A vendor record is necessary to keep track of what your church has paid out to various people, companies and organizations. Shepherd's Staff allows you to create a vendor record with a variety of different information to help you keep track of all the important details about your vendors.
- Vendor records can be added, edited, and deleted within the Vendors window. You can filter your vendors with both the type and filter drop lists
- The grid will show the Type, Name, Last Paid Date, E-mail address, Phone Number, Fax Number, Website, Address 1, 2, and 3, City, State, and Postal code, Customer number, Payment terms, if the vendor receives a 1099, if the vendor is a Minister of the Gospel, if the vendor is inactive, if there are any notes on the vendor, and internal Vendor ID number
- Click the "Add" button to add a new Vendor record.
Note: The only required fields for a vendor are Vendor Type and Name. All other fields are optional.
- In the window that appears, you'll first select what type of vendor you're adding. This will help in filtering your vendors in various areas of the Finance module. The vendor types are fixed and cannot be added to or edited.
- In the Name field, fill in the name of the vendor. If the "Member" Vendor type was selected, you'll see the Membership module button light up next to the "Name" field. You can click on this to select a person record from your Membership module. In the window that appears, select the person you'd like to link to, and then click "Link selected person". If you want to back out of this window, click "Do not link a person"
- If this is an inactive vendor you're adding for record keeping purposes, check the "Inactive?" box.
- Next, fill out the "Customer Number", "Tax ID", and "Discounts and ordering details" fields, if you have information you would like to include for this particular vendor.
- Next, you can select "Payment terms" if this is a vendor that has particular terms to receiving payments. There are 3 options by default: "COD" (Cash on Delivery), Net 10, and Net 30. If you'd like to add more, click inside the drop list, and you'll see a button to the left of the Payment terms drop list where you can add or remove options from the list.
- You can designate this vendor as a Minister of the Gospel by checking the "This vendor is a Minister of the Gospel" box, and you can designate this vendor as needing a 1099 at the end of the year by checking the "This vendor receives a Form 1099" box.
- Next, there are fields for the following pieces of contact information: Address (Lines 1, 2 and 3), City, State, Zip code, Country, E-mail, Web address, Phone, and Fax. Fill in as much as you have for the Vendor you're adding.
- If you want to go straight to the Vendor record to add additional information after saving this record, check the "Go to edit window after save" box.
- If there are any notes you want to add for this vendor, click the "Note" button, and you can add any notes you want for this vendor.
- If you're adding multiple vendor records consecutively, check the "Add multiple?" box.
- Note that if you choose Add multiple, and you've already checked "Go to edit window after save", it will go there for the last of the multiple vendors you add. You'll need to select the others if you have more to edit on their records as well.
- Click "Save" to add the new Vendor record.
To make changes to a vendor after the record has been added, you can edit the vendor record using the following steps:
- On the Vendors window, find the vendor you want to edit.
- Once you find the vendor, click on it to select it, and then click the "Edit" button at the bottom of the window.
- The vendor record window will appear. A summary of Vendor information will appear at the top of the window. Below that, there are multiple sections that can be edited. These sections can be expanded to fill in the information below
- Vendor information is the first section. This is where you can designate the Vendor type, as well as Name, Customer Number, Tax ID, Payment terms, Discounts and ordering details, Minister of the Gospel and 1099 form information. This is also where you can make a Vendor inactive.
- Contact information is the next section. Here you can designate Address (lines 1, 2 and 3), City, State, Zip code, Country, Phone, E-mail, Web address, and Fax.
- Ledger comes next. This section will list all transactions that this vendor has been listed on. You can view any of these transactions by clicking on the transaction and clicking "View". You can also by export this information to a spreadsheet or print a listing of these transactions by clicking "Export" or "Print" respectively.
- Preferred accounts is the next field. This section is where you can review the accounts that have been designated as "preferred" for a vendor. Preferred accounts will appear at the top of the list of accounts to select when entering transactions. Preferred accounts can only be deleted from this view, they are added when you use an account on a vendor in a transaction automatically.
- The next section is Additional contacts. This section is used to list off additional people you could reach out to for this vendor, such as specific employees at an organization or company. To add an Additional contact, click the "Add" button. A window will appear where you can add that contact's name, phone number, email address and a description. If there are multiple additional contacts to add, check the "Add multiple?" box. Click "Save" to save the additional contact. To delete an additional contact, click on their name on the grid, and then click "Delete'. To edit an Additional contact, click the additional contact you want to edit, and then click "Edit".
- Purchase orders is next. This section will show all purchase orders for this particular vendor. To view the details of a purchase order, click on the purchase order you wish to view, and then click the "View" button at the bottom of the grid. The list of purchase orders can be exported to a spreadsheet or you can print a listing of these purchase orders by clicking "Export" or "Print" respectively.
- The final section is the Summary section. This section will show, by year, the amount, number of payments and last payment date for each year. This list can be exported to a spreadsheet or you can print a list of these summaries by clicking "Export" or "Print" respectively.
- Click "Save" at the bottom of the window to save any changes you've made on this record.