Entering Vendor Information

To enter vendor information, use the Vendor Control (VENDOR_CONTROL), Vendor Information (VNDR_ID), Provider/Vendor Table (PROVIDER_TABLE), Payee Table (GARNISH_PAYEE_TBL), and Payee Table USF (GVT_GARNISH_PAYEE) components.

These topics provide an overview of and discuss how to set up vendor setup pages.

Page Name

Definition Name

Usage

AP Vendor Control Page

VNDR_CNTRL

Identify the prefix assigned to the vendor in PeopleSoft Payables.

Vendor Information Page

VNDR_ID1

Enter basic vendor information.

Addresses Page

VNDR_ADDRESS

Enter a vendor's address information.

Alternate Names Page

VNDR_ADDR_ALTN

Enter any alternate name for use on payments.

Phone Information Page

VNDR_ADDR_PHN

Enter a vendor's phone information for addresses. You can enter more than one phone number per address.

Email Address Page

VNDR_ADDR_EMAILID

Enter a vendor's email address.

Locations Page

VNDR_LOC

Enter address and remittance information.

Bank Accounts Page

VNDR_BANK_ACCOUNT

Enter banking information for the vendor.

Bank Address Page

VNDR_BANK_ACCT2

Enter the bank's address information. The bank's Country defaults from the Bank Accounts page. The form of the address fields varies, depending on the country.

Phone Details Page

VNDR_BANK_ACCT3

Enter phone information for the bank.

Comments Page

VNDR_LOC_COMMENTS

Enter notes or comments about locations.

Payment Options Page

VNDR_PAY

Enter payment processing rules for the vendor location.

Contacts Page

VNDR_CNTCT

Enter a vendor's contact person. Enter more than one phone number if necessary.

Phone Information Page

VNDR_CNTCT_PHN

Enter a contact's telephone information.

Policy Information Page

VNDR_POLICY

Enter information about policies and whom to contact about them.

(USF) Garnishment Payee Table Page

GVT_GARN_PAYEE

Enter garnishment payee contact information for U.S. federal government.

(USF) GVT Employee Distribution Page

GVT_GARN_DIST_SEC

Enter garnishment payee distribution information for U.S. federal government.

To enter vendor information, complete the following pages:

  • AP Vendor Control

  • Vendor Information

  • Addresses

  • Locations

  • Contacts

  • Policy Information

AP Vendor Control

This is used only if you want PeopleSoft Payables to pay the vendor. It provides a mechanism for identifying the different types of vendors.

Vendor Information

This page creates the vendor code and identifies the name and type of vendor you are entering.

Addresses

This is a strictly address information and should not be confused with location. You can enter multiple addresses for the different sites a vendor might have.

Locations

A vendor location is not a physical address. It is a default set of rules, or attributes, which define how you conduct business with a particular vendor. A vendor's location comprises information such as payment terms, remittance information, bank account information, and so on. Although a location is not an address, it will reference addresses.

Your vendor may need only one location. If the vendor uses the same set of rules across its business, you can simply enter one location for your vendor, and you're ready to go. If, however, your vendor uses different sets of rules for different portions of its business (different branches, sites, or offices, for example) you can set up the vendor with multiple locations, each with its own unique set of business rules.

Contacts

This page is used to enter information about the people whom you contact on a regular basis. You can enter an unlimited number of vendor contacts and identify their roles so that you can easily determine whom you should contact if you have questions, or discern why a contact might want to talk to you, before you return their call.

Policy Information

Policy information is necessary for benefit providers. You will link this vendor and policy information using the Benefit Plan table in Base Benefits.

Use the AP Vendor Control page (VNDR_CNTRL) to identify the prefix assigned to the vendor in PeopleSoft Payables.

Navigation:

Set Up HCM > Product Related > Payroll for North America > AP-Vendors > Vendor Control > AP Vendor Control

This example illustrates the fields and controls on the AP Vendor Control page. You can find definitions for the fields and controls later on this page.

 AP Vendor Control page

Field or Control

Description

Use Auto-Numbering

PeopleSoft Payables has the option of using an autonumbering feature to assign IDs to new vendors.

HCM Vendor ID Prefix

If you selected the auto-numbering check box, enter a prefix that is used identify HCM vendors.

