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.
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. |
Overview
This Tab contains the address information of the vendor.
Address Tab screen Fields
| Field | Description |
| Is Main | If checked, indicates that this address is the vendor’s main address. |
| Region | The region in which the address is located. |
| Country | Country of the address. |
| Address Type | The type of address being input; is either, “Unknown”, “Home”, or “Work”. |
| Address | The actual address of the vendor. |
| Zip Code | The zip code of the vendor’s address. |
Overview
The Contact Tab is used to contain a vendor’s contact information.
Contact Tab screen Fields
| Field | Description |
| Is Main | If checked, indicates that this contact is the vendor’s main contact. |
| Contact Type | The type of contact being input is either, “Electronic Mail”, “Fax”, “Mobile Phone”, “Pager”, “Phone”, “Web Site”. |
| Contact Location Type | The location of the contact type is either, “Home”, “Unknown” or “Work”. |
| Contact Value | The actual contact information for the vendor, based on the Contact Type and Location Type selected. |
| Description | Explanatory notes about the vendor’s contact information. |
Overview
The Vendor Tax Information Tab is used to manage the tax information associated with the vendor.
Vendor Tax Information Screen Fields
| Fields | Description |
| Tax | It holds the tax id applicable for the vendor. |
| Registration Number | Registration number of the tax. |
| Exempt | Check the checkbox if any exemption on taxes are there. By default, unchecked. |
| Active | Indicates if it is active or not. By default, checked. |
| Observation | Explanatory notes about the vendor’s tax information. |
Overview
Business Type entity contains the catalogue of Business Types in order to classify Vendors. For example: Construction, Electrical, Energy, Food, etc.
A collection of one or more Business Types can be assigned to a Vendor.
Navigation
Admin ► Common Entities ► Vendors ► Business Types
Business Type screen Fields
Field | Description |
Code | Unique identification number describing the Business Type. |
Active | If false, the Business Type cannot be used anymore and it would be there for reference purpose only. |
Abbreviation | Short form of the Business Type. |
Description | Description of the Business Type. |
Overview
A Performance Rating is an evaluation of the past performance of a supplier. Vendor's rating is dependent on the pefromance of the vendor at various stages of process with the Government such as contract, procurement process, etc. This screen contains the different ratings to measure the performance within the system.
Navigation
Admin ► Common Entities ► Vendors ► Performance Rating
Performance Rating screen Fields
| Field | Description |
| ID | Unique auto-generated numeric code for performance rating. |
| Active | If unchecked, the Performance Rating cannot be used in new transactions and would be available for reference purose only. |
| Abbreviation | Shortened form of a specific Performance Rating. |
| Description | Short description of the Performance Rating. |
| Rating Value | Unique rating value. For example: Excellent is 5, and Bad is 1. This number is limited by the General Parameter Maximum Vendor Rating Value. (see Parameters > Procurement > Other Parameters) |
Overview
Vendor catalog Report consists of the list of vendors associated with the government. This includes the details of the vendors including name, type, id etc.
Navigation
Admin ► Common Entities ► Vendors ► Reports ► Vendor List Reports
Vendor List Report screen Fields
Field | Description |
Report Type | User needs to select the type of report that can be either detail or summary. By default, it is Vendor List Summary report. |
Vendor | The Vendor ID representing the Vendor. |
Vendor Classification | The classification of the vendor. |
Country | The country to which the vendor belongs. |
Workflow Status | The status of the Vendor. It can be either approval requested, approved, created, rejected or verified. |
Active | This indicates whether the vendor is active or not. |
Tax Identification Number | The tax identification of the vendor. |
Passport Number | The passport number of the Vendor. |
| Business Registration Number | This indicates the business registration number of the vendor. |
| National Identity Card Number | This indicates the national identity number of the vendor. |
| Name | The name of the vendor. |
| Sort By | The sort by criteria of listing the report which can be vendor classification, tax number, vendor id or country etc. |
| Vendor Business Type Tab | Filter Vendor Business type, the user can filter by multiple Vendor Business Type |
| Regions Tab | Filter region, the user can filter by multiple regions. |
Overview
Set Aside entity contains the catalogue with Vendor Special Procurement Status. For example: Small Private Business, Aboriginal Business, etc. This entity is used when an organization requires doing a certain percentage of its business with a specific Vendor Set Aside.
