Vendor Form

1

Vendor number

The identification number used by the organization to reference the vendor or any other value used to sort or identify vendors.

2

Vendor

Name of the vendor as it is referenced within the organization.

3

Available locations

By default, a vendor is available to all locations. Learn more about vendor locations below

4

Vendor group

User-defined vendor group to which the vendor is assigned.

5

Primary contact

The primary contact for this vendor.

6

Default payment method

How this vendor is paid. Learn more about vendor payments below.

7

Status badges

Indicates the vendor's current status at a glance (for example, Active, Payment ready, or 1099).

8

Quick actions

Opens a menu with the following options:

• Switch to classic view

• Mark as inactive - prevents an unused vendor with previously recorded transactions from being selected in the future.

• Place on payment hold - when a vendor is place on payment hold, the following occurs:

  • Payment Run - Any invoices, even if they are due, are not available in to be paid until the hold is removed.
    

  • Manual Payment - The vendor does not appear in the vendor list when making a manual payment.

• Merge vendor

• Delete vendor

9

Save

Saves changes made to the vendor record.

10

Close

Closes the vendor form. If there are unsaved changes, a confirmation appears.

1

Approved balance

The total dollar amount of approved, unpaid invoices for the vendor.

2

Oldest open invoice

The age, in days, of the vendor's oldest unpaid invoice.

3

Last payment

The amount, date, and method of the most recent payment made to the vendor.

4

Payment terms

The vendor's default payment terms, as set in the Payment & accounting section.

5

Next due

The due date of the vendor's next scheduled payment.

1

Vendor name (required)

The name of the vendor as it appears throughout R365.

2

Vendor number

A user-generated internal reference number for the vendor.

3

Primary contact

The vendor's main point of contact, selected from the vendor's contacts.

Required for vendors paid using R365 Payments.

4

Entry type

Determines how the vendor's items are tracked:

• By Account - invoices for this vendor are entered by GL account, and the invoice grid allows the user to select specific GL accounts on the invoice.

  The AP Invoice account selector displays only GL accounts the active user can select. If an account is marked Restricted Access – usage or Disable Entry (Subtotal Only), it may not appear for users entering invoices. Learn more about restricting access on GL accounts.

• By Item - invoices for this vendor are entered by item, and the invoice grid allows the user to select the vendor items specific to the vendor, as well as all purchased items (non-specific items in the system) on the invoice.

Once a vendor has been used on a purchase order or shopping list, Entry type can't be changed from By Item to By Account.

5

Notes

Internal notes about the vendor, visible only within R365.

1

Phone

The vendor's primary phone number.

Phone numbers may contain numbers, dashes, parentheses, or spaces.

2

Email

The vendor's primary email address.

Only one address can be entered here — to send purchase orders to multiple recipients, configure additional emails per location in the Locations section.

3

Add fax number

Adds a fax number for the vendor. Click the red trash icon to delete a saved fax number.

1

Shipping address

The vendor's shipping address.

2

Separate billing address toggle

When enabled, the billing address field appears below.

3

Billing address

The vendor's billing address.

1

Payment terms

The default number of days before payment is due on the vendor's invoices.

2

Default expense account

The GL account used by default for the vendor's invoice line items.

3

Default payment method

The method used to pay the vendor by default. Options include:

• Check — prints a physical check to pay the vendor. This is the default unless R365 Payments is enabled.

• R365 Payments — pays the vendor through R365 Payments; this is the default on new vendor records when R365 Payments is enabled.

  When selected, the Last R365 payment method field (6) appears.

• ACH — produces a file of ACH stubs at the conclusion of the payment; requires the vendor's bank account number, routing number, and account type (see Banking details).

  Most users do not use ACH push and are most likely using ACH pull, where an authorization is granted to a vendor to automatically withdrawal funds via ACH. If this is the case for your vendor, select Auto-Direct Debit. 

• Auto-Direct Debit — the vendor automatically withdraws payments from a bank account; works in conjunction with the auto-pay feature.

• Credit Card — the vendor is paid by credit card; works in conjunction with the auto-pay feature.

4

Bank account (company)

The bank account used to pay the vendor by default.

5

Terms discount account

The GL account used to record early-payment discounts taken on the vendor's invoices.

6

Last R365 payment method

Read-only. Displays the most recent payment method used to pay the vendor through R365 Payments (for example, ACH, Check, or vCard).

7

Vendor priority

Determines which of the vendor's invoices are paid first during a payment run. Learn more about priority status.

8

Check name

The name printed on checks issued to the vendor, if different from the vendor name.

The check name replaces the vendor name on all applicable checks printed from R365.

9

Default payment memo

The memo text that defaults onto payments issued to the vendor.

10

Use location bank account

When enabled, overrides the company bank account with the paying location's bank account.

11

Default mark as paid

When enabled, automatically marks the vendor's invoices as paid when entered. Learn how to enable Default mark as paid for vendors.

