Supplier Record Field Explanations – RFMS Core

This article provides an explanation of the fields when creating a new supplier record.

Supplier Information

Field	Explanation
Supplier Name	Enter the name of the supplier.
Address	Enter the street address or PO Box for the supplier.
City/State/Zip	Enter the city, state, and postal/zip code for this supplier. Be sure to be consistent in data entry, adding commas and spaces between the fields. You can also search your city record.
Contact Name	Optionally add the name of a specific contact for the supplier.
Contact Phone	Enter the supplier phone number. (Format xxx-xxx-xxxx)
Fax Number	Enter the fax number to be used for the supplier
Active Flag	Check this box to make the record active/inactive. When choosing a supplier for a payable, showing inactive suppliers is optional.

Contact Information

These entries are for additional information that may be needed for your supplier record.

Field	Explanation
Order Desk Phone	Order placement phone number
Customer Service Phone	Customer service contact phone number
District Manager Phone	Name as well as phone number can be entered
Credit Department Phone	Name as well as phone number can be entered
Salesperson Phone	Supplier salesperson phone 1. Name as well as phone number can be entered
Salesperson Cell	Supplier salesperson phone 2. Name as well as phone number can be entered
Supplier Email	Main email address for supplier
Salesperson Email	Supplier sales contact email address
Remittance Email	Email that notice of payment will be sent to

Payee Information

Field	Explanation
Payee Name	Enter the name of the person or company who is to receive payment. Click the copy button to copy the supplier information. The payee could be a bank, factor, etc. When checks are printed, the payee's name will print on the check, not the supplier.
Address	Enter the street address or PO Box.
City/State/Zip	Enter the city, state, and postal/zip code for the payee. Be sure to be consistent in data entry, adding commas and spaces between the fields. You can also search your city record.
Contact Name	Optional Payee contact name.
Contact Phone	Optional Payee phone number. (Format xxx-xxx-xxxx)
Fax Number	Optional Payee fax number. (Format xxx-xxx-xxxx)

License Information

Enter license number information for Contractor Licenses, Specialty Licenses, Self Insurance Certificates, and Workman’s Compensation. Enter the begin and end date for each license in the corresponding fields.

Tip: You can sort by license expiration date in the browse screen results list. See the article Tour RFMS NEXT to see how to use these advanced searching and filtering options.

Term Information

The Gross Purchased and Net Purchased can be manually changed.

This is not a Year To Date total but a total of the past 365 days.

Field	Explanation
Term Days	Enter the usual number of days the supplier allows for taking discounts. If a supplier gives multiple terms, enter the terms that most often apply. The Typical Term Days may be overridden when entering the actual invoice.
Discount Percent	Enter the usual discount percentage the supplier allows. A supplier may offer more than one discount. Enter the discount rate most often taken when paying invoices. The discount may be overridden when entering or paying the invoice.
Purchased (Gross Past Year)	Year-to-Date gross (before any discounts) dollar amount entered into the system. This figure is accumulated by the system, based on invoices entered and paid. This figure cannot be manually altered. It is for the past 365 days. They do not run from one calendar year to the next. This number IS NOT the figure that is posted on the 1099.
Purchased (Net Past Year)	Year-to-Date net (after any discounts) dollar amount entered into the system. This figure is accumulated by the system, based on invoices entered and paid. This figure cannot be manually altered. It is for the past 365 days. They do not run from one calendar year to the next. This number IS NOT the figure that is posted on the 1099.
Load	Enter a load amount as a dollar amount in the field provided. This load amount will be applied to orders using this particular supplier, once per supplier, not per line. Once the material is received, and inventory is assigned on an order line, this load amount will display on the Job Cost sheet in Order Entry. It is by default a part of the Overhead %.

Account Information

Field	Explanation
Account Number	Enter account number with this supplier.
Tax ID Number (or SS Number)	If using this for social security numbers for sub-contractors, be sure to enter the dashes. This field will allow 1099's to be printed only for those suppliers with a tax ID number entered. During the end of year processing for A/P 1099's, there is an option to print only those suppliers that have an entry in the Tax ID field. This is very useful when 1099 is needed for a small group of suppliers.
Pay Status	Choose either OK to pay or Do Not pay. Select OK to pay if payment to this supplier will be processed through the human resources module. Select Do Not pay if payment to this supplier will be processed through the accounting module.
Do Not Accrue Check Box	If this option is selected when entering a provider record, the transaction will not be recorded in the journal. In addition, set up the Pay Status on a particular Supplier record (in Accounting) or the Worker record (in Human Resources). The provider record will inherit that setting when entering a provider record.
Do Not Print Tax Document Check Box	If this box is checked, the subcontractor’s tax document will not be printed, even if the Supplier has a Tax ID.

EFT Settings

EFT

Field	Explanation
Pre-Note	Toggle this option to provide pre-notification (pre-note) to the receiving financial institution. This pre-note has exactly the same format as an active transaction, except that the dollar amount is zero. A pre-note allows for the testing of employee provided financial institution information before the actual transfer of funds. All errors can be identified and resolved with these zero dollar transaction before actually transferring money.
Bank Account	Enter the account number for this suppliers account. For checking, the account number appears on the bottom of the check.
Routing	Transit Routing (TR) Number-This number appears to the immediate left of the account number on the bottom of the check. For savings accounts, the TR number normally appears on the account statement. If the TR number does not appear on the statement, the supplier may contact his or her financial institution to obtain this number.
Type	Indicate whether this account is the main checking account or a secondary account (savings, etc.)

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