Setting Up Vendors

This chapter provides an overview of vendors and discusses how to enter vendor information.

Understanding Vendors

A vendor is any agency or organization that the company sends money to on behalf of a worker or that the company uses to withhold money from a person's paycheck. Vendors can be:

Benefit providers
Garnishment payees
Tax collectors

The system stores information about the vendor in the vendor table. It holds the information necessary to make payments to a vendor and the policy information for a benefit provider.

Integration Between PeopleSoft Enterprise Payables and PeopleSoft HRMS

If you are using PeopleSoft Enterprise Payables to pay your vendors, it is recommended that you enter a vendor using PeopleSoft Payables and export the vendor table to PeopleSoft Human Resource Management System (HRMS). You can enter vendors through the PeopleSoft HRMS and it will be exported to the PeopleSoft Payable system. However, any changes to existing vendors that are made through PeopleSoft HRMS will not be exported to the PeopleSoft Payables system.

PeopleSoft Payables, PeopleSoft Enterprise Payroll for North America, and PeopleSoft Enterprise Payroll Interface use publish and subscribe methodology to populate each other's Vendor Tables. The two application messages used to publish and subscribe are called:

VENDOR_SYNC, which is an incremental publish and subscribe messaging.
VENDOR_FULLSYNC, which is a full table publish and subscribe messaging.

The primary difference between the Incremental and the Full Table messages is that the Incremental messages process individual whereas the Full Table messages process all vendors on the table.

To research the technical details of any integration point used by PeopleSoft applications, refer to the online integration point Catalog database that can be found under Open Integration Framework in the Documentation section of the Customer Connection website.

Entering Vendor Information

To enter vendor information, use the Vendor Control component (VENDOR_CONTROL), Vendor Information component (VNDR_ID), Payee Table component (GARNISH_PAYEE_TBL), and Payee Table USF component (GVT_GARNISH_PAYEE). Use the CI_GARNISH_PAYEE_TBL component interface to load data into the tables for the Payee Table component

This section discusses how to:

Identify vendor prefixes.
Enter basic vendor information.
Enter vendor address information.
Display alternate names for use on payments.
Identify vendor locations.
Enter bank account information.
Enter payment processing information.
Enter vendor contract information.
Enter benefit policy information.
(USF) Enter garnishment payee contract information.
(USF) Enter garnishment payee distribution information.

Setting Up Vendor Pages

To enter vendor information, you will complete the following pages:

Vendor Control
Addresses
Locations
Contacts
Policy Information

Vendor Control

This is used only if you want PeopleSoft Payables to pay the vendor. It provides a mechanism for identifying the different types of vendors.

Vendor Information

This page creates the vendor code and identifies the name and type of vendor you are entering.

Addresses

This is a strictly address information and should not be confused with location. You can enter multiple addresses for the different sites a vendor might have.

Location

A vendor location is not a physical address. It is a default set of rules, or attributes, which define how you conduct business with a particular vendor. A vendor's location comprises information such as payment terms, remittance information, bank account information, and so on. Although a location is not an address, it will reference addresses.

Your vendor may need only one location. If the vendor uses the same set of rules across its business, you can simply enter one location for your vendor, and you're ready to go. If, however, your vendor uses different sets of rules for different portions of its business (different branches, sites, or offices, for example) you can set up the vendor with multiple locations, each with its own unique set of business rules.

Contacts

This page is used to enter information about the people whom you contact on a regular basis. You can enter an unlimited number of vendor contacts and identify their roles so that you can easily determine whom you should contact if you have questions, or discern why a contact might want to talk to you, before you return their call.

Policy Information

Policy information is necessary for benefit providers. You will link this vendor and policy information using the Benefit Plan table in Base Benefits.

