The vendor record is where specific information related to a vendor resides in the system. Enter all necessary details as they pertain to each vendor. Vendors can also be organized into vendor groups for filtering purposes on the Payment Run screen.


Important Note: Once a vendor group has been created, it cannot be edited or deleted. Therefore, ensure that vendor names and groupings are accurate before creating a group.



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Navigation


To add a new vendor, 
  • Hover over the Vendor tab in the top ribbon and select New Vendor.
    The new vendor record opens in a new window.

To view or edit an existing vendor, 
  • In the Accounts Payables section of the left navigation pane, select Vendors
    The Vendors list opens.


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General tab

The General tab is where general vendor information and settings are managed.




FieldDescription
NameCommon name for the vendor.
NumberThe identification number used by your organization to reference the vendor or any other value used to sort or identify vendors.
Primary ContactThe primary contact for this vendor.

Note: This field is required for vendors who will be paid using R365 Payments. 
CommentAn open text field to be used for any purpose. The values in this comment box appear on the Vendor list and can be used to sort the list.
PhonePhone number for the primary contact.

Note: Phone numbers may contain numbers, dashes, parentheses, or spaces.
E-mailThe primary email address to which purchase orders are emailed.

Note: Only one email address can be entered here. Configure a list of email addresses on the Location tab to send purchase orders to all multiple recipients.
FaxFax number, if applicable.
Payment TermsPayment terms to be applied to the vendor.
Terms Discount AccountFor payment terms that result in a discount, specify the GL account to which the discounts post.
InactiveIf your organization no longer does business with a vendor but has recorded transactions, the vendor record cannot be deleted.
Flag the vendor as Inactive by selecting this checkbox. The vendor can no longer be selected in other areas of the software.
Payment HoldIf selected, the vendor is put on hold from being paid. Once this checkbox is selected, the following will occur:
  • Payment Run - Any invoices, even if they are due, are not available in to be paid until the hold is removed.
  • Manual Payment - The vendor does not appear in the vendor list when making a manual payment.
AddressMailing address for the vendor. Address information appears on printed checks for mailing purposes.

Note: If the vendor is paid using R365 Payments, this field is required, and only US states are accepted in the State field.

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.



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Vendor Additional Info tab

The Vendor Additional Info tab contains payment details for the vendor.




FieldDescription
Check NameThe vendor name as it appears when printed on a check from within Restaurant365. This field is automatically populated based on the Name field 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 message appears and asks if the Vendor Name should match the Payment Name, as shown in the image below.



  • Yes - Update the Payment Name - Both the Vendor Name and Payment Name are updated. The 1099 Vendor Name is unchanged, as noted at the bottom of the warning message. If the 1099 Vendor Name also needs to be changed, it must be updated manually.
  • Cancel - Only the Vendor Name is updated.
External Vendor IdentifierA reference number provided to your organization by the vendor that is used by the vendor to identify your organization.
EntryThe method by which invoices are entered into the software. The majority of vendors are invoiced by account while Food & Beverage vendors are often invoiced by item.
  • By Account - If invoices for this vendor are entered by GL account, select By Account. Upon selecting a vendor with Entry By Account, the invoice grid allows the user to select specific GL accounts on the invoice.
    • Note: For Restaurant Managers who need to enter invoices, the GL accounts must be made available to the managers. If the GL account is not available to the user, it does not appear as an option in the drop-down menu.



  • By Item - If invoices for this vendor are entered by item, select By Item. Upon selecting a vendor with Entry By Item, the invoice grid allows the user to select the vendor items specific to the vendor, as well as all purchased items (non-specific items in the system) on the invoice.
    • Note: If the vendor has been used on a purchase order or shopping list, the Entry method cannot be changed from By Item to By Account.

