Add Vendors

You can add a vendor from the Vendors list page, and when you create an invoice. If you don't see the ability to add a vendor, have your admin verify your permissions.

  1. From the Vendors list page, select Add .

  2. Enter the General information about the vendor.

    • Vendor name - This is the legal name you want to print on IRS forms.

    • Vendor type - Select whether the vendor is an individual or an organization. Your selection affects 1099 report formats in Aatrix. If you select "Organization," the tax ID format is xx-xxxxxxx. If you select "Individual," the tax ID format is xxx-xx-xxxx.

    • Tax ID number - Enter the vendor's federal tax ID number. This number prints on the vendor's 1099.

    • Customer number - Enter your customer number or account number if you were assigned one by the vendor.

    • Status - Select “Active”, “Inactive”, or “On Hold”. This field is not required when adding a new vendor record.

  3. Next enter the address and any contact information you want associated with this vendor.

  4. If this is a 1099 vendor, select Issue a 1099 statement. For more information about 1099s, see 1099 Information

  5. Next enter the Payment defaults fields.

    • Credit limit - For the program to warn you during invoice entry and purchase order line item entry when you exceed the credit limit, select this checkbox and enter the amount.

    • Payment terms - Select a vendor term.

    • Pay invoices from account - Select the account from which you want to pay invoices for this vendor.

    • Payment method - Select “Check,” “Electronic Funds Transfer”, “Bank Draft," or "Credit card."

      Note: You cannot use “Credit card” as the default payment method for any vendor associated with a linked credit card account.

    • Payment option - When you select "One payment per invoice", individual payments are created for each invoice amount. When you select "One payment for all invoices", one payment is created to pay all invoices for a vendor.

  6. To associate an EFT bank account with this vendor, select Add an EFT account. For more information, see EFT Bank Account.

  7. Next enter the Default distributions section. For more information about vendor distributions, see Vendor Default Distributions.

  8. To add Custom fields to this vendor, select Add a custom field. Use custom fields to add additional information to the vendor, and to further filter vendors when you search. For information on how to add custom fields, see Custom Fields.

    Note: In the database view, custom fields are called attributes, and you create them in Configuration.

  9. Under Attachments, you can add attachments to the vendor by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online — such as a picture, blog post, or YouTube video — or in a cloud storage account. For more information, see Attachments.

  10. Select Save.