Navigation
Admin ► Common Entities ► Vendors ► Set Asides
Set Aside screen Fields
Field | Description |
ID | Unique identification number describing the Set Aside. |
Active | If false, the Set Asides cannot be used anymore and it would be there for reference purpose only. |
Abbreviation | Short form of the Set Aside. |
Description | Description of the Set Aside. |
Overview
Vendor category allows to create various category for vendor.
Navigation
Admin ► Common Entities ► Vendors ► Vendor Category
Vendor Category screen Fields
| Fields | Description |
| Code | Unique identification number describing the Business Type. |
| Active | If false, the vendor category cannot be used anymore and it would be there for reference purpose only. |
| Abbreviation | Short information of Vendor External Status |
| Description | Full Description about vendor status. |
Overview
Vendor Classification allows creating various classification type for the vendor like Local Consultant, International Consultant etc.
Navigation
Admin ► Common Entities ► Vendors ► Vendor Classifications
Vendor Classification screen Fields
| Field | Description |
| Code | Unique identification number describing the Vendor Classification. |
| Active | If false, the Vendor Classification cannot be used anymore and it would be there for reference purposes. |
| Vendor Classification Type | Dropdown menu list shows available vendor classification type. |
| Name | A Short form of the Vendor Classification. |
| Description | Description of the Vendor Classification. |
Overview
Vendor Classification allows to create various classification type for vendor like Local Consultant, International Consultant etc. Customized classification for vendors, specifically for Nicaragua.
Navigation
Admin ► Common Entities ► Vendors ► Vendor Classification Type
Vendor Classification Type Status screen Fields
| Fields | Description |
| Code | Unique identification number describing the Vendor Classification Type. |
| Name | Short form of the Vendor Classification Type. |
| Description | Description of the Vendor Classification. |
| Active | If false, the Vendor Classification cannot be used anymore and it would be there for reference purposes. |
| Is National ID card | If checked True when a classification is by National ID card |
| Is Tax Identification Number | If checked True when the classification is by ax Identification Number. |
| Is Passport Number | Chech True when the classification is by passport number |
| Is Management Of RevolvingFund | If checked Management of Revolving Fund is available. |
| Is Project Management | If checked- Project Management is available. |
| Is Basic Services Management | If checked – Basic Service Management is available |
| Is Management Of Trips And Per Diem | If checked – Management of trips and per diem is available |
| Is Grants Management | If checked – Grants management is available. |
| Is Multi Vendors Management | If checkd multi vendor management is available. |
| Is Contract Management | If checked – Contract management is available. |
| Is Procurement | If checked Procurement is available. |
| Is Payroll Management | If checked Payroll management is available. |
| Vendor Profile | Vendor Profiles- Available values in drop down. Natural, Legal, Public Entity, Other. |
| Vendory Class Type | Dropdown menu list shows available vendor classification type. |
This feature keeps information about vendor economic activities.
Admin ► Common Entities ► Vendors ► Vendor Economic Activity
| Fields | Description |
| Code | A unique identification code for the vendor, system automatically generate. |
| Active | If false, the Vendor Economic Activity cannot be used anymore and it would be there for reference purpose only. |
| Vendor Economic Activity | Select Vendor Economic Activity in the available lookup |
| Abbreviation | Short form of the Vendor Economic Activity. |
| Description | Description of the Vendor Economic Activity. |
This feature represents the status of the Vendor Certificate. The values configured by the system.
Admin ► Common Entities ► Vendors ► Vendor external status
| Fields | Description |
| Code | A unique identification code for the vendor. |
| Active | If checked - Vendor is available to use in other entity. |
| Abbreviation | Short information of Vendor External Status |
| Description | Full Description about vendor status. |