Default Check MemoEnter a check memo in the text field to automatically populate the Check Memo field when performing a payment run.
Payment MethodMethod by which the vendor will be paid when performing a payment run or when using Pay Bill features. Default: Check.
  • R365 Payments - The vendor is paid through R365 Payments. This is the default selection on new vendor records when R365 Payments is enabled.
    • Note: If selected, the Last Payment Method field appears and displays the payment type used in the previous transaction.
  • ACH - A file containing ACH stubs is produced at the conclusion of the payment. An 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 vendor's bank account. Click here for more information on setting up ACH payments.
    • Note: Most users do not use ACH push and are most likely using ACH pull, where an authorization is granted to a vendor to automatically withdrawal funds via ACH. If this is the case for your vendor, select Auto-Direct Debit. 
  • Check - Prints a physical check with which to pay the vendor. This is the default selection unless R365 Payments is enabled.
  • 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 by credit card. This option works in conjunction with the auto-pay feature
Entry InstructionsEnter detailed entry instructions to display when a user enters an invoice, as shown in the image below:
Vendor GroupVendor group to which the vendor is assigned.
Bank informationIf the Payment Method is ACH, enter the bank account information for the vendor, including:
  • Type - The type of bank account used for ACH processing for this vendor.
  • Account Number - Account number to which payments are sent. 
  • Routing Number - Routing number to which payments are sent. 
  • ACH remittance email - Email address to which confirmation of the ACH payment is sent.

Note: Only users with the following permission can edit this field:
  • Accounts Payable → Vendors  → Edit Vendor Bank Account information
 Payment Per InvoiceIf selected, the vendor needs a separate AP payment record for each payment created. On a payment run, when multiple invoices are paid for the same vendor, a single AP payment is created that lists each invoice. If selected, a separate AP payment and check are created for each payment.
Vendor PriorityThe priority status assigned to the vendor, which determines the priority field on the invoice. Vendor priorities assist in identifying and prioritizing the payments on a payment run that should be processed first to optimize cash flow.
Short PayThis 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 vendor 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. Select the Short Pay checkbox for this vendor.
  • Larger food suppliers, such as Sysco, 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, clear the Short Pay checkbox.
Default Expense AccountIf a Default Expense Account is selected, when entering in invoices for the vendor, the Expense Account field automatically populates with the selected default expense account. The value is not locked and can be changed as needed on the Invoice screen.
Use TaxSelect the checkbox to indicate that the vendor is a Use Tax vendor. Certain reports, such as Purchases by Vendor or Business Analytics (Ad Hoc Reports) can be configured to display totals for Use Tax vendors.
Items Available on InvoiceFor vendors with vendor items configured in Restaurant365, determine which items are available to select when entering invoices.
  • All Items - All purchased items and vendor items populate the Item list on the AP/AR Invoice screen. This is the default setting for all vendors.
    vendor-additional-info-all-items

  • Vendor Items Only - Only vendor items for the vendor populate the Item list on the AP/AR Invoice screen. This limits selectable items to only the vendor Items for the selected vendor.
    vendor-additional-info-vendor-items-only
Restricted Access - usageIf selected, Restaurant Managers cannot create transactions for this vendor but can view the transactions in the AP Transactions list.
 PO File FormatFile format used when exporting purchase orders. Options include:
  • .csv
  • .pdf
 Fintech Integration Credit ProcessingIf 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 - Create a credit memo to document the refund. This is the default option.
  • Refund - Create Bank Entry- Inserts a line item called Fintech Refund on the negative invoice and created undeposited funds or a bank account assigned to it to record the refund. Once mapped, the GL account can be updated.
Additional fields when R365 Payments is enabled
Click here for more information.



Exclude from R365 PaymentsIf selected, the vendor is excluded from R365 Payments. Selecting this checkbox removes the requirement to complete certain fields for R365 Payments on the General tab.
Additional fields when EDI Vendor Integration is enabled
Click here for more information.





Food Service DistributorThe food service distributor that receives the purchase order.

Note: Only the vendors listed in the Vendor Integration List are currently available for outbound EDI integration.
Distributor DivisionThe specific division of the company that will fulfill the order.

Note: If the selected food service distributor does not have any divisions, this field does not appear.



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Open Transactions Tab

Any open transactions associated with the vendor appear in this list view. Transactions that are past due or within ten days of being due are marked as Past Due or Due Soon, respectively, next to the due date.




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All Transactions Tab

All transactions associated with the vendor appear in this list.




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Contacts Tab

Any contacts associated with the vendor appear in this list.




