Vendor Screen Field Reference

The Vendor screen contains the following tabs:

General Tab

Field Description
One Time Vendor Click to indicate whether this vendor is a one-time vendor.
Sort Name Displays the text used for sorting vendor names in lookup lists and reports. The default sort name is based on the first 20 characters in the Name field in upper case. If you want to override the default sort text, enter the sort text.
Web Site Enter the address of the Web site for the vendor.
E-mail Address Enter the e-mail address for the vendor.
Phone Number Enter the phone number for the vendor.
Fax Enter the fax number for the vendor.
Payment Terms Enter the code of the default Payment Terms screen to be used on invoices for this vendor or click to select the default payment terms from a list.
Sales Tax Authority Enter the code of the default sales Tax Authority to be used on invoices and purchase orders for this vendor or click to select the sales tax authority from a list.
Default Invoice Status Click to select the default status to be used when entering invoices for this vendor.
  • Open - An invoice with a status of Open can be selected for payment.
  • Payment Hold - An invoice with a status of Payment Hold cannot be selected for payment. To save an invoice with this status, you must enter a default reason for the payment hold in the Default Hold Reason field.
  • Pending Approval - An invoice with a status of Pending Approval cannot be selected for payment until the status is changed to Open, Pay, or Manual Payment. To save an invoice with this status, the invoice must conform to the settings on the Accounts Payable Settings screen.
  • Pay - An invoice with a status of Pay will be paid the next time checks are generated.
  • Manual Payment - An invoice with a status of Manual Payment cannot be selected for payment. You must pay the invoice manually, typically by cash or credit card.
Default Hold Reason If the default invoice status is Payment Hold, enter a default reason for holding the payment.
Default Transaction Type Click to select the default transaction type for distribution lines on vendor invoices. All distribution lines on vendor invoices for this vendor will default to this transaction type. You can change the transaction type on individual lines in an invoice. If you select a default transaction type, you can set a default cost type and a default cost account for general ledger transactions. You can leave this field blank, if you do not want a set the default transaction type for the vendor.
  • General Ledger Only
  • Project Cost
  • Equipment Cost
Default Cost Type Enter the code of the default Cost Type to be used on invoices for this vendor or click to select the default cost type from list. The lookup list is filtered based on the default transaction type selected.

The Default Cost Type field is disabled until a default transaction type is selected.
Default Cost Account Enter the code of the default Chart of Accounts to be used on invoices for this vendor or click to select the default cost account from list.

This field is enabled only if the default transaction type is General Ledger Only. If a default cost type has also been selected, this field is enabled only if the selected cost type does not have a General Ledger Only Cost Account associated with it in the Cost Type screen.
Status Click to select the status of the vendor.
  • Active - Vendor is available for use and appears in lookup lists.
  • Inactive - Vendor is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Memo Enter any comments or notes about the vendor.
Can Be Subcontractor Indicates whether the vendor can be used as a subcontractor. Select the checkbox to allow the vendor to be used as a subcontractor and enable the Subcontractor Compliance tab on this screen.
Use for Estimating Indicates whether the vendor can be used in Enter Invitation to Bid Request Pop-up window. Select the checkbox to allow the vendor to allow invitations to bid to be created for this vendor.
Vendor Compensation Reporting
Tax ID Number Enter the taxpayer identification number to be used on the Form 1099 or T5018 slip for this vendor.

U.S. - typically a federal identification number or a Social Security number.

Canada - can be a business number, business account number, Social Insurance Number, individual tax number, or temporary tax number.
Report Type Click to select the default report type to be used on invoices for this vendor.
  • None
  • Rents - 1099-MISC
  • Non Employee Compensation - 1099-NEC
  • Interest Income - 1099-INT
  • Construction Subcontractor Payments – T5018
If you select a value other than None, the Corporate Name 1 and Corporate Name 2 fields become enabled.
Corporate Name 1 Enter the text that will appear on the first line of the Form 1099 or T5018 slip for this vendor.
Corporate Name 2 Enter the text that will appear on the second line of the Form 1099 or T5018 slip for this vendor.
State Withholding Select this check box if payments made to this vendor are subject to state tax withholding.
Address Information - You can store up to three addresses for each vendor. Click to copy the displayed address type to the Windows clipboard. Click to view the location using Google Maps.
Tip: Select the country first so that the appropriate jurisdictions are available.
Address Type (unlabeled) Click to select the address type to be displayed.
  • Main Address – The vendor's main address.
  • Remit To – The address for payments or remittances to this vendor.
  • Purchase Address – This address for purchase orders to this vendor.

You must enter an address for at least one of the three types.
Street 1 Enter the first line of the street address for the selected address type.
Street 2 Enter the second line of the street address for the selected address type, if needed.
City Enter the city for the selected address type.
State Click to select the state or province for the selected address type.
Zip Enter the ZIP code or postal code of the selected address type.
Country Click to select the country for the selected address type.

