Payee File Menu

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This General Ledger system has been designed to maintain and update payee records for two main purposes. The first is to allow faster entry of checks into the general ledger system. This is accomplished by allowing you to enter the payee number and the remainder to the screen to be automatically updated. The second main purpose is for producing 1099 forms at year end. As you enter disbursements into the system, the vendors record will be automatically updated for that purchase. The use of the vendor file is optional. If you have the ACS Checkbook system the vendor records will be maintained in that system and you will not use this vendor file.

Vendor Search Screen

When you access the payee file, you will receive a display of all payee records. Double click on the payee record to access the full record. You can Add new payee records by clicking Add. You can highlight a payee record and click Delete to delete a record.

Payee Information Screen

Vendor Number

Each vendor must be assigned a unique number. To save time in trying to access a record, we suggest you simply use the first few letters of the payee name as your number.

Vendor Name

Address

City State Zip Code

Type

The standard system has been written to produce the "1099-MISC". Each box on this 1099 form is numbered. The system needs to know the vendor type in order to print the purchases in the correct box. Your vendor type code should match the box number on the 1099 form. For example, if a vendor should be classified as non-employee compensation, the vendor type for a 1999 form would be 7. If a vendor has more than one classification, you would need a separate vendor record for each classification. You would only to place this code in the payee records that require a 1099.

Federal ID or Social Security Number

This field can contain 11 characters. The information is only necessary for printing the 1099 forms. You can use slashes or dashes within the number.

Phone Number

The phone number and all remaining fields are for information purposes only.

Contact Name

E-mail Address

Fax Number

My Account Number

Transaction Screen

If you select to review detail transactions, each transaction on the vendor will be displayed. You have choices for date ranges, etc. The 1099 program works from these transactions. If you have started processing during the year or if you simply wish to print 1099 forms on a group of people, you can choose the Add option and place one summary entry for the year or partial year that might be missing.

Printing

You can print the transactions by either clicking on the symbol to the left of the search button, or by choosing a menu option under the Payee option on the menu.