Use the Vendor Information page (VNDR_ID1) to enter basic vendor information.

Navigation:

  • Set Up HCM > Product Related > Payroll for North America > AP-Vendors > Vendor Information > Vendor Information

  • Set Up HCM > Product Related > Base Benefits > Plans and Providers > Providers/Vendors Table > Vendor Information > Vendor Information

  • Set Up HCM > Product Related > Payroll for North America > Garnishments > Payee Table > Vendor Information > Vendor Information

This example illustrates the fields and controls on the Vendor Information page. You can find definitions for the fields and controls later on this page.

 Vendor Information page

Field or Control

Description

Name 1

Enter the payee name as it should appear on the check.

HCM Class (HCM classification)

This field identifies the HCM classification used to create views so you see the appropriate vendors on the appropriate tables.

It is also used to identify tax and non-tax deductions when the system extracts deductions to create AP vouchers.

Available values are:

  • Credit Card Supplier (C)

  • General Deduction (D)

  • Garnishment Payee (G)

  • National Health Service Provider (H)

  • Industrial Insurance Board Provider (I)

  • Imp Partner Provider (M)

  • General Provider (P)

  • Tax Collector (T)

For benefit providers, select P for General Provider.

Status

For HCM vendors, select Approved. The other values are used by Payables.

Persistence

For HCM vendors, select Regular. The other values are used by Payables.

Use the Addresses page (VNDR_ADDRESS) to enter a vendor's address information.

Navigation:

  • Set Up HCM > Product Related > Payroll for North America > AP-Vendors > Vendor Information > Addresses

  • Set Up HCM > Product Related > Base Benefits > Plans and Providers > Providers/Vendors Table > Addresses

  • Set Up HCM > Product Related > Payroll for North America > Garnishments > Payee Table > Addresses

This example illustrates the fields and controls on the Vendor Information - Addresses page. You can find definitions for the fields and controls later on this page.

 Vendor Information - Addresses page

Field or Control

Description

Address Type

Enter the one or more addresses for the vendor.

If you are using PeopleSoft Payables at least one address should be the remittance address. This is the address that is used when creating payment vouchers.

Premium Payment and Remittance are the only valid address types for deduction recipients. If any other address type is displayed for this vendor, contact your Accounts Payable department.

Premium Payment generally applies to benefit deductions and Remittance applies to all other types of deductions including taxes.

Alternate Names

Click to enter any alternate name for user on payments on the Alternate Names Page.

Phone Number

Enter a vendor's phone information for addresses on the Phone Information page (VNDR_ADDR_PHN). You can enter more than one phone number per address.

Email Address

Enter a vendor's email address on the Email Address page (VNDR_ADDR_EMAILID).

Use the Alternate Names page (VNDR_ADDR_ALTN) to enter any alternate name for use on payments.

Navigation:

Click the Alternate Names link on the Vendor Information - Addresses page.

This example illustrates the fields and controls on the Alternate Names page. You can find definitions for the fields and controls later on this page.

 Alternate Names page

Field or Control

Description

Alternate Name 1 and Alternate Name 2

When the system generates payments for the location using this address, Payables needs to use a name different from the one entered on the Vendor Information page, enter the name here.

Use the Locations page (VNDR_LOC) to enter address and remittance information.

Navigation:

  • Set Up HCM > Product Related > Payroll for North America > AP-Vendors > Vendor Information > Locations

  • Set Up HCM > Product Related > Base Benefits > Plans and Providers > Providers/Vendors Table > Locations

  • Set Up HCM > Product Related > Payroll for North America > Garnishments > Payee Table > Locations

This example illustrates the fields and controls on the Vendor Information - Locations page. You can find definitions for the fields and controls later on this page.

 Vendor Information - Locations page

Field or Control

Description

Location

Enter an identifier for the location information you are entering. If more than one location is set up for the vendor, you can use the previous page and next page links on the Vendor Location bar to display information for the location in which you're interested.

Default

Select this check box if you want this location to automatically print on the vouchers for this vendor. Only one location can be selected as the default.

Remit Vendor

This is the information about the vendor to whom payments will be sent. You need to select the codes that identify the name of the vendor receiving the payments, vendor location, and address where the payment is sent.

