Vendors

Overview

Vendor’s information is a commonly used group of information among different modules of the FreeBalance Accountability Platform such as Procurement, Purchasing, Assets, Treasury, Expenditures, etc. This allows centralized management of Vendor’s information in one place and useful way and avoids duplicated and ambiguous information.

FreeBalance Accountability Platform allows managing a full range of information about each Vendor such as Code, Name, Addresses, Performance Rating, Business Type, General Ledger Account (Coding Block), Contact Information, Annual Sales, Number of Employees, Default Currency, Preferred Language, and more.

Vendor’s information allows managing secondary groups of information such as List of Addresses, List of Contact Information, and List of Business Types. All of this information associated with each Vendor.

Navigation

Admin ► Common Entities ► Vendors ► Vendors

Vendors screen Fields and Tabs

Field	Description
Code	Unique identification code for the vendor.
Eligibility Status	Eligibility status of the vendor. Three Values are available- 1. Eligible. 2. On Hold. 3. Suspended
Name	Vendor name.
Short Name	Vendor short name.
Active	If checked - Vendor is active and can be used in transactions.
Number of Employees	Number of employees the vendor has.
Annual Sales	Annual sales of the vendor.
Establishment Year	First functional year of the vendor.
Created By	It shows the username of the vendor creator.
Created Date	It fetches the current system date during creation.
Approved By	Display the username of the approver.
Approved Date	It displays the system date when it got approved.
Overall Performance Rating	Average of the overall performance rating.
Has Local Representative	If checked - the vendor has a local representative.
Payee Classification	Defines the different classification of the Payee.
Vendor Classification	Defines the different classification of the vendor.
Vendor Classification Type	Defines the different classification type for the vendor.
Offset Code	Offset Coding Block.COA Group with attribute 'Budget Execution' equal to 'True'.
Bank Account	Vendor Banking Account
Treasury Bank Account	Default Treasury Bank Account to be used for a transaction. Reference to Treasury Bank Account Table.
Tax Identification Number	The tax identification number of the vendor. It is mandatory if the global parameter ‘Request Vendor Tax Identification Number’ is set to true.
Vendor Type	Identifies the business role that the vendor is associated with.
Preferred Language	Language as chosen.
Country	Country of the vendor.
Currency	Currency that the vendor uses.
Business Ownership Type	A list containing the different types of ownership available for the vendor.
Performance Rating	A list of descriptive options for the ability of the vendor.
Vendor Set Aside	Represents all vendors that have a special procurement status; for example, the organization may be required to do a certain percentage of its business with small private companies or with special interest groups.
Payment Term	The Payment Term that is applicable when dealing with this particular Vendor.The Payment Term that is applicable when dealing with this particular Vendor.
Payment Method	The specific Payment Method used to issue the payments for this Vendor, e.g. Cash, Check, Transfers, etc.
Payment Location	The service office for which the payments will be prepared for this Vendor.
Payment Mode	Indicates the transaction type or settlement method used for expense vouchers where the Vendor is the Beneficiary.
Handling Indicator	Allows the user to define an indicator for the Payment.
Internal/External	Choose External, Internal or N/A from the drop-down list.
National Identity Card	National Identity card number of the Vendor.
Passport Number	Passport Number of the Vendor.
Remarks	Vendor Business remarks.
Is Customer	If this is true the system will automatically create a customer based on the information in the vendor.
Customer	Contains the information of a person or company that used to do business with the Government.
Income Tax Registry	The Income-tax registration number for the Vendor.
Vendor Group	The Vendor Group field allows a user to specify the corporate group to which the vendor belongs (e.g. the vendor may actually be a division within a larger company).
Pay To	The Payment To field is used to identify a part of the organization to which payments are to be directed. This is especially useful where the Vendor is a subsidiary organization and all payments must go to its headquarters or parent organization. If this applies, the parent organization must be defined in the Vendor table before specifying it in this field.
Assignment	Assigned to Vendor Code. The Assignment Code is used for situations where payments must go to a third party rather than to the vendor. For example, a vendor may have taken out a loan against all of its receivables; consequently, all payments would be required to go directly to the vendor’s bank. This field is optional.
Income Tax Declaration Indicator	Vendor income tax declaration indicator. Tax indicator checkbox allows you to set a default tax status for expense vouchers that are associated with a particular vendor.
Income Tax Group	The Income Tax Group field allows a user to specify the group to which the Income Tax belongs to.
Intradepartmental Code	Vendor Intradepartmental code (Canada).
Geographic Code	Vendor Geographic location code.
Geographic Indicator	Indicate where the vendor is geographically located.
Business ID	Allows a user to enter more optional information about the vendor.
Interest Indicator	A user can choose to apply Interest charges to a vendor by selecting this box.
Interest Expenditure Account	(G/L Offset Code) indicates to which General Ledger control account an organization wishes to post this vendor's transactions.
Discount Applies	A user can choose to allow discounts to a particular vendor by selecting the Discount Indicator box. If it is marked as yes, the user will have to specify the Discount Income Account.
Discount Income Account	The Discount Income Account should be specified in the GL Offset Codes table and only then can you select that GL Offset Code in the Vendors table.
Employee	Information about employees. This is used when the vendor is also an employee of the organization.
Default Coding Block	This field is used as the default-coding block that an organization may want to associate with the vendor. This coding block will then default into the coding block line of any transaction when the vendor is selected.
Must Sync Supplier	If parameter SynchronizeVendorwithSupplier=TRUE, then DEFAULT=TRUE otherwise DEFAULT=FALSE
Supplier Number	This supplier number is used in an interface where Vendor is sent over to the financial system and Vendor code is different than supplier code.
External Tax System Status	This field is used to specify the vendor status linked to an external authority TAX system
External Tax System Date	Date and time when External TAX system status was changed in this entity.
Is TIN Number Exempt	This indicates if the Vendor is exempt to have a TIN whether validations to enforce a valid TIN is valid.
Is National	Identifies if the Vendor is local or foreign.
Address Tab	Contains the address information of the vendor.
Contact Tab	Contains the contact information of the vendor.
Vendor Business Types Tab	Lists the types of business associated with the vendor, (construction, computing, food, furniture, etc.) It will be a collection of one or many types of businesses assigned to a vendor.
Vendor Tax Information	The taxes applied to the vendor to be added to this tab.

v7 FreeBalance Help

FreeBalance Accountability Suite

Search

User login

Languages