Pages Used to Set Up Vendors

Page Name	Object Name	Navigation	Usage
Vendor Control	VNDR_CNTRL	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Control	Identify the prefix assigned to the vendor in PeopleSoft Payables.
Vendor Information	VNDR_ID1	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Vendor Information	Enter basic vendor information.
Addresses	VNDR_ADDRESS	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Addresses Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Addresses	Enter a vendor’s address information.
Alternate Names	VNDR_ADDR_ALTN	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Addresses Click Alternate Names on the Addresses page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Addresses Click Alternate Names on the Addresses page.	Enter any alternate name for use on payments.
Phone Information	VNDR_ADDR_PHN	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Addresses Click Telephone on the Addresses page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Addresses Click Telephone on the Addresses page.	Enter a vendor’s phone information for addresses. You can enter more than one phone number per address.
Email ID	VNDR_ADDR_EMAILID	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Addresses Click Email ID on the Addresses page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Addresses Click Email ID on the Addresses page.	Enter a vendor’s email addresses.
Locations	VNDR_LOC	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations	Enter address and remittance information.
Bank Accounts	VNDR_BANK_ACCOUNT	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Click Bank Accounts on the Locations page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations Click Bank Accounts on the Locations page.	Enter banking information for the vendor.
Bank Address	VNDR_BANK_ACCT2	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Click Bank Accounts on the Locations page and Bank Address on the Bank Accounts page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations Click Bank Accounts on the Locations page and Bank Address on the Bank Accounts page.	Enter the bank’s address information. The bank’s Country defaults from the Bank Accounts page. The form of the address fields varies, depending on the country.
Phone Details	VNDR_BANK_ACCT3	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Click Bank Accounts on the Locations page and Phone Details on the Bank Accounts page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations Click Bank Accounts on the Locations page and Phone Details on the Bank Accounts page.	Enter phone information for the bank.
Comments	VNDR_LOC_COMMENTS	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Click Comments on the Locations page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations Click Comments on the Locations page.	Enter notes or comments about locations.
Payment Options	VNDR_PAY	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Locations Click Payment Options on the Locations page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Locations Click Payment Options on the Locations page.	Enter payment processing rules for the vendor location.
Contacts	VNDR_CNTCT	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Contacts Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Contacts	Enter a vendor’s contact person. Enter more than one phone number if necessary.
Telephone	VNDR_CNTCT_PHN	Set Up HRMS, Product Related, Payroll for North America, AP-Vendors, Vendor Information, Contacts Click Telephone on the Contacts page. Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table, Contacts Click Telephone on the Contacts page.	Enter a contact’s telephone information.
Policy Information	VNDR_POLICY	Set Up HRMS, Product Related, Payroll for North America, AP-Vendor, Vendor Information, Policy Information	Enter information about policies and whom to contact about them.
Garnishment Payee	GVT_GARN_PAYEE	Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table USF, Garnishment Payee	Enter garnishment payee contact information for U.S. federal government.
Deduction Distribution Information	GVT_GARN_DIST_SEC	Set Up HRMS, Product Related, Payroll for North America, Garnishments, Payee Table USF, Garnishment Payee Click the Distribution Information button on the Garnishment Payee Table page.	Enter garnishment payee distribution information for U.S. federal government.

Identifying Vendor Prefixes

Access the Vendor Control page.

Use Auto-Numbering

PeopleSoft Payables has the option of using an autonumbering feature to assign IDs to new vendors.

HRMS Vendor ID Prefix

If you selected the auto-numbering check box, enter a prefix that is used identify HRMS vendors.

Entering Basic Vendor Information

Access the Vendor Information page.

Name 1

Enter the payee name as it should appear on the check.

HRMS Class (HRMS classification)

This field identifies the HRMS classification used to create views so you see the appropriate vendors on the appropriate tables.

It is also used to identify tax and non-tax deductions when the system extracts deductions to create AP vouchers.

Available values are:

General Deduction (D)

Garnishment Payee (G)

National Health Service Provider (H)

Industrial Insurance Board Provider (I)

General Provider (P)

Tax Collector (T)

For benefit providers, select P for General Provider.

Status

For HRMS vendors, select Approved. The other values are used by PeopleSoft Accounts Payable.

Persistence

For HRMS vendors, select Regular. The other values are used by PeopleSoft Accounts Payable.

Entering Vendor Address Information

Access the Addresses page.

Address Type

Enter the one or more addresses for the vendor.

If you are using PeopleSoft Payables at least one address should be the remittance address. This is the address that is used when creating payment vouchers.

Premium Payment and Remittance are the only valid address types for deduction recipients. If any other address type is displayed for this vendor, contact your Accounts Payable department.

Premium Payment t generally applies to benefit deductions and Remittance applies to all other types of deductions including taxes.