Bank Accounts

Click this link to display the Bank Accounts page. Work with the Payroll department to set up this information.

Comments

Click this link to display the Comments page.

Payment Options

Click this link to display the Payment Options page. Work with the Payroll department to set up this information.

Use the Bank Accounts page (VNDR_BANK_ACCOUNT) to enter banking information for the vendor.

Navigation:

Click the Bank Accounts link on the Vendor Information - Locations page.

This example illustrates the fields and controls on the Bank Accounts page. You can find definitions for the fields and controls later on this page.

 Bank Accounts page

Field or Control

Description

Default

The Default check box is selected if this is the default bank account for the location. The default bank account is copied to each payment schedule for this vendor.

Bank ID Qual

Enter the country-specific numeric value by which the bank/counterparty is identified. This value controls how the bank/counterparty pages edit and display bank information.

Branch ID

Enter the branch ID for the bank, if appropriate.

Bank ID

Enter the ID for the bank.

Acct Type (account type)

Select the account type for the bank, for example, Bond, Checking Account, and Life Insurance.

Edit Account Number

Select to update the account number. This field appears together with the Account Nbr field, when the encryption process is run and the account number currently displayed belongs to a country that is specified on the Define Country for Encryption Page. When selected, the existing read-only number is cleared from the field for you to enter a new one.

Account Nbr (account number)

Enter the vendor's bank account number.

If data encryption is enabled and the encryption process is run for the VNDR_BANK_ACCT record, the account number is encrypted in the database if it belongs to a country that is specified on the Define Country for Encryption Page. Also, the account number appears as masked on this page. An exception to this is when the user is assigned the Bank Account Admin role, and this role is defined on the Grant Unmasked Access Page for the VNDR_BANK_ACCT record. In this case, the user sees the unmasked account number.

Understanding Data Encryption for Payroll for North America.

Check Digit

The check digit used by the bank.

DFI Qualifier

If you make automatic clearing house (ACH), wire, or EFT payments to this vendor location, this field should display the appropriate DFI Qualifier: The value determines the format for the DFI ID field.

  • Transit Number: The DFI ID is exactly 9 digits, plus check digit calculation.

  • Swift ID: The DFI ID is 8 or 11 characters; positions 5 and 6 must be a valid 2-character country code.

  • CHIPS ID: The DFI ID is 3 or 4 digits.

  • Canadian Bank Branch/Institute and Mutually Defined: No validation for DFI ID.

The DFI Qualifier determines the format of the bank's DFI ID.

DFI ID

The bank's DFI ID. The format is determined by the value displayed in the DFI Qualifier field.

Bank Address

Enter the bank address on the Bank Address page (VNDR_BANK_ACCT2).

Phone Details

Enter phone information on the Phone Details page (VNDR_BANK_ACCT3).

Use the Payment Options page (VNDR_PAY) to enter payment processing rules for the vendor location.

Navigation:

Click Payment Options on the Vendor Information - Locations page.

This example illustrates the fields and controls on the Payment Options page. You can find definitions for the fields and controls later on this page.

 Payment Options page

Payment Control

Field or Control

Description

Hold Payments

If this check box is selected, PeopleSoft Payables automatically places payments for this vendor on hold.

Separate Payment

If this check box is selected, PeopleSoft Payables creates a separate payment for each voucher, even if the system processes multiple vouchers for the vendor in the same pay cycle.

Bank

Field or Control

Description

Bank ID

The code for the bank from which you want to make payments for this vendor.

Bank Account

The account from which payments will be made to this vendor.

Payment Handling

Field or Control

Description

Flag

This field determines the payment handling instructions.

  • Default from Higher Level: The payment handling instructions for the vendor come from the control hierarchy.

  • Specify at this Level:  The payment handling instruction for the vendor appears in the Code field.

Code

If you select Specify at this Level in the Flag field, this field displays the payment handling instructions your accounts payable department follows when issuing payments for this vendor:

  • High Dollar Payment.

  • Internal Distribution.

  • Regular Payments.

  • Route to Purchasing.

Payment Method

Field or Control

Description

Flag

This field determines the payment method:

  • Default from Higher Level: The payment method for the vendor comes from the control hierarchy.