Purchase Tab

Field Description
Purchase Order Entry Message Enter text to be used as the default purchase order message for this vendor. This text displays in the Print Message field on the Enter Purchase Order screen when you create a purchase order for this vendor.

Joint Payee Tab

The Joint Payee tab contains a grid that you can use to enter joint payee remittance information for this vendor. Each row in the grid contains a set of up to five remittance lines that will appear on the printed vendor payment check in place of the typical vendor address. The values in the Remittance Line 1 field and the Remittance Line 2 field will appear together as the Payee on the check. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.

Field Description
Check Remittance Line 1 Initially displays the vendor name. If you want to modify this, enter the first check remittance line for the joint payee.
Check Remittance Line 2 Initially displays the word "AND". Enter the second check remittance line for the joint payee.
Check Remittance Line 3 Initially displays the first line of the Remit To address (or the first line of the Main Address if no Remit To Address exists). If you want to modify this, enter the third check remittance line for the joint payee.
Check Remittance Line 4 Initially displays the second line of the Remit To Address (or the second line of the Main Address if no Remit To Address exists). If you want to modify this, enter the fourth check remittance line for the joint payee.
Check Remittance Line 5 Initially displays the third line of the Remit To Address (or the third line of the Main Address if no Remit To Address exists). If you want to modify this, enter the fifth check remittance line for the joint payee.
Joint Payee Name for Lien Release Enter the name for the joint payee that can be used on the Enter Vendor Lien Notice & Release screen.
Tip: When you enter joint payees for a vendor, here are a few examples of how you might set up the remittance line fields:
Table 1. With one joint payee
Check Remittance Line 1 Check Remittance Line 2 Check Remittance Line 3 Check Remittance Line 4 Check Remittance Line 5
Vendor's Name AND First Joint Payee's Name Vendor's Address Line 1 Vendor's Address Line 2 Vendor's Address Line 3
Table 2. With two joint payees
Check Remittance Line 1 Check Remittance Line 2 Check Remittance Line 3 Check Remittance Line 4 Check Remittance Line 5
Vendor's Name AND First Joint Payee's Name AND Second Joint Payee's Name Vendor's Address Line 1 Vendor's Address Line 2 Vendor's Address Line 3
Table 3. With three joint payees
Check Remittance Line 1 Check Remittance Line 2 Check Remittance Line 3 Check Remittance Line 4 Check Remittance Line 5
Vendor's Name AND First Joint Payee's Name
Tip: AND Second Joint Payee's Name AND Third Joint Payee's Name
 Vendor's Address Line 1 Vendor's Address Line 2 Vendor's Address Line 3

Payments Control Tab

Field Description
One Check Per Invoice Click to indicate whether you want to create one check for each invoice for this vendor.
Check Reference Indicator Click to select the check reference indicator to be used for this vendor. The check reference indicator appears on the stub for the vendor payment check.
  • Project Name - Checks to this vendor include the project names from the distribution lines on the invoices. Distribution lines for a single project are rolled into a single line for each invoice.
  • Project Name & Retention Held - Checks to this vendor include the project names from the distribution lines and the amount of open retainage on the invoices.
  • Project - Checks to this vendor include the project codes from the distribution lines on the invoices. All distribution lines for a single project are rolled into a single line for each invoice.
  • Invoice Description - Checks to this vendor include descriptions from the Invoice Description column on the General tab of the Enter Vendor Invoice screen.
  • Invoice Distribution Description - Depending on the type of invoice, checks to this vendor include the description from the Description field the Purchase Order Line Item tab, Purchase Order Lump Sum tab, or the Distribution tab on the Enter Vendor Invoice screen.
  • As Per Subcontract - Checks to this vendor will be for a single subcontract and will include the total subcontract amount, the billed-though date, the retention amount, the paid-through date, and the net amount of the check.
  • Purchase Order - Checks to this vendor include the purchase order numbers for each invoice.
  • Purchase Order Line - Checks to this vendor include the purchase order numbers and lines for each distribution.
  • Purchase Order Item - Checks to this vendor include the item number for each distribution.
  • Purchase Order Item Name - Checks to this vendor include the item name for each distribution.
  • Purchase Order Vendor Item Number - Checks to this vendor include the vendor's item number for each distribution.
  • Vendor Check Comment - Checks to this vendor include the Check Comment field on this tab.
  • As Per Statement - Checks to this vendor include the words "As Per Statement".
Only Print Details On Supplement Stub Click to indicate whether check details are printed on a supplemental stub.
Check Stub Comment Enter a comment that will print on all checks if the Check Reference Indicator on this tab is set to Vendor Check Comment.
Default Check Memo Enter a default memo to be printed on all checks to the vendor. You can modify this memo on individual checks, as needed.
Default Payment Channel Select a default payment channel for this vendor: Computer, ePayments, or Manual. When you select vendor invoices for payment, you can filter for vendors based on their payment channel.

Contacts Tab

Each row in the grid on the Contacts tab is a contact for this vendor. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.

