Setting up a New Vendor

Vendors created in CINC Accounting are part of a global list of vendors for ALL associations.

To create a new vendor, complete the following steps:

Select Vendors > Vendors, and then click New. If you are using universal navigation, click Payables > Vendors > Vendor List.
On the Vendor screen, enter the information in each section outlined below.
Click Save.

Basic Vendor Information

Name (required): Vendor's name.
Status (required): Select the vendor's status. Set up on the System > Dropdown Options screen. If you are using universal navigation, click Settings > General > Drop Down Options.
Type
Print 1099: Enter either None, MISC, or NEC.
DBA (Doing business as): Enter if the vendor is known by another name.
1099 Box 10: Enable if the vendor is a 1099 attorney.
Tax ID: Enter the tax ID. This is required if the Print 1099 field is MISC or NEC.
Consolidated Checks: Enable if any invoices posted for payment to this vendor for the same association and the same date will be combined into one check.
Ind. Contractor: Enable to indicate if the vendor is an independent contractor. This is used for the California DE 542 report.
Default Pmt Method: Select the default payment method for the vendor. Set up on the System > Company Profile/Setting screen. If you are using universal navigation, click Settings > General > Company Profile.
Check Name: If different than legal name, enter what name should be printed on the vendor's checks.
Auto Apry Lmt: If needed, enter a dollar amount limit. Checks under this limit will not require an approval. Any invoice over the amount entered will require approval.
Net Term (days): Enter the net term days used for the vendor when an invoice is entered into the system.
Exempt-Vend Mgmt: When enabled, the vendor's information is not included with any third-party vendor management integrations. This is tied to the Exempt-Vend Mgmt permission.
User Defined Fields: These fields are used to store additional information and are configured on the System > User Defined Fields screen. If you are using universal navigation, click Settings > General > User Defined Fields.

Areas Serviced

Select State(s) and Cities that the vendor services.

ACH Information

NOTE: In order to pay a vendor by ACH, the association making payment to the vendor must be banking with a partner bank that has the proper settings enabled.

Routing: Enter the routing number for vendor's bank.
Account: Enter the vendor's bank account number.
Type: Select the bank account type (business or individual).
Notification Email: Enter a vendor email address to which CINC will send an email when payment is deposited into the vendor's bank account.

Primary Contact Information

NOTE: The address entered in this section will be the address used on checks printed to this vendor. It will also be the vendor contact information used for work orders.

Contact Name: Enter the primary vendor contact's name.
Title: Enter the primary vendor contact's title.
Address 1: Enter the vendor's street address.
Address 2: Enter the vendor's secondary street address.
City
State
Zip Code
Phone
Fax
Cell
Email
Comments

Insurance Information

Insurance information is accessed by clicking the Insurance Info tab.

Required: Enable if the insurance Type is required.
Carrier: Enter the insurance carrier's name.
Account: Enter the policy or account number.
Expiration: Enter the policy expiration date. An alert may be turned on to notify CINC users of an upcoming insurance expiration.
Insurance Attachments: Attach policy documents as needed.

License Info

License information is accessed by clicking the License Info tab.

Required: Enable if the license Type is required.
Description: Enter the name of the license / carrier.
License #: Enter the License number / identifier.
Expires: Enter the license expiration date. An alert may be turned on to notify CINC users of an upcoming insurance expiration.
License Attachments: Attach license documents as needed.

NOTE: To set up email templates available for Vendor Insurance statuses, see Setting up Vendor Templates.

Once the new vendor information is saved, additional tabs will be available on the vendor profile at the bottom of the screen:

Contacts: Additional contacts may be added to the vendor profile to record contacts for billing, etc.
Accounts: defines default expense G/L for that vendor (to prepopulate on an invoice for this vendor). This function pre-dates the ability to flag invoices as recurring but still may be used. See Recurring Invoices.
Prior 1099: Vendor balances paid outside of CINC with a prior software company for the association or vendor during the fiscal year may be added to this screen to include the amounts on the vendor’s 1099.

NOTE: This information may also be added from the Association Information – 1099 tab.
Payment Method: Preferred payment methods (ACH or check) per association may be selected for the vendor.

NOTE: This tab is only available for vendors for which ACH information has been entered.
Notes: Vendor correspondence information may be saved on the Notes tab (see Adding Vendor Notes).
Misc: Used to create a field that does not exist in the system. Miscellaneous information regarding the vendor may be stored on the Miscellaneous tab in relation to the Misc Field Category dropdown options.

NOTE: See the System Administrator to determine who is responsible for setting up the Miscellaneous Information fields.