  • Specify at this Level: The payment method for the vendor appears in the Code field.

Code

If you select Specify at this Level in the Flag field, this field displays the payment method for this vendor:

  • Automated Clearing House.

  • Customer Initiated Draft.

  • Direct Debit.

  • Draft - Customer EFT.

  • Electronic Funds Transfer (EFT).

  • Giro - EFT.

  • Giro - Manual.

  • Letter of Credit.

  • Manual Check.

  • System Check.

  • Treasury Wire Flat File.

  • Vendor Initiated Draft.

  • Wire Report.

Use the Contacts page (VNDR_CNTCT) to enter a vendor's contact person.

Enter more than one phone number if necessary.

Navigation:

  • Set Up HCM > Product Related > Payroll for North America > AP-Vendors > Vendor Information > Contacts

  • Set Up HCM > Product Related > Base Benefits > Plans and Providers > Providers/Vendors Table > Contacts

  • Set Up HCM > Product Related > Payroll for North America > Garnishments > Payee Table > Contacts

This example illustrates the fields and controls on the Vendor Information - Contacts page. You can find definitions for the fields and controls later on this page.

 Vendor Information - Contacts page

Field or Control

Description

Sequence No (sequence number)

This number is automatically assigned to this contact.

Type

Select the type of contact.

Address

Select one of the addresses that you entered on the Addresses page.

URLID

Enter the contact's website address.

Phone Information

Click to enter phone information on the Phone Information page (VNDR_CNTCT_PHN).

Use the Policy Information page (VNDR_POLICY) to enter information about policies and whom to contact about them.

Navigation:

  • Set Up HCM > Product Related > Base Benefits > Plans and Providers > Providers/Vendors Table > Policy Information

  • Set Up HCM > Product Related > Payroll for North America > AP-Vendor > Vendor Information > Policy Information

This example illustrates the fields and controls on the Policy Information page. You can find definitions for the fields and controls later on this page.

 Policy Information page

Field or Control

Description

General Policy URL ID

Select the vendor's website address that provides general policy information.

Authorized Providers URL ID

Select the vendor's website address that contains a list of authorized participating providers

Sequence

Select a contact from the list of contacts that were entered on the Provider/Vendor Table - Contacts page. After you select the contact, the Contact Name automatically appears.

Use the Garnishment Payee Table page (GVT_GARN_PAYEE) to enter garnishment payee contact information for the U.S. federal government.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Garnishments > Payee Table USF > Garnishment Payee Table

This example illustrates the fields and controls on the Garnishment Payee Table page. You can find definitions for the fields and controls later on this page.

 Garnishment Payee Table page

Field or Control

Description

Distribution Information

Click this button to access the GVT Employee Distribution page.

Use the GVT Employee Distribution page (GVT_GARN_DIST_SEC) to enter garnishment payee distribution information for U.S. federal government.

Navigation:

Click the Distribution Information button on the Garnishment Payee Table page.

This example illustrates the fields and controls on the GVT Employee Distribution page. You can find definitions for the fields and controls later on this page.

 GVT Employee Distribution page

Enter the payment information.

Payment Information

Field or Control

Description

Payment Method

Values are:

Check

EFT

None

Electronic Funds Transfer Info

Enter the electronic funds transfer information. This section becomes editable when the selected payment method is EFT.

All fields are required in this section.

Field or Control

Description

Edit Account Number

Select to update the bank account number. This field appears when the encryption process has been run and the account number previously existed. When selected, the existing read-only account number is cleared from the field for you to enter a new one.

Account Number

Enter the bank account number.

If data encryption is enabled and the encryption process is run for the GVT_GARN_PAYEE record, the account number is encrypted in the database if it belongs to a country that is specified on the Define Country for Encryption Page. Also, the account number appears as masked on this page. An exception to this is when the user is assigned the Bank Account Admin role, and this role is defined on the Grant Unmasked Access Page for the GVT_GARN_PAYEE record. In this case, the user sees the unmasked account number.

Check Address Information

Enter the check address information. This section becomes editable when the selected payment method is Check or None.

All fields are required in this section for the Check payment method, except the Address 2 field.