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Contents of the Configure Vendor Settings Screen

Use the fields and options to configure the Configure Vendor Settings screen.

Auto-Assign Vendor

Field Description
Enable Auto-Assign

Select this check box if you want Costpoint to automatically assign vendor identifiers. Costpoint increments the rightmost group of digits by one when assigning vendor IDs. For example, if the last vendor ID is "94-0041," the next vendor ID is "94-0042."

Last Vendor

If you select the Enable Auto-Assign check box, you must enter a value in this field. Otherwise, this field is disabled.

Enter, or click to select, the last vendor ID in this field. When you set up this field, allow for the maximum number of vendors that you expect to enter. For example, if you expect to add 10,000 vendors, the last vendor ID should contain at least five digits, such as "00000."

Pay Vendor

Field Description
Allow Different Pay Vendor

Select this check box to allow the voucher vendor ID to be different from the pay vendor ID. This allows you to process third-party payments. For example, some of your vendors may have "factored" their receivables, meaning they may have assigned their receivables to a bank. Usually this is in exchange for payment from the bank first. They may then ask you to remit payment directly to their bank.

  • If you select this check box, you also have the option on the Manage Vendor screen to restrict making changes to the pay vendor ID at the voucher level.
  • If you do not want to allow third-party payments, clear this check box.
Admin Email Address

Enter the default email address of the entity assigned to manage this vendor's information. When a Supplier Portal user updates their information, notifications will be sent to the email address entered in this field.

To enter multiple addresses, use a semicolon (;) as a separator.

Default Account Descriptions

Field Description
A/P

Enter, or click to select, a valid Accounts Payable account description. This description defaults on the Default Expense Accounts subtask of the Manage Vendor screen when you set up a new vendor. If you use multiple accounts payable accounts, you can leave this field blank; however, there will be no account description filled in on the Defaults tab of the Manage Vendor screen and you must fill it in when you enter a new vendor.

Cash

Enter, or click to select, a valid cash account description. This description defaults on the Default Expense Accounts subtask of the Manage Vendors screen when you set up a new vendor. If you use multiple cash accounts, you can leave this field blank; however, there will be no account description filled in on the Defaults tab of the Manage Vendors screen and you must fill it in when you enter a new vendor.

Subcontractor Comparison Dates

If you use subcontractors in your business, they may be covered by insurance and/or bonds. Enter insurance and/or bonding coverage information on the Manage Subcontractor Insurance Types screen or the Manage Subcontractor Bond Types screen. Use the options in this group box to determine whether or not coverage was satisfactory.

If your company does not use subcontractors, ignore this group box.

Field Description
Invoice

If you select this option, Costpoint compares the insurance and/or bond coverage dates with the invoice date of the Accounts Payable voucher. If the subcontractor was not covered on the invoice date, a warning displays before payment of the invoice is allowed. This is the default setting.

Invoice Period of Performance

If you select this option, Costpoint compares the insurance and/or bond coverage dates with the invoice period of performance. If the subcontractor was not covered during this period, a warning displays before payment of the invoice is allowed.

Payment Selection

If you select this option, Costpoint compares the insurance and/or bond coverage dates with the date the voucher is selected for payment. If the subcontractor is not covered on the voucher selection date, a warning displays before payment of the invoice is allowed.

GovWin IQ Vendor Integration

Use this group box to adjust the GovWin IQ login account setting for GovWin IQ integration.

Field Description
Allow any GovWin IQ Login Account to run Import GovWin IQ Vendor Data for all login Accounts/Companies Select this check box to allow any GovWin IQ login account to run the Import GovWin IQ Vendor Data process for all Costpoint accounts or companies. When you select this check box, the Current Account and All Accounts options on the Import GovWin IQ Vendor Data screen are available for selection. Otherwise, only Current Account is enabled and selected by default.
GovWin IQ Login Account (Tenant ID) Use this field to enter the tenant ID that contains the login information that you will use for importing vendor data from GovWin IQ.

Vendor Linked to Employee Settings

Field Description
Add/Update Vendor on Add/Update of Employee
Select this check box to add or update the vendor information when an employee is added or updated.
Note: You can link a vendor to an employee by entering an ID in the Employee field on the Manage Vendors screen.
Update Vendor EFT Info on Update of Employee Bank Account
Select this check box to update the vendor's EFT information when the employee bank information is updated.
Note: You can link a vendor to an employee by entering an ID in the Employee field on the Manage Vendors screen.

Vendor ID

The fields in this group box are enabled when the Add/Update Vendor on Add/Update of Employee check box is selected.

Field Description
Use Employee ID

Select this check box to automatically assign the vendor ID using the employee ID. This check box is enabled when you select the Add/Update Vendor on Add/Update of Employee check box.

Add Prefix

Enter the vendor ID prefix if applicable.

Add Suffix

Enter the vendor ID suffix if any.

Note: The Add Prefix and Add Suffix fields accept both alphabetic and numeric characters. Use upper case for alphabetic characters. Special characters such as a dash (-) or pound sign (#), are not allowed.
Vendor Short Name - Middle Name Info Use this drop-down list to select the type of middle name information for the vendor short name. Options are:
  • None
  • Use Middle Name
  • Use Middle Initial
Vendor Short Name - Name Order Use this drop-down list to select the order for the vendor short name. Options are:
  • None
  • First/Middle/Last
  • Last/First/Middle

Other Vendor Defaults

Field Description
Location

Enter the location for vendors linked to employees.

Terms

Enter, or click to select, the payment terms to be used for vendors linked to employees.

Address Code

Enter the address code to use as the default payment address for vendors linked to employees.

Order Address

Use this drop-down to specify whether the address code is the same as the order address. Select Yes to indicate that the address code and order address are the same; otherwise, select No. The default is Yes.

Vendor Employee Settings

This group box is only enabled when you are licensed for Subcontractor Management.

Vendor Employee ID Options

Auto Assign Option

Field Description
Enable Auto-Assign

Select this check box for Costpoint to automatically assign the Vendor Employee ID using the system-generated Vendor Employee ID.

Costpoint increments the right most group of digits by one when assigning Vendor Employee IDs. For example, if the last Vendor Employee ID is VE-0051, the next Vendor Employee ID is VE-0052.

Supplier Portal Default Manager

Enter, or click to select, the default vendor employee manager for Supplier Portal.

Note: This field displays only if you are licensed for Subcontractor Management.
Last Vendor Employee ID

Enter, or click to select, the last Vendor Employee ID.

When you set up this field, allow for the maximum number of vendor employees that you expect to enter. For example, if you expect to add 10,000 vendor employees, the last vendor employee ID should contain at least five digits, such as 00000.

Time and Expense Defaults

Use this group box to set the Time and Expense defaults for vendor employees.

Note: This field displays only if you are licensed for Subcontractor Management.
Field Description
Work Schedule

Enter, or click to select, the default work schedule for vendor employees.

Timesheet Schedule

Enter the default timesheet schedule for vendor employees.

Timesheet Class

Enter, or click to select, the default timesheet class for vendor employees.

Expense Class

Enter the default expense class for vendor employees.

Detail Job Title

Enter, or click to select, the default detail job title for vendor employees.

This field is only enabled when you are licensed for Human Resources. If you are not licensed for Human Resources, this field is disabled and the system sets its value to SUBCTRDFLT.