The Vendor Record is where the Vendor specific information for each Vendor resides in the system. Once you have opened a Vendor Record, the General Tab of the record will be displayed. In addition to the information found on the General tab, Vendor Additional Info, Vendor related Open Transactions, Vendor related All Transactions, Vendor related Contacts, and Vendor Locations are available to Users.
Add a New Vendor
To add a new Vendor, hover over the 'Vendor' tab in the top ribbon and click 'New Vendor'. A Vendor record will open in a new window.
View Existing Vendors
To view an existing Vendor record, click 'Vendors' under 'Accounts Payable' in the 'Accounting' module. This will open a listing of Vendors to choose from.
The General tab is where the Vendor information and other Vendor settings can be managed.
1) Name - This is the common name that the Vendor is referred to within your Organization
2) Number - This is an open text field that can be populated with the Vendor Number, or any other value that could be used for sorting purposes
3) Primary Contact - The Primary Contact for this Vendor. Click here for more information on Creating Contacts
- Note: This field is required for Vendors who will be paid using R365 Payments. Click here to learn more about R365 Payments
4) Contact Information - The Contact Information for the Vendor. The Address information will be displayed on Printed Checks for mailing purposes and are required for Vendors who will be paid using R365 Payments. Click here to learn more about R365 Payments
- Note: Ensure that the zip code does not include a four digit extension and that no special characters are used in the address fields (.,:;#@-*). When using R365 Payments, the payments will auto-fail if they contain either of these errors
5) Payment Terms - If the Vendor has specific Payment Terms, you can select them in this drop-down. Click here for more information on Payment Terms
6) Terms Discount Account - For Payment Terms that result in a discount, specify the GL Account where the discounts will post
7) Inactive checkbox - In the event that your organization drops a Vendor after recording transactions with that Vendor, you will not be able to Delete the Vendor Record. You can flag the Vendor as Inactive by checking this checkbox and the Vendor will no longer appear in any 'Select Vendor' drop-downs in the system
8) Comment - The Vendor Comment box is an open text field and can be used for any purpose. The values in this comment box will appear and be sortable on the Vendor List view in Restaurant365
9) Payment Hold - This checkbox will put this entire Vendor on hold from being paid.
- Note: Once this has been checked, the following will occur:
- Payment / Check Run - Any Invoices, even if they are due, will not be displayed until the hold has been removed
- Manual Payment - The Vendor will not appear in the Vendor listing in a manual payment
- Payment / Check Run - Any Invoices, even if they are due, will not be displayed until the hold has been removed
Vendor Additional Info Tab
On the 'Vendor Additional Info' tab, Users can enter in Payment, 1099, and ACH related information for the Vendor.
1) Check Name - The Vendor Name as it will appear when printed on a Check from within Restaurant365. This will be auto-populated based on the name written in the 'General' tab
- Note: If a User wants to change the name of this Vendor after it was previously created and Saved, a Warning will pop-up and ask if the Vendor Name should match the Payment Name, as shown in the image below
- Yes - Update the Payment Name - This option will update the Vendor Name for you, but it will not update the 1099 Vendor Name, as noted in the 'Note' at the bottom of this window. If this name also needs to be changed, this will have to be manually updated
- Cancel - This option will only update the name of the Vendor
2) Entry - Two choices will be available in this drop-down. If entering invoices for this Vendor by GL Accounts, select ‘By Account’. If entering invoices for this Vendor by Item, select ‘By Item’. The majority of Vendors will be invoiced by Account while Food & Beverage Vendors will likely be invoiced by Item. This option will change the Invoice Entry grid upon selecting the Vendor in the Select Vendor drop-down, as displayed below:
- By Account - Upon selecting a Vendor with Entry By Account, the Invoice grid will allow the User to select specific GL Accounts on the Invoice
