Vendor Entry

Top  Previous  Next

A vendor is an individual or company providing a product or service.  The Vendor Entry [apven] program is used to find, modify and delete unused vendor records.  This screen allows you to set up a vendor record for each vendor you plan to do business with during production.  The data you enter in the Vendor Entry [apven] screen can be changed at any time except the Vendor ID Number and Vendor Name once a check has been processed.  Please note a vendor can not be deleted once it has been used in PSL3.

 

Open:

 

To access the Vendor Entry [apven] screen, click the 'Setup', 'A/P' or 'P/C' modules from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

Vendor Information:

 

Vendor ID - Identification code for a vendor (or for an employee who will receive Petty Cash Advances) which can hold up to six characters (depending on your studio).  Press the F4 Key or select the 'Add' icon located on the toolbar to generate the next numerical Vendor ID Number.  You can also manually enter a unique Vendor ID with a combination of alpha/numeric characters to represent the new vendor.  Then press the Enter Key.  PSL3 asks, "That Vendor is not in the database.  Would you like to add it?".  Select 'Yes'.  If you manually enter a Vendor ID Number of less than six characters, PSL3 automatically zero-pads the number.  For example, if you enter '13' as the Vendor ID Number, PSL3 adds zeroes in front of the number as follows: 000013. To see if the vendor already exists in PSL3, press the F2 Key or right click in the Vendor ID field.  Once the list of vendors appears, you can scroll through to find the vendor or click on the column headers: Vendor, Name or City to sort alphabetically or numerically.

 

Vendor Name - Name of the vendor (or employee who will receive Petty Cash Advances).  Enter a unique Vendor Name of up to 30 alpha/numeric characters.  It is best to be consistent in style when entering Vendor Names.  Commonly, names are entered in ALL CAPS.  If the vendor is a person, the last name is entered first, followed by a back slash and then the first name.  You can enter a middle initial after the first name but enter a space before the middle initial.  The Vendor Name format is as follows: SMITH\JOHN D.  The same format is the same for company names as well: PRODUCTION COMPANY\THE. To see if the vendor already exists in PSL3, type the wildcard character using the asterisk (*) in the Vendor Name field.  For example, if you want to see if vendor John Smith exists, you would type *John* or *Smith* and press the F7 Key or select the 'Find' icon located on the toolbar.  PSL3 displays how many records for that criteria exist by selecting the 'Arrow' icons (First, Prior, Next and Last) located on the toolbar or by pressing the 'Page Up' or 'Page Down' Keys until you find the vendor needed.

 

 

WARNING:

 

Please be advised Vendor Names use the back slash (\) not forward slash (/) sign to separate the Last and First name.

 

 

Note

NOTE:

 

After a check is written for a vendor, the Vendor Name can not be changed.  Please email a request to support@castandcrew.com to turn this feature off.

 

If you need to change the name of a vendor, please email a request to support@castandcrew.com with what you would like it to read.

 

 

 

Vendor Contact Information:

 

Enter the vendor or employee's Address, City, State, Zip, Country, Contact, Phone #, Fax # and Email if applicable.

 

 

Tax ID Information:

 

Tax ID # - Nine-digit Tax Identification Number, usually beginning with '95-'.  If the vendor is a person, enter his or her Social Security Number (SSN).  If the vendor is a business/company, enter the Employer Identification Number (EIN).

 

Tin Type - Taxpayer Identification Number Type. Press the F2 Key or right click to view and select the Tin Type options along with their descriptions which are as follows:

 

 

Tin type

 

 

1099 Type - 1099 Type associated with this vendor or employee.  The 1099 Code selected defaults in transaction distribution lines for this vendor or employee, but can be overridden.  Press the F2 Key or right click to view and select the 1099 Type options along with their descriptions which are as follows:

 

 

1099 types

 

 

W9 on File - Indicate if a W9 is on file for this vendor or employee.  The default is 'N' for No.

 

 

Terms:

 

Terms - Description of the vendor's or employee's payment terms (e.g., Net 30; Net on Receipt, etc.).  Enter a free-form description of up to 15 alpha/numeric characters of how soon after the invoice date the vendor expects to be paid and if there are any discounts.  Please note entering data here has no effect on an A/P Entry [apte] transaction as no discounts are computed based on the data entered in this field.
Due Days - Number of days from the invoice date until the invoice is due.  Enter the Due Days here, if any.  Please note if you enter a number in this field, the Invoice Due Date field defaults in A/P Entry [apte] when entering a new invoice.  The Invoice Due Date equals the Invoice Date + Due Days.

 

 

Other Information:

 

Comment - Free-form field to input any additional comments regarding the vendor which can hold up to 30 alpha/numeric characters.
Petty Cash - Check mark this option if this vendor or employee will be using Petty Cash.  Once check marked, the P/C Advance Account field becomes accessible to input the account number.
Status/Inactive - Check mark this option if you would like to mark the vendor or employee inactive in the database.  If the Inactive field is check marked, PSL3 blocks all users from using the vendor in the transaction entry screens.

                         

 

Note

NOTE:

 

If your database has duplicate vendor records, you can check mark the Inactive field for one of the vendors or email a request to support@castandcrew.com for a Vendor Merge.  Please specify which Vendor ID Number you would like to remain in PSL3.

 

 

 

Defaults:

 

Currency Code - Currency Code representing the currency in which this vendor is normally paid.  To add a new currency, use the Currency Code Entry [sucur] screen located in the 'Setup' module.

 

Default Account - Expense Account Number most often used when you enter invoices for this vendor.  The Default Account selected automatically defaults in the transaction distribution lines for this vendor, but you can override it. Press the F2 Key or right click to select the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the Vendor Entry [apven] screen.

 

P/C Advance Account - Petty Cash Advance Account Number that automatically defaults in the P/C Entry [pcent] distribution lines for this vendor. Press the F2 Key or right click to select the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the Vendor Entry [apven] screen. Please note this field only becomes accessible when the Petty Cash field above is check marked.

 

Tin Name - Official name of the Tax ID holder if different from the Vendor Name field.  The TIN Name is used as the primary name for 1099 reporting purposes and the Vendor Name is used as the secondary name.  Please note if the Vendor Name and Tin Name are the same, leave this field blank.

 

State Worked -  State the vendor or employee is currently employed for 1099 reporting purposes.

 

 

ICR 1099 Information:

 

First Name / MI / Last Name - Enter in how you would like the name to read for 1099 Independent Contracting Reporting purposes.

 

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To delete an unused vendor record, place your cursor in any field within the screen and press the F10 Key or select the 'Delete' icon .  Red strike-through lines appear which are deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.