Basic information about the vendor is entered on the General tab.
Vendor ID: (required)
Each vendor in your database must have a unique ID. If you enter an ID that already exists as a vendor, you will be prompted to enter a different vendor ID. You can use up to 65 alphanumeric characters to identify a vendor, but we recommend using shorter IDs as they are easier to use and remember. For example, a vendor named Chris Riley can be assigned a vendor ID of "CR". Some offices prefer using numeric Vendor IDs. To create a new vendor, click the New button. You must type the Vendor ID and can then <Tab> through the remainder of the screen to enter additional vendor information. After all required fields have a value, click Save to save the entry.
SSN:
The vendor's Social Security number. Masks can be set from Custom Labels Screen. The field size should not exceed 9 characters.
Role:
Enables you to define the vendor's organizational role. You can choose from Default, Billing, Managerial, Principal, and Time and Expense.
Company:
Name of the company to which the vendor belongs. Up to 95 characters for the name of the vendor's company.
Submit To:
Sets the default person to whom the time and expense entries made by the vendor would be submitted to when you click the submit button. The options available are Anyone, Client Manager, Project Manager, and Vendor Manager.
Salutation:
The vendor's salutation (for example, Mr., Mrs., Dr., etc.). You can select it from the drop-down list. The field size should not exceed 4 characters.
First Name: (required)
The vendor's first name. You can enter alphanumeric characters and hyphens. The field size should not exceed 45 characters.
MI:
The vendor's middle initial. The field size should not exceed 1 character.
Last Name: (required)
The vendor's last name. You can enter alphanumeric characters and hyphens. The field size should not exceed 45 characters.
Manager:
Similar to a project manager, you might want to designate a manager or supervisor to a vendor or a group of vendors. This helps in reviewing time and expense entries on a workgroup basis. This also implements better security access restrictions as BillQuick Online can allow only managers to access or approve time for their assigned vendors. Select an appropriate employee from the drop-down list for the vendor.
Title:
The vendor's job title. You can use the title as a filter to simplify reporting and data management. The field size should not exceed 30 characters.
Status:
Select the vendor status from the drop-down menu. The options are Active or Inactive.
If you change the vendor status to Inactive or Terminated, BillQuick Online prompts you to unmark that vendor as a Web User. Selecting Terminated or Inactive status also restricts the user to log into BillQuick Online.
Default Group:
This is the primary group to which the vendor belongs. It is used when a vendor is a member of multiple groups and is included in reports. In such cases, BillQuick Online displays the vendor under the default group. By default, all vendors are included in the All group.
Security:
Security setting for the vendor (only applicable if the vendor is designated as a BillQuick Online User). Security templates contain predefined permissions for accessing BillQuick Online functions, data and reports. Predefined settings include Billing Only, Default, Full Access, Manager Level Access, Principal, Time & Expense Only, and Time Entry Only. You can view the Custom option for those users whose security settings have been customized in BillQuick Online, Security screen.
Street 1/2:
Two fields are available to enter vendor's home street name, apartment number etc. The field size should not exceed 55 characters for each line.
City:
The vendor's city. The field size should not exceed 45 characters.
State:
The 3 letter abbreviated name of your vendor's state or province. State and Postal Code field labels and masks can be modified in Custom Labels. For example, the State field label can be changed to "Province".
Zip:
The vendor's zip code or postal code. Zip field mask or caption can be changed in Custom labels screen. The field size should not exceed 10 characters.
Country:
The vendor's country or region. The field size should not exceed 35 characters.
Phone:
The vendor's phone number. The mask for this field can be modified in Custom Labels screen. The field size should not exceed 25 characters.
Ext:
The vendor's phone extension. The field size should not exceed 5 characters.
Fax:
The vendor's fax number. The field size should not exceed 25 characters.
Mobile No:
The vendor's mobile number. The field size should not exceed 10 characters.
Email:
The vendor's email address. The field size should not exceed 75 characters.
Custom 1/2:
Custom fields holding up to 50 characters each describing unique vendor attributes. These custom textboxes enable you to record additional information about the vendor. The Custom 1 and Custom 2 labels can be changed in Custom labels screen.
Track Payments for 1099:
This option allows you to flag vendors that need the 1099 forms for the payments made to them.
Convert To Employee:
Click the link to convert the specific vendor to an employee.