- By Item - Upon selecting a Vendor with Entry By Item, the Invoice grid will allow the user to select the Vendor Items specific to the Vendor Selected, as well as all Purchased Items (non-specific Items in the System) on the Invoice
3) Default Check Memo - To have a specific Check Memo populate in the Check Memo field whenever a payment is generated in the Check Run for this Vendor, enter that value here (i.e., Rent Payment)
- R365 Payments - The Vendor is paid through R365 Payments. The field will auto-populate to this option on new Vendor records when R365 Payments is enabled
- ACH - ACH represents ACH Push where a file containing ACH Stubs will be produced at the conclusion of the payment. ACH Push requires that the Vendor provides a Bank Account number, Routing Number, and Account Type so that ACH Stubs can be authored to the direct Bank Account of the Vendor. Most Users will not use ACH Push and are most likely using ACH Pull, where an Authorization has been granted to a Vendor to automatically withdrawal funds via ACH. If this is the case for your Vendor, choose the 'Auto-Direct Debit' option. No physical checks. Click here for more information on Setting up ACH Vendors
- Check - Allows the User to print a physical check to pay the Vendor
- Auto-Direct Debit - The Vendor automatically withdrawals payments from a Bank Account. This option works in conjunction with the Auto-pay feature
- Credit Card - The Vendor is paid via Credit Card. This option works in conjunction with the Auto-pay feature and does not allow physical checks
5) Last Payment Method - This field will only appear when the Vendor has 'R365 Payments' selected for the Payment Method (#4). This field will display the R365 Payment Type used in the previous transaction. Transaction Types include:
- Check (all initial payments are made via check)
6) Entry Instructions - The detailed Entry Instructions for the Vendor that will appear during AP Invoice Entry (when saved on the Vendor record), as shown below:
7) Vendor Group - A listing of Vendor Groups for the Vendor. If a Vendor needs to be added, the User can create a Vendor via Quick-Add. On the Check Run, Invoices that are available to be paid can be filtered by Vendor Group
8) Bank Account Type - (Used only when Payment Type = ACH) - The type of Bank Account used for ACH processing for this Vendor
9) Bank Account Number - (Used only when Payment Type = ACH) - The Vendor's bank account number that payments will be sent to via ACH
10) Routing Number - (Used only when Payment Type = ACH) - The Vendor's routing number that payments will be sent to via ACH
11) Payment Per Invoice - Check this box if this Vendor needs a separate AP Payment record for each Payment created. On a Check Run, when multiple AP Invoices are paid for the same Vendor, a single AP Payment will be created that lists each AP Invoice. By Checking this box, a separate AP Payment and Check will be created for each Payment
12) Vendor Priority - The Priority Status assigned to this Vendor, which will in turn update the priority field on the AP Invoice. This can assist in identifying and prioritizing the payments on a check run that should be processed first so that cash flow is maximized. The Vendor Priority will also follow the Vendor on a duplicated or memorized transaction. This is an optional field that includes the following priority statuses:
13) Exclude From R365 Payments - This checkbox will only appear when R365 Payments is enabled for your Organization. When checked, this will exclude this Vendor from R365 Payments. Doing so will also remove the requirement to complete certain fields for R365 Payments on the 'General' tab
14) Short Pay checkbox - This setting has specific uses for the restaurant industry and is used to control the way certain Vendors handle Credits and shortages on deliveries. A ‘Short Pay’ Vendor is one who only requires payment for goods and services actually delivered. This is likely most of your vendors.
- Smaller food suppliers, such as local produce suppliers, only expect to be paid for goods delivered. For example: if an order was placed for 7 Cases of Tomatoes and the delivery arrived with only 6 Cases of Tomatoes, the person receiving would mark the difference on the invoice given to them by the delivery person. A Short Pay vendors would expect payment for the 6 Cases of Tomatoes that had been delivered. The fact that the original invoice showed 7 Cases is irrelevant, as only 6 were delivered. Mark Short Pay as Yes for these vendors (Check the box).
