Vendor Setup Field Definitions

Modified on Mon, 28 Oct at 8:45 AM

Vendor Setup

Additional Vendor Information

Parent Vendor #: Informational field to notate a parent company’s vendor number.
Parent Company: Parent Company’s name.
Old Name: Informational field to notate a previous name of a vendor.
Customer #: Informational field to notate the vendor’s customer number in Evolution.
Our Account # W/Vendor: Informational field to notate the dealers account number with the vendor.
Currency Type: for use outside of the US.

Additional Vendor Information

Payment Type: A drop-down menu to choose the vendor's preferred payment method, such as check, wire transfer, or credit card.
Phone # / Ext: The primary phone number for the vendor, along with an extension if applicable.
Phone 2 # / Fax #: An additional phone number and a fax number for the vendor.
Certificate of Insurance #: A field for entering the certificate of insurance (COI) number provided by the vendor, which may be required by the dealer.
Recv Date: The date on which the COI was received from the vendor.
Exp Date: The expiration date of the vendor’s COI.
Email Address: The vendor's email address for communication.
WWW Home Page: The vendor's website URL for reference or further contact.
Days Due (Terms): The payment terms the vendor sets, such as NET15 or NET30. If terms are based on a specific number of days, select the "Use Days Due" radio button and enter the days due.
Day of Month Due: If the vendor sets payment terms based on a specific day of the month (e.g., payment due on the 15th), select the "Use Day of the Month" radio button and specify the due day.

Additional Vendor Information

Tax Code: If applicable, select the appropriate tax code for the vendor.
Sole Proprietor: Checkbox to indicate that the vendor operates as a sole proprietor.
Last Reported: Displays the last time a 1099 was reported for the vendor.
Generate 1099?: Checkbox to indicate that a 1099 form needs to be generated for the vendor.
Fed ID: The vendor's Federal Tax Identification Number (EIN).
W-9: Checkbox to indicate if a W-9 form has been received from the vendor.
Social Security #: Use if applicable, primarily for sole proprietors.
Discount Days: If the vendor offers a discount for early payment within a certain number of days from the invoice date, enter the number of days here. *Ensure to check the "Allow Discounts" checkbox to activate.
Discount %: Enter the percentage discount offered by the vendor for early payments.
Days Of The Month: If the vendor offers a discount for paying the invoice on a specific day of the month, enter the day here. *Ensure to check the "Allow Discounts" checkbox to activate.
Discount % (Day of the Month): The percentage of discount offered for paying the invoice on the specified day of the month.
Check Memo Line: Any specific information that should appear on the memo line of checks sent to the vendor.
Blue *** Button: Clicking this button will generate or update the information on the check memo line.

Accounting Setup

Payables Account: Select the appropriate payables account associated with this vendor for managing outstanding amounts.
Expense Account: Select the correct expense account for this vendor. Once chosen, click the plus sign button to add the expense account to the list available for quick add in AP Invoice entry.
Private Comments: Any additional internal comments about the vendor can be added here. These comments will be visible in the Accounts Payable (AP) inquiry for this vendor but are not shared with the vendor.
Allocated Expense Account: This allows you to allocate expenses across multiple expense accounts. For each added account, specify a percentage to determine how expenses should be distributed.