Field Description
Contact Type

Enter the Contact Type screen for this contact or click to select the contact type from a list. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the vendor.

If you select a contact type of Purchasing, when you create a purchase order for this vendor, the Vendor Contact field defaults to this contact.
Name Enter the name of an existing Contact screen or click to select the contact from a list. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.
Note: You cannot create a new contact on this tab. You can only select a contact that has already been added to ProContractor. Use the Contact screen to create a contact.
Work Phone Displays the work phone number for this contact.
Extension Displays the work phone extension for this contact.
Cell Phone Displays the cell phone number for this contact.

Taxes Tab

Use the Taxes tab to specify how the vendor interacts with each tax authority. The Taxes tab contains two grids

  • Default Sales Tax (Nexus), which lists the tax authorities for which this vendor has nexus (and, therefore, will charge sales tax).
  • Default Use Tax (Non-Nexus), which lists the tax authorities for which this vendor does not have nexus. In these situations, you may be responsible to pay use tax to these non-nexus tax authorities.

By default, all active tax authorities are listed in the Default Sales Tax (Nexus) grid.

To move a tax authority to the Default Use Tax (Non-Nexus) grid, select that tax authority and click Add. To move all tax authorities to the Default Use Tax (Non-Nexus) grid, click Add All. To remove a tax authority from the Default Use Tax (Non-Nexus) grid, select that tax authority and click Remove. To remove all tax authorities from the Default Use Tax (Non-Nexus) grid, click Remove All.

Compliance Tab

Each row in the grid is a company within ProContractor for which you have defined settings on the Accounts Payable Settings screen. This tab is enabled when the Can Be Subcontractor field on the General tab is selected.

Note: The checkboxes on the grid indicate the requirements for subcontractors. You can control these settings on the Subcontract Settings screen.
Field Description
Company Displays the code for the company.
Company Name Displays the name for the company.
Workers Comp Ins. Expiration Date Enter the expiration date for the workers' compensation insurance policy when the vendor is a subcontractor or click to select the date from a date picker.
General Liability Ins. Expiration Date Enter the expiration date for the general liability insurance policy when the vendor is a subcontractor or click to select the date from a date picker.
Contractor's License Expiration Date Enter the expiration date for the contractor's license when the vendor is a subcontractor or click to select the date from a date picker.
Workers Comp Ins. Required Displays whether workers' compensation insurance is required for subcontractors.
General Liability Ins. Required Displays whether general liability insurance is required for subcontractors.
Contractor's License Required Displays whether a contractor's license is required for subcontractors.

Binder Tab

Field Description

Binder sub-tab - If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in ProContractor.

Click to add a row to the grid. Click to delete the active row from the grid.

Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet screen.

When you create the pdf document for a contract invoice, multiple binder items are automatically created —one for each individual format that is valid for the invoice (based on its billing format) and one that includes all formats. The binder item for the Pending COR format is created only if there are pending change order requests for the project.

Binder items for a contract invoice can also be manually created by adding rows to the grid.

Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs:
  • From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment.
  • From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder Item If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item).

Click Reference Existing Binder Item, select the binder item you want to reference from a list, and click OK.
Open You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.
E-mail You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.
Binder grid
Select Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item Type Enter the Binder Item Types screen for the binder item or click to select the binder item type from a list. The binder item type determines the various behaviors of binder items.
Description Enter a description of the binder item.
Date Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a date picker.
Shared Select the checkbox to make this binder item available for reference throughout ProContractor.
Attachment Value Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment Type Displays the file type for the attachment.
Attachment Method Defaults to the last attachment method used. Click to select the method to use for the attachment.
  • Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.
    • Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
    • Note: If you delete the attachment file from the file system, the link is broken.
  • Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout the application. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.
    • Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor.
    • Note: If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor.
Attach when E-mailing Select the checkbox to include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.
Status

Click to select the status of the binder item.

  • Active - Binder item is available for use and appears in lookup lists.
  • Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Owner By default, displays the current user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a list.
Reminder Date Enter the date for the reminder for the binder item or click to select the date from a date picker. ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
Notes Enter any comments or notes about the binder item. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.
Inactive Date If the status is Inactive, enter the date the binder item became inactive or click to select the date from a date picker.
Priority Click to select the priority of the binder item.
  • High
  • Normal
  • Low

Source Type Grid - When you click to display the card view, the Show All References button appears. Click it to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Note: You cannot add binder items using the Source Type grid for the following source types:
  • Connect Settings
  • Meeting Minutes Agenda
  • Meeting Minutes Action Item
  • Customer Lien Releases
  • Vendor Lien Releases
Source Type Enter the type for the source to which you want to add the binder item or click to select the source type from a list.
Source Area Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
Source Enter the code that identifies the source to which you want to add the binder item or click to select the source from a list.
Source Name Displays the name of the source.
User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. Complete the user-defined fields as needed. For instructions, see User-Defined Fields screen.