A vendor is anyone who supplies your organization with goods or services that need to be reimbursed. You will log the vendor invoices in Projector, assign them to a billable or non-billable project, and issue reimbursement. These expenses can also be passed onto a client. Vendors are most often used for subcontracted work, supplies purchased for implementation of a project, and company paid credit cards,
In addition to these common vendor scenarios, we treat each resource in your installation as a "resource vendor." A resource vendor is someone who paid an expense out of their own pocket. In essence they are a virtual vendor that needs to be reimbursed just like any subcontractor vendor or supplier.
This form is reached from the Administration Tab | Job Accounting Subsection | Vendors and clicking edit.
Permissions and Settings
You can only view this area if you have the cost center permission Maintain Vendors for at least one cost center. If you have that permission then you can create new vendors for that cost center. You can also view and edit any existing vendors in that cost center.
Vendor invoices are created on the expense browser.
Click the Create New Vendor button. This opens the vendor editor. See below to learn how to fill out the fields.
Double click on any existing vendor.
Right click on a vendor and choose Delete Vendor. A vendor that has been used for any vendor invoices cannot be deleted for audit trail purposes. You should inactivate them instead.
Edit the vendor and tick the Inactive checkbox. An inactive vendor is inaccessible for assignment to new vendor invoices. Existing vendor invoices will continue to use the vendor.
The vendor editor is launched when you create a new vendor or edit an existing one. See the table below for an explanation of each control.
|Vendor Number||This should match the vendor number in your accounting package.|
|Vendor Name||This is the name that is shown in dropdown lists and reports|
|Inactive||An inactive vendor cannot be used for future expense documents, but will remain in place for all past documents.|
|Disbursing Cost Center||Which cost center is associated with reimbursing this vendor|
|Vendor Reconciliation G/L Account|
When resources submit expenses against this vendor, the vendor may require reimbursement prior to all expenses being approved. The reconciliation account is used to track this balance. For example:
|Enable Vendor for|
You have three options here.
Recall that there are two types of vendors tracked in Projector. Vendors you set up, and resource based vendors. Vendors you set up can be enabled/disabled for all three options above. Vendors created automatically by Projector don't let you edit these values.
Here are some practical examples of using vendors.
Company Credit Card
Many organizations leverage company credit cards. If each resource has their own credit card, then you'll want to set up a vendor for each resource. In the screenshot below I have created an American Express card for Barry Franklin. Notice how in both the name and in the bottom section I have made sure that only Barry Franklin can use this credit card.
When Barry fills out his expense reports, he will see the American Express card as an option in addition to Paid by me.
If your organization uses subcontractors, then you'll need to set them up in Projector as well. Projector has two means of doing this. One is through Vendor Invoices MP, the other for Subcontractor Invoices MP. The distinction between the two is pretty simple. The first is used when your vendors do not enter time in Projector. The second is when they do enter time in Projector.
In these cases, you'll simply go to your Expense Browser, make a new Vendor Invoice, then assign the vendor whose bill you received. We won't get into subcontractor invoices because it is more complicated, please see that section if you are curious how it works.