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Locations Tab


By default, vendors are accessible to all locations, but if needed, vendors can be limited to specific locations. If a vendor is limited to specific locations, then the vendor is only available for transactions if the transaction location matches one of the vendor's locations.


Vendor location numbers can be added for each location, as needed, for use in EDI Vendor Integrations

Vendor account numbers can be printed on Check Remittances. 


Limiting a vendor to specified locations

 

  1. On the Vendor form, select the Location tab.
    By default, the Available/Same All Locations checkbox is selected and the Location table is hidden, meaning that this vendor can be accessed by all locations.
  2. To assign specific locations, uncheck Available/Same All Locations.
    The Location selector and Locations table appear.
  3. In the Select Location lookup field, enter the name of a location or select a location from the drop-down menu.
  4. Select Add to add the location to the table.
  5. Add the location-specific Email (used for Purchase Orders) and Vendor Location Number (used for EDI Vendor Integrations).
    • Note: Multiple email addresses can be configured by separating each email address with a semicolon ( ; ).
  6. Repeat these steps until all desired locations are added.
    • Note: Ensure that all locations (even locations 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.
  7. Save your changes.


Printing Vendor Account Number on Check Remittances



The vendor account number can be printed as part of check remittances:

  1.  Select the Print Vendor Account Number on remittance checkbox.
    • Note: This option only appears if the Available/Same All Locations option is unchecked.
  2. Enter the Vendor Account Number for each applicable location.
  3. Save your changes.
    When checks are printed, the vendor account number for the location will be printed as the customer number.


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1099 Tab

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, see Update 1099 Vendor Types.




FieldDescription
NameCommon name for the vendor.
This field is automatically populated based on the Name field in the General tab and is read-only.
Check NameThe vendor name as it appears when printed on a check from within Restaurant365. This field is automatically populated based on the Name field in the General tab and is read-only.
Exclude when processing 1099sIf selected, the vendor is excluded during 1099 processing.
1009 Type InformationSelect whether the vendor is a company or an individual. The following additional fields appear based on your selection:
  • Company- The following fields 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: ##-#######
  • Individual- The following fields 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: For security purposes, only the last 4 digits are visible. Users with the following Permission can view unmasked SSNs:
      • Accounts Payable → Vendors → Vies Vendor Tax IDs for Individuals
ActiveSelect the checkbox to 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 is removed from those transactions.
DefaultThe 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.
FormThe available 1099 forms for the vendor, which include:
  • 1099-MISC - Miscellaneous Income
  • 1099-NEC - Nonemployee Compensation
  • 1099-INT - Interest Income
BoxA 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
    • 14 - Excess Golden Parachute
    • 15 - Nonqualified Deferral Compensation
    • 16 - State Tax Withheld
    • Pre-2022 Box 13 - Excess Golden Parachute
    • Pre-2022 Box 14 - Non qualified Deferral Comp
    • Pre-2022 Box 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
Allow Box OverrideIf selected, the user can select a box other than the one selected on the vendor record when entering transactions.
Upload FileUpload a file to attach to the record.


For more information on 1099, view the 1099 Setup and Maintenance training article.



Multiple columns can be added to the vendors list in regards to 1099 information. To add a column, simply click the Show/Hide Columns selector and select the checkbox next to the desired columns. Click here to learn more about working with lists.


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GL Accounts Tab


This tab allows users to map GL accounts in R365 to the GL account numbers provided by the vendor. Only vendors who utilize DataPass need to have 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 occurs. Users must set up the necessary mappings so that data can be imported.



Users can map GL accounts in two ways:

  • Manually - 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. Select Add to include the account mapping for this vendor. After adding all necessary mappings, ensure to save the vendor record.
  • Import Tool - Users can enter in the desired GL accounts for a vendor using the Import Tool, which is efficient for adding a large number of GL accounts to a vendor record. To do this, navigate to the Import Tool, select Vendor GL Account Mapping for Options, and then select one of the following options in the Type field:
    • Create New - Use this when adding new GL accounts to a vendor record.
    • Update Existing - Use this when updating a vendor account number.


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Attachments


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.


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