Managing Vendor Status

NOTE: Vendor statuses are global and not assigned to a specific association.

Setting up Vendor Statuses

Select System > Drop Down Options. If you are using universal navigation, click Settings > General > Drop Down Options.
To create a new vendor status, click New to add a new row. Enter the new vendor status in the Description field and click Save.

NOTE: Newly created vendors have an active status by default.
To mark a vendor status inactive, toggle off Inactive and click Save.
To re-activate a vendor status from inactive, toggle on Inactive and click Save.
To delete a vendor status, select the checkbox next to the name of the vendor to be deleted and click Delete.

NOTE: Active and Hold – Expired statuses cannot be deleted.

Complete the following before making a vendor inactive:

Ensure all open invoices to the vendor have been settled. (See Approving Invoices)
Change the vendor’s default payment type to check so no further electronic payments will be made. (See Set CINC VendorPay as Vendor Payment Default)
Verify that the payments written to the vendor in CINC Accounting are marked as 1099 as follows.

Select Vendors > 1099 Check Search. If you are using universal navigation, click Payables > Invoices > 1099 Check Search.
Select Vendor in the Search By field.
Toggle on Include Zero Check Numbers so electronic payments are included in the results.
Enter the Vendor name.
Update the From and To dates appropriately to capture the next 1099 that will be generated.
Do not toggle on either of the Only 1099 options to ensure all payments are captured.
Click Refresh.
Review the payments that have been made to that vendor during that time frame and ensure they are all marked for the correct 1099 type.
If changes were made, click Save.

NOTE: Preparing to Make a Vendor Inactive must be done before making a vendor inactive.

Select Vendors > Vendors. If you are using universal navigation, click Payables > Vendors > Vendor List.
On the Vendor List screen, search for the vendor to make inactive. Vendors that are already inactive are denoted by a red dot.
Click the vendor’s name or address hyperlink.
On the Vendor screen, select an inactive status (in red text) from the Status dropdown.
Click Save.

Select Vendors > Vendors. If you are using universal navigation, click Payables > Vendors > Vendor List.
On the Vendor List screen, select Inactive Vendor in the Include dropdown.
Search for the vendor to make active. Vendors that are inactive are denoted by a red dot. You can sort on the Status field to help locate a vendor.
Click the vendor’s name hyperlink or the vendor's address hyperlink.
On the Vendor screen, select an active status (in black text) from the Status dropdown.
Click Save.