are activated.

Click these buttons to retrieve the first, previous, next, and last rows, respectively.

Select Vendor

Click the button to select the vendor that you want to use. The system copies the vendor information onto the page from which you originally transferred.

Detail

Click to access the Vendor Search Detail page, where you can view vendor details, such as vendor address and status information.

Select Vendors

Click the button to copy the vendor information shown on the detail page back to the page from which you elected to perform a vendor search.

Search

Click to transfer back to the Vendor Search page.

Back to Header

Click to transfer to the page from which you originally requested the search without copying any vendor information.

Address

Click the button to view the full address for the vendor associated with the address sequence number.

Add Vendor

Click to access the Vendor Information component, where you can add a new vendor.

Click the View Related Links button to view a secondary page where you can select to transfer to the Vendor Information component, the Vendor Conversations page, or the Vendor Information - Contacts page.

SetID

Select a value to limit the search for duplicate vendor information to a particular setID.

Search in all SetIDs

Select to search for duplicate vendor information in every setID in the database.

TIN (Taxpayer Identification Number)

Select to search for vendors with duplicate TINs.

Name

Select to search for vendors with duplicate withholding names. You enter the vendor's withholding name on the Payment/Withholding Alternate Names page.

Address

Select to search for vendors with duplicate withholding addresses. The withholding address is determined by the address sequence number that you select on the Withholding Reporting Information page.

Name

Select to search for vendors with duplicate names. You enter the vendor name on the Identifying Information page.

Short Name

Select to search for vendors with duplicate short names. You enter the vendor short name on the Identifying Information page.

Address

Select to search for vendors with duplicate addresses. You enter the vendor address on the Vendor Information - Address page.

One Vendor has a voucher paid

Select to build the search so that at least one of the duplicate vendors had a voucher paid within the specified date range.

Note. This option broadens your search, as it produces results for all vendors with duplicate information, as long as one of the vendors had a voucher paid within the specified date range.

All vendors have vouchers paid

Select to build the search so that all of the duplicate vendors had a voucher paid within the specified date range.

Note. This option limits your search, as it produces results only for vendors that had vouchers paid within the specified date range.

From Date

Enter the start date for the range of time within which a voucher has been paid for the vendors.

Thru Date

Enter the end date for the range of time within which a voucher has been paid for the vendors.

The default value for this field is the current system date.

CAEDD Control

CAEDD_CNTRL

Vendors, California EDD, Control Information, CAEDD Control

Enter the transmitting company and any reporting companies that are associated with that transmitting company. The system uses the information provided on this page to create the file that you send to the EDD and to complete the form that accompanies the transmittal.

You must enter a FEIN for the transmitting company to access this page.

CAEDD Vendor

CAEDD_VENDOR

Vendors, California EDD, Vendor Information, CAEDD Vendor

Enter information for vendors that are associated with one of the reporting companies. Each vendor you enter must be associated with a reporting business unit, must be set up as a 1099 vendor with a valid TIN.

CAEDD Vendor Inquiry

CAEDD_VNDR_INQUIRY

Accounts Payable, Review Accounts Payables Info, Vendor, CAEDD Vendor Information

Review information about vendors that are associated with one of the reporting companies. This page is similar to the CAEDD Vendor page, but is display-only.

Run CAEDD IC Reptg (Run California EDD Independent Contractor Reporting)

RUN_CAEDD_PRCS

Vendors, California EDD, Transmittal/File

To run the California EDD report, define run parameters for the SQR that generates the transmission file and the information that you need to complete the transmittal form that accompanies the file.

Federal EIN (federal employer identification number)

Displays the transmitter company's FEIN.

Date Last Processed

Displays the most recent date that SQR APY2000 found data to report for this transmitter company.

Total IC's reported (total independent contractors reported)

Displays the number of independent contractor (vendor) records processed by SQR APY2000 for the transmitter company.

File Ext (file extension)

Displays the file extension of the file produced by SQR APY2000 for the transmitter company.

Contact Name 1

Enter a contact name for the transmitter company.

Reporting Federal EIN

If the transmitting company and the reporting company are the same, then this field should contain the same value as the Federal EIN field, and the Transmitter check box should be selected.

EDD Acct (employment development department account)

Enter the reporting company's California Employer Account Number.

SSN

Enter the reporting company's SSN, if applicable.

Name 1

Enter the reporting company's name.

Address Line 1

Enter the reporting company's address.

City

Enter the reporting company's city.

State

Enter the reporting company's state.

ZIP Code

Enter the reporting company's zip code.

Phone Number and Ext (extension)

Enter the reporting company's phone number and extension.

Transmitter

Select to indicate which address is to be used on the Transmittal for Independent Contractor Reporting form.

Note. You must select this check box for only one reporting company.

Date Last Processed

Displays the most recent date for which SQR APY2000 found data to report for this reporting company.

Total IC's reported

Displays the number of independent contractor (vendor) records processed by SQR APY2000 for the reporting company.

File Ext (file extension)

Displays the file extension of the file produced by SQR APY2000 for the reporting company.

Federal EIN

The FEIN of the transmitting company with which you want to associate this independent contractor.

Reporting Federal EIN

The reporting FEIN of the reporting company with which you want to associate this independent contractor.

EDD Acct

The EDD account of the reporting company with which you want to associate this independent contractor.

Vendor ID

Enter a vendor ID for the independent contractor about whom you are reporting. You must select both a vendor setID and a vendor ID. The vendor's name and SSN appear in the Name 1 and Tax ID fields.

SSN

The vendor's SSN. If the TIN_TYPE is not equal to S, then the SSN field is clear and you are required to enter the vendor's SSN.

Name 1

The vendor's name.

First Name

The state requires that you provide the vendor's first name, middle initial, and last name.

Calendar Year

Enter the reporting year.

Contract Beginning Date

Enter the contract beginning date by reporting year.

Contract Amount

Enter the contract amount by reporting year.

Expire Date

You can enter an expiration date for the contract or indicate that it is an ongoing contract. An expiration date is required if the Ongoing Contract check box is cleared.

Long Description

PeopleSoft recommends that you use this field to reference the document that generated the need to file with the EDD. This could be a PO number, a contract, a voucher, or something external to the system.

Date Last Processed

The most recent date for which SQR APY2000 found data to report for this vendor.

File Ext

The file extension of the file produced by SQR APY2000 for this vendor.

Calendar Year

Enter the reporting year.

Federal EIN

Enter the FEIN of the transmitter company.

Media Type

Select the method of data production from these options:

Cart 3480 (cartridge 3480).

Cart 3490.

Diskette.

Mag Tape (magnetic tape).

Internal Label

If you use a tape or cartridge to transmit your data to the state, you must tell the state whether your tape or cartridge has an internal label, so that the state can process the tape or cartridge.

Diskette Size

Select a diskette size. These values change, based on the value selected in the Media Type field.