Displaying Alternate Names for Use on Payments

Access the Alternate Names page.

Alternate Name 1 and Alternate Name 2

When the system generates payments for the location using this address, PeopleSoft Accounts Payable needs to use a name different from the one entered on the Vendor Information page, enter the name here.

Identifying Vendor Locations

Access the Provider/Vendor Table - Locations page.

Location

Enter an identifier for the location information you are entering. If more than one location is set up for the vendor, you can use the previous page and next page links on the Vendor Location bar to display information for the location in which you’re interested.

Default

Select this check box if you want this location to automatically print on the vouchers for this vendor. Only one location can be selected as the default.

Remit Vendor

This is the information about the vendor to whom payments will be sent. You need to select the codes that identify the name of the vendor receiving the payments, vendor location, and address where the payment is sent.

Bank Accounts

Click this link to display the Bank Accounts page. Work with the Payroll department to set up this information.

Comments

Click this link to display the Comments page.

Payment Options

Click this link to display the Payment Options page. Work with the Payroll department to set up this information.

Entering Bank Account Information

Access the Bank Accounts page.

Default

The Default check box is selected if this is the default bank account for the location. The default bank account is copied to each payment schedule for this vendor.

Bank ID Qual

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

Branch ID

The branch ID for the bank, if appropriate.

Bank ID

The Bank ID for the bank.

Acct Type

The account type for the bank, Bond, Checking Account, and Life Insurance, for example.

Account #

The vendor’s bank account number.

Check Digit

The check digit used by the bank.

DFI Qualifier

If you make automatic clearing house (ACH), wire, or EFT payments to this vendor location, this field should display the appropriate DFI Qualifier: The value determines the format for the DFI ID field.

Transit Number: The DFI ID is exactly 9 digits, plus check digit calculation.

Swift ID: The DFI ID is 8 or 11 characters; positions 5 and 6 must be a valid 2-character country code.

CHIPS ID: The DFI ID is 3 or 4 digits.

Canadian Bank Branch/Institute and Mutually Defined: No validation for DFI ID.

The DFI Qualifier determines the format of the bank’s DFI ID.

DFI ID

The bank’s DFI ID. The format is determined by the value displayed in the DFI Qualifier field.

Bank Address

Select Bank Address for the Bank Address page.

Phone Details

Select Phone Details for the Phone Details page.

Entering Payment Processing Information

Access the Payment Options page.

Payment Control

Hold Payments	If this check box is selected, PeopleSoft Payables automatically places payments for this vendor on hold.
Separate Payment	If this check box is selected, PeopleSoft Payables creates a separate payment for each voucher, even if the system processes multiple vouchers for the vendor in the same pay cycle.

Bank

Bank ID	The code for the bank from which you want to make payments for this vendor.
Bank Account	The account from which payments will be made to this vendor.

Payment Handling

Flag

This field determines the payment handling instructions.

Default from Higher Level: The payment handling instructions for the vendor come from the control hierarchy.
Specify at this Level: The payment handling instruction for the vendor appears in the Code field.

Code

If you select Specify at this Level in the Flag field, this field displays the payment handling instructions your accounts payable department follows when issuing payments for this vendor:

High Dollar Processing.
Internal Distribution.
Regular Payments.
Route to Purchasing.

Payment Method

Flag

This field determines the payment method:

Default from Higher Level: The payment method for the vendor comes from the control hierarchy.
Specify at this Level: The payment method for the vendor appears in the Code field.

Code

If you select Specify at this Level in the Flag field, this field displays the payment method for this vendor:

Automatic Clearing House.
Customer Initiated Draft.
Direct Debit.
Draft - Customer EFT.
Electronic Funds Transfer (EFT).
Giro - EFT.
Giro - Manual.
Letter of Credit.
Manual Check.
System Check.
Treasury Wire Flat File.
Vendor Initiated Draft.
Wire Report.

Entering Vendor Contact Information

Access the Contacts page.

Sequence No (sequence number)

This number is automatically assigned to this contact.

Type

Select the type of contact.

Address

Select one of the addresses that you entered on the Addresses page.

URL

Enter the contact’s website address.

Telephone

Click this link to display the Provider/Vendor Table - Contacts: Telephone page.