12

Payment per invoice

When enabled, creates one payment per invoice during payment runs instead of combining invoices into a single payment.

13

Entry instructions

Internal notes shown to users entering transactions for the vendor.

1

Bank account type

The type of bank account used for ACH and electronic payments.

2

Bank account number

The vendor's bank account number, used for ACH and electronic payments. See ACH Setup.

3

Routing number

The vendor's bank routing number.

4

ACH remittance emails

The email addresses that receive remittance details when an ACH payment is issued to the vendor.

1

Vendor group

Organizes the vendor for filtering on the Payment Run screen. Learn more about adding a vendor group.

To create a new group, type its name and click + Create “New Group”

Once a vendor group has been created, it cannot be edited or deleted. Ensure that vendor names and groupings are accurate before creating a group.

2

Food Service Distributor

The food service distributor that receives the purchase order.

Only the vendors listed in the Vendor Integration List are currently available for outbound EDI integration.

3

Distributor Division

The specific division of the company that will fulfill the order.

If the selected food service distributor does not have any divisions, this field does not appear.

4

Item reference to use

The identifier used to match items on the vendor's transactions, such as vendor item number.

5

Invoice date

The date used to determine the invoice date on purchase orders sent to the vendor.

6

PO file format

The file format used when sending purchase orders to the vendor (.csv or .pdf).

7

Fintech integration credit processing

If a customer of Fintech, this selection enables the user to select how R365 will process refunds from Fintech. There are two options to choose from:

• Credit - Create a Credit Memo - Create a credit memo to document the refund. This is the default option.

• Refund - Create Bank Entry- Inserts a line item called Fintech Refund on the negative invoice and created undeposited funds or a bank account assigned to it to record the refund. Once mapped, the GL account can be updated.

  The Fintech Refund line item must be mapped in R365. Learn more about processing Fintech Refunds and mapping New Vendor Items in R365.

8

Restricted access

When enabled, only users with the following permission can create transactions for this vendor:

• Accounts Payable → Vendors → Access Restricted Vendors

Users without this permission can still view transactions associated with the vendor, but can't create new ones.

9

External vendor identifier

A reference number assigned by the vendor to identify the organization. Required when a Food Service Distributor is assigned to the vendor, Available to all locations is disabled in the Locations section, and Entry type is set to By Item in the Basic info section.

10

Items available on invoice

For vendors with vendor items configured, determines which items are available to select when entering invoices.

• All Items — all purchased items and vendor items populate the item list; this is the default.

• Vendor Items Only — only vendor items for the vendor populate the item list.

Organizations that utilize the brand repository can only select brand repo-sourced item records from brand-approved vendors. This means that brand repo-sourced items cannot be ordered from non-brand-approved vendors. For more information, please contact R365 Support.

11

Short pay

When enabled, treats the vendor as a Short Pay vendor — one who only requires payment for goods and services actually delivered (typically smaller suppliers, such as local produce vendors). For example, if 7 cases of tomatoes were ordered but only 6 arrived, a Short Pay vendor expects payment only for the 6 delivered. Disable for larger distributors that require payment for the full ordered amount, with shortages handled through a separate credit request.

12

Use tax

When enabled, marks the vendor as a Use Tax vendor. Certain reports, such as Purchases by Vendor or Business Analytics (Ad Hoc Reports), can be configured to display totals for Use Tax vendors.

1

Upload attachments

Uploads documents and files associated with the vendor. Accepts BMP, CSV, DOC, DOCX, EML, GIF, JPE, JPEG, JPG, MSG, PDF, PNG, SVG, XLS, XLSX, or ZIP files up to 100MB.

2

Print vendor account number on remittance

When enabled, includes the vendor's account number on remittance documents.

1

Available to all locations

When enabled, all current and future locations can use the vendor, and all other buttons and fields are hidden.

2

Print vendor account number on remittance

When enabled, includes the vendor's account number on remittance documents.

3

Quick actions

• Search - Filters the table for the entered text.

• Filter - Opens the Filter menu, where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button.

  

• Columns - Opens the Columns menu, where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button.

  

• Menu - Contains the following additional table actions:

  • Row Height -  Switches table row spacing between tall, medium, or short. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Striped Rows - Enables or disables alternating row colors. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Column Filtering - Turns column filtering on or off. When enabled, filters can be applied directly in the column headers. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

4

Location details

Click a field in a location row to edit:

• Location - The location authorized to use the vendor. Click + ADD LOCATION to select from a drop-down list of locations.

• Vendor location number - The vendor's account number specific to that location. Each location can have one or more account numbers, and the same account number can be shared across multiple locations. These account numbers can be printed on check remittances.

• Email - The email address used for that location's remittance, if different from the vendor's primary email.

• Vendor account number - For EDI vendor integrations, vendor location numbers can be added as needed for each assigned location.

• Chain number - Used by vendors to identify specific brands.

• Order guide reference number - Learn more about order guides vendor integrations.