A Vendor is a company or a person to whom payment is rendered. You must have vendor information set up prior to performing accounting functions (i.e. voucher entry, quick checks). The Vendor file contains a record for each vendor, and each of these records contains general and accounting information.

Adding a Vendor

To Add a Vendor to the System:

1. From the button bar, click Tools and select Vendors. The following screen appears:

2. Fill in the fields as required.*

3. Click on the Accounting Information tab to make additional selections for the vendor record.

4. Click Save to save the vendor in the system.

*Field Descriptions for Vendor Entry Screen:

GENERAL TAB

Code: One to ten-digit alphanumeric field. Although a combination of numbers or letters is allowed in the code, it must be unique. Orion will convert all letters to uppercase. If you want the system to auto assign a numeric code based on System Settings, click on the Auto Assign Code button.

Type: Identifies the Vendor as a person or a company

Company Name: The Vendor name as you would like it to appear on checks written to the vendor. Once you save the record, the vendor name as typed appears on checks and reports (i.e. Check Register). Values for this field are:

• Company – if the vendor is a business
• Person – if the vendor is an individual. Selecting Person activates the Full Name option allowing you to enter some optional information regarding the vendor (by clicking on the full name button).

Primary: Primary phone number, including area code, for the vendor.

Address: The vendor’s address, up to three lines (this information prints on Checks). Note: The first line should contain the address that must be printed on the Form 1099 (if the vendor is set up to receive one). 1099 forms restrict you to the number of address lines available.

Fax: Fax number (including area code) for the vendor

Reference: The account reference or account number for the vendor (if applicable)

City, State, Zip: City, state, zip code for the vendor (this information prints on checks) 

Inactive: Indicates whether the vendor is active or inactive

Usage Notes: Notes or supplemental information regarding the vendor

ACCOUNTING TAB

Terms: Terms code for the terms of purchase associated with this vendor.

Include Vendor Name on Billing Transactions? Indicates whether you want the vendor name to display on all client advance transactions created by vouchers for this vendor.

1099 Type: The type of Form 1099 to send to the vendor (typically set as 1099-Misc).

Tax ID: The vendor’s Federal Tax ID number. If you choose a 1099 Type other than None, this field is required in order to produce accurate information for the 1099.

Combine Multiple Vouchers on a Single Check? Allows you to print one check when multiple vouchers are selected to pay for the vendor. If you wish to print separate checks for each voucher, deselect this option. Note: The system defaults to combining multiple vouchers on one check

Include Accounting Code Description on Billing Transactions? Indicates whether you want the Accounting Code Description to display on all client advance transactions created by vouchers for this vendor.

Check Format: The printed check format for this vendor. Orion will automatically populate the field with the ID of the check format set up as the default in System Settings.

Default Bank: The bank code for which the majority of checks to this vendor will be written. Orion automatically populates the field with the Bank Code that has been designated as “Default Bank” in Bank Accounts.

Default Expense Account: The default General Ledger expense account that transactions for this vendor affect. This account should be the account you use the most when distributing vouchers entered for this vendor. When vouchers are entered, Orion will automatically populate the Account Number field with this account number. However, you can override it when necessary

Default Client Advance Code: This field applies to client-related transactions. When an expense is charged to a client, this code specifies a default CA or EX code. If the transaction is not client-related, this field should be left blank.