Entering Benefit Policy Information

Access the Provider/Vendor Table - Policy Information page.

General Policy URL ID

Select the vendor’s website address that provides general policy information.

Authorized Providers URL ID

Select the vendor’s website address that contains a list of authorized participating providers

Sequence

Select a contact from the list of contacts that were entered on the Provider/Vendor Table - Contacts page. After you select the contact, the Contact Name automatically appears.

(USF) Entering Garnishment Payee Contact Information

Access the Garnishment Payee page.

Distribution Information

Click this button to access the Deduction Distribution Information page.

(USF) Entering Garnishment Payee Distribution Information

Access the Deduction Distribution Information page.

Enter the payment information.

Use Auto-Numbering	PeopleSoft Payables has the option of using an autonumbering feature to assign IDs to new vendors.
HRMS Vendor ID Prefix	If you selected the auto-numbering check box, enter a prefix that is used identify HRMS vendors.

Name 1	Enter the payee name as it should appear on the check.
HRMS Class (HRMS classification)	This field identifies the HRMS classification used to create views so you see the appropriate vendors on the appropriate tables. It is also used to identify tax and non-tax deductions when the system extracts deductions to create AP vouchers. Available values are: General Deduction (D) Garnishment Payee (G) National Health Service Provider (H) Industrial Insurance Board Provider (I) General Provider (P) Tax Collector (T) For benefit providers, select P for General Provider.
Status	For HRMS vendors, select Approved. The other values are used by PeopleSoft Accounts Payable.
Persistence	For HRMS vendors, select Regular. The other values are used by PeopleSoft Accounts Payable.

Location	Enter an identifier for the location information you are entering. If more than one location is set up for the vendor, you can use the previous page and next page links on the Vendor Location bar to display information for the location in which you’re interested.
Default	Select this check box if you want this location to automatically print on the vouchers for this vendor. Only one location can be selected as the default.
Remit Vendor	This is the information about the vendor to whom payments will be sent. You need to select the codes that identify the name of the vendor receiving the payments, vendor location, and address where the payment is sent.
Bank Accounts	Click this link to display the Bank Accounts page. Work with the Payroll department to set up this information.
Comments	Click this link to display the Comments page.
Payment Options	Click this link to display the Payment Options page. Work with the Payroll department to set up this information.

Default	The Default check box is selected if this is the default bank account for the location. The default bank account is copied to each payment schedule for this vendor.
Bank ID Qual	The country-specific numeric value by which the bank/counterparty is identified. This value controls how the bank/counterparty pages edit and display bank information.
Branch ID	The branch ID for the bank, if appropriate.
Bank ID	The Bank ID for the bank.
Acct Type	The account type for the bank, Bond, Checking Account, and Life Insurance, for example.
Account #	The vendor’s bank account number.
Check Digit	The check digit used by the bank.
DFI Qualifier	If you make automatic clearing house (ACH), wire, or EFT payments to this vendor location, this field should display the appropriate DFI Qualifier: The value determines the format for the DFI ID field. Transit Number: The DFI ID is exactly 9 digits, plus check digit calculation. Swift ID: The DFI ID is 8 or 11 characters; positions 5 and 6 must be a valid 2-character country code. CHIPS ID: The DFI ID is 3 or 4 digits. Canadian Bank Branch/Institute and Mutually Defined: No validation for DFI ID. The DFI Qualifier determines the format of the bank’s DFI ID.
DFI ID	The bank’s DFI ID. The format is determined by the value displayed in the DFI Qualifier field.
Bank Address	Select Bank Address for the Bank Address page.
Phone Details	Select Phone Details for the Phone Details page.

Sequence No (sequence number)	This number is automatically assigned to this contact.
Type	Select the type of contact.
Address	Select one of the addresses that you entered on the Addresses page.
URL	Enter the contact’s website address.
Telephone	Click this link to display the Provider/Vendor Table - Contacts: Telephone page.

General Policy URL ID	Select the vendor’s website address that provides general policy information.
Authorized Providers URL ID	Select the vendor’s website address that contains a list of authorized participating providers
Sequence	Select a contact from the list of contacts that were entered on the Provider/Vendor Table - Contacts page. After you select the contact, the Contact Name automatically appears.