- Larger food suppliers, such as Sysco, will require that you pay for what was ordered, not what was actually received. This creates the additional step for you to request a credit from them for anything not received. Restaurant365 makes this process easy, but the first step is setting up the vendor with the proper ‘Short Pay’ setting. For these vendors, be sure to mark Short Pay as ‘No’ (Leave the box unchecked). Click here for more information on Entering Invoices At Corporate
15) Default Expense Account - In specifying a Default Expense Account, when entering in Invoices for this Vendor, the Expense Account field will populate with this Account upon selecting the Vendor. The value is not locked and can be changed as needed on the Invoice Screen
16) Use Tax checkbox - Checking this box marks this as a Use Tax Vendor. This doesn't change how AP transactions process, but it can be referenced on some reports such as Purchases by Vendor or in Business Analytics (Ad Hoc Reports) to see totals for Use Tax Vendors only
17) Items Available on Invoice - For Vendors that have Vendor Items in Restaurant365, the Items available to select when entering Invoices for the vendor can be determined using this field. The options include the following:
- All Items - All Purchased Items, as well as Vendor Items specific to the Vendor would populate the Item list on the AP/AR invoice screen. This is the default setting for all Vendors
- Vendor Items Only - Only Vendor Items for the Vendor would populate the Item list on the AP/AR invoice screen. This would limit the selectable items to only the Vendor Items of the selected Vendor
18) Available To Managers – If checked, Restaurant Managers will be able to create transactions for this Vendor. If unchecked, Restaurant Mangers will not be able to create transactions for this Vendor, but will be able to see transactions involving this Vendor in their ‘AP Transactions’ list
19) PO File Format - The file format that Purchase Orders will be exported in for this Vendor. Options include:
20) Fintech Integration Credit Processing - If a Customer of Fintech, this selection enables the User to select how R365 will process refunds from Fintech. There are two options to choose from:
- Credit - Create a Credit Memo - This will create a Credit Memo to document this refund. This is the default option
- Refund - Create Bank Entry- This will insert a line item called 'Fintech Refund' on the negative invoice and will have Undeposited Funds or a bank account assigned to it to record the refund. Once mapped, the GL Account can be updated
Open Transactions Tab
Any Open Transactions associated with the Vendor will appear in this list view. Transactions that are past due or within ten days of being due will be marked as 'Past Due' or 'Due Soon', respectively, next to the due date.
All Transactions Tab
All transactions associated with this Vendor will appear in this list.
Any Contacts associated with the Vendor will appear in this list.
By default Vendors are accessible to All Locations, but Vendors can be limited to specific Locations as well. This means that if a Vendor is limited to specific locations, then that Vendor will only be available for transactions of the specified Vendor Locations (where the selected transaction header Location is set as one of the Vendor's Locations). Vendor Location Numbers can also be added for each Location as needed. These Location Numbers are used for EDI Vendor Integrations
- On the Vendor form, click the Location tab (screenshot above).
- By default the 'Available/Same All Locations' checkbox will be checked and the Location table will be hidden (meaning that this Vendor can be accessed by all Locations).
- To assign specific locations, uncheck 'Available/Same All Locations' and the Location selector and grid will appear.
- Choose a Location you want this Vendor to be accessible to in the 'Select Location' lookup field and click 'Add' to add that Location to the Locations table.
- Add the Location Specific 'Email' (used for Purchase Orders) and 'Vendor Location Number' (used for EDI Vendor Integrations) as needed.
- Continue these steps until all desired Locations have been added.
- Note: Ensure that all Vendors (even Vendors that will not be used in Purchase Orders or EDI Vendor Integrations) that will use this Vendor for AP Invoices / AP Credit Memos are added to this table, otherwise they will not be able to use or select this vendor during invoice entry
- Save the Vendor record.
The '1099' tab is where all 1099 information is configured for the Vendor. To learn how to update this information after it is initially saved, view how to Update 1099 Vendor Types.
1) Name - This is the common name that the Vendor is referred to within your Organization. This will be auto-populated based on the name written in the 'General' tab and will be displayed as read-only
2) Check Name - This is the name used to print on a check. This will be auto-populated based on the name written in the 'General' tab and will be displayed as read-only
3) Exclude when processing 1099s - When checked, this will not include the Vendor during 1099 processing
4) Company - If the 1099 Vendor Type is a company, select this option. When selected, the following fields will appear:
- 1099 Company Name - The name that matches the Tax ID - EIN
- Tax ID - EIN - This Tax ID for the Vendor, which may be the EIN (Employer Identification Number). The formatting for this field is: ##-#######
5) Individual - If the 1099 Vendor Type is an individual, select this option. When selected the following fields will appear:
- 1099 Name - The name that matches the SSN/TIN
- Tax ID - SSN/TIN- The Tax ID for the individual, which is formatted as: ###-##-####
- Note: All but the last four digits will be masked for security purposes. Full Access and Users with the View Vendor Tax ID Secondary Security Role will be able to view SSNs unmasked
Transaction Entry Options
6) Active - These checkboxes mark the corresponding form as 'Active', or in use, for the Vendor
- Note: Marking a form as 'Inactive' will update all Unapproved transactions that use this form and box to the next defaulted form/box. If no other forms are active, the 1099 information will be removed from those transactions
7) Default - The default form for the Vendor, which will appear on the data entry screen (AP Transactions). Only one form can be marked as the default form, and if the default form is marked as 'Inactive', then the first active form will be set as the default
- Note: The default form can be updated at any time
8) Form - The available 1099 forms for the Vendor, which include:
- 1099-MISC - Miscellaneous Income
- 1099-NEC - Nonemployee Compensation
- 1099-INT - Interest Income
9) Box - A default box selection will need to be made for the form(s) selected. Options include:
- 1099-MISC- Miscellaneous Income
- 1 - Rents
- 2 - Royalties
- 3 - Other Income
- 4 - Federal Tax Withheld
- 5 - Fishing Boat Proceeds
- 6 - Medical Payments
- 7 - Direct Sales
- 8 - Substitute Payments
- 9 - Crop Insurance Proceeds
- 10 - Proceeds to an Attorney
- 12 - Section 409A Deferrals
- 13 - Excess Golden Parachute
- 14 - Non qualified Deferral Comp
- 15 - State Tax Withheld
- Pre-2020 Box 7: Nonemployee Compensation
- Pre-2020 Box 9: Direct Sales
- Pre-2020 Box 10: Crop Insurance Proceeds
- Pre-2020 Box 14: Gross Proceeds to Attorney
- 1099-NEC- Nonemployee Compensation
- 1 - Nonemployee Compensation
- 4 - Federal Tax Withheld
- 5 - State Tax Withheld
- 1099-INT- Interest Income
- 1 - Interest Income
- 2 - Early Withdrawal Penalty
- 3 - Interest on US Bonds
- 4 - Federal Tax Withheld
- 5 - Investment Expenses
- 6 - Foreign Tax Paid
- 8 - Tax-Exempt Interest
- 9 - Activity Bond Interest
- 10 - Market Discount
- 11 - Bond Premium
- 12 - Bond Premium Treasury
- 13 - Bond Premium Tax Exempt
10) Allow Box Override - When checked, this allows the User to select a box other than the one selected on the Vendor record when entering transactions
For more information on 1099, view the 1099 Setup and Maintenance training article.
GL Accounts Tab
The 'GL Accounts' tab will only appear for Users with either the Accounting Manager or Accounting Clerk Primary Security Role. This tab allows Accounting Admin Users to map GL Accounts in R365 to the GL Account numbers provided by the Vendor. Only Vendors who utilize DataPass need to have their GL Accounts mapped. Mapping these accounts will then automatically set up AP Invoices brought in through FTP as 'Entry by Account' in R365.
- Note: If no mappings are found for a GL Account, an error will occur. Users will then need to set up the necessary mappings so that data can be imported.
To map GL Accounts, Users with the necessary security access should navigate to this tab, select the desired GL Account in R365, and then enter in the Vendor's GL Account number for that selected GL Account. Click 'Add' to include the account mapping for this Vendor. After adding all necessary mappings, ensure to save the Vendor record.
Some Vendors may have contracts or buying agreements. These and any other Vendor specific documents you wish to keep readily accessible can be added to the Vendor Record in Restaurant365. Do this by clicking on the ‘Upload File’ button found on each tab. Click here for more information on Uploading Files.