Set up a Customer or Vendor

Overview 

Customers and Vendors are both set up as Account objects in Accounting Seed.   

Set up a Customer or Vendor

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Click New.
   
3. In the Account Name field, enter the name of a Customer or Vendor.
4. Set the Accounting Type as Customer, Vendor or Customer and Vendor.
   Note: The Accounting Active checkbox will auto-populate.

• Accounting Seed uses list views and filters on these category types to filter relevant Accounts when performing certain applicable Accounting functions (i.e. Billings and Cash Receipts from Customers; Payables and Cash Disbursements from Vendors).
• You can disable these filters at any time by clicking Show All Results. For example, you can disable filters when you have to pay a refund to a Customer when you would normally not create a Payable or Cash Disbursement to a Customer.
  
• Complete the optional fields, as necessary.
  Note: If you are using Bank Direct Connect (BDC) - Bank Settings with the Pre-populate Account Info checkbox enabled, you should decide if the name for the  Account match should be in the Account Name field or the File Import Match Name field. If the File Import Match Name field is populated, this field will be used for possible Account matches.
  
• Click Save.
  Note: After saving the new record, if this is a 1099 Vendor and you need to update 1099 information, refer to the Update 1099 Info in the Accounts Payable Information section below.
  

Optional Fields

• Default GL Variable 1 - 4
  Values used to represent business segments will automatically populate on the Opportunity Product, Billing, Recurring Billing, Cash Receipt, Sales Orders, and Journal Entry. These values can be edited on specific line items.

Address Information

• Billing Address
  Flows through to the Vendor Address of a Payable, Purchase Order and Sales Order.
  
  If using AvaTax as your tax method, when you click Validate to display the Address Validator dialog to validate the Billing Address and/or Shipping Address, the default AvaTax License displays. If you have more than one AvaTax License, you can select a different one from the drop-down list. However, even if you do not change the AvaTax License, when you click Validate from the Address Validator dialog box, the validation process will function as expected with any valid AvaTax License selected.
  
  Note: If the AvaTax License(s) and/or Origin Address that is associated with a customer Account record has been deleted in the Tax Settings screen, if you attempt to validate the address on the Account record, an error message will display.
  
  Note: During the Address Validation, the system will check to make sure the Billing Country field is not blank and displays as US or CA. Currently in Accounting Seed, the United States and Canada are the only valid supported countries for tax calculation with Avalara AvaTax. If you are not in the US or Canada, Accounting Seed Native Tax can be used for tax calculation.
  
  Note: If you are using AP Automation (Payment Services) to pay your Vendors, and the Billing address information changed for a Vendor, it will automatically be updated in Edenred Pay.
  
  
  

Payable Information

• Payable Days Due
  The number of days from the Payable date that the Invoice is due to the Vendor (Example: 30). If populated, this will calculate the Due Date for this Vendor when creating Payables.
  Note: The Payable Days Due field is also available on the Contacts and Employees (Users). The functionality is the same as on the Accounts. Therefore, if you create a Payable for a Contact or Employee, and the Payable Days Due field includes a specified number of days, that number will be used to calculate the Due Date on the Payable for the selected Contact or Employee.
  
• Payable Discount Days Due
  The number of days from the Payable date that you would have to pay within to get a payment discount (Example: 10). Used in calculating payment discounts.
• Payable Discount %
  The percent discount you will receive if you pay the Vendor within the number of days entered in the Payable Discount Days Due field (Example "2" would give a discount of 2% if paid within 10 days).
• File Import Match Name
  This works in conjunction with the Bank Direct Connect. If the bank/credit card statement shows a description that does not match with the Account Name, then enter that description here so that it automatically maps in the Bank Direct Connect screen.
• Default Expense GL Account
  This will automatically populate during the Payable entry process. This value can be edited if necessary during the Payable entry.
• Update 1099 Info - click this button to update/select the following:
  Note: Regardless of access that is granted by profiles or permission sets, you must use the Update 1099 Info button to update the 1099 Vendor, Taxpayer Identification Number, and/or Default Form 1099 Box.
  • • Enable 1099 Vendor
      Select this checkbox if a 1099 must be issued to this Contact/Vendor at year end. This includes disbursements made to this Contact/Vendor on 1099 reports and file export.
    • Default Form 1099 Type
      Click the drop-down list to select the appropriate form type as one of the following:
      • Eff 2020 - 1099-MISC - includes effective year 2020 and beyond for 1099-MISC form type
      • Eff 2020 - 1099-NEC - includes effective year 2020 and beyond for 1099-NEC form type
      • Eff 2001 - 1099-MISC - includes effective year 2001 to 2019 for 1099-MISC form type
    • Default Form 1099 Box
      Click the drop-down list to select the Default Form 1099 Box category that should be associated with this Contact/Vendor’s Cash Disbursement payments. Each year, review your defaults and check for any new 1099 Form options to reflect changes by the IRS.
    • Taxpayer Identification Number
      Information obtained from IRS Form W-9 that was submitted by the Contact/Vendor. It is highly recommended that you have this field encrypted by Salesforce support or restrict the visibility of this field by profile using field level security.

• Alternate Account Name
  If populated, this will flow to the Vendor check. This is useful in a multi-company environment if duplicate Vendors are set up with the Account Name "Johnson Company A," but the name that flows to the check is just "Johnson."
• Default Packing Slip Format
• Default Purchase Order Format

Payment Services

Note: This section is only available if you have the AP Automation features. For more information, refer to the AP Automation Overview article.

• Enable Payment Services
  Select this checkbox to enable Payment Services for the selected Vendor.
• Payment Services Type
  Select one of the following as the Vendor’s preferred way to be paid:
  • Virtual Card – this is a virtual (one time use) credit card that will be sent via email to a Vendor, which can be used to pay the bill.
  • ACH – Automated Clearing House is an electronic payment that will be sent via email to a Vendor with this preference for payment
  • Check – a check will be mailed to the Vendor, along with a remittance email to notify the Vendor that the check has been mailed.
• Payment Services Enrollment Status
  This is a “read only” field that will automatically be updated by Edenred Pay. For example, this field will be updated to “Enrolled” once the Vendor has been successfully enrolled in Payment Services.
• Last Payment Services Sync Date
  This is a “read only” field that will be updated with the last date and time the Payment Services information section was updated by Edenred Pay.
• Payment Services Vendor ID
  This is a “read only” field that will automatically be updated by Edenred Pay when the Vendor has been enrolled in Payment Services.
• Individual
  Select this checkbox if this is an individual who is set up as an Account/Vendor. When this checkbox is selected in Accounting Seed, the Individual field on the Vendor will automatically be set in Edenred Pay.
• AP Remittance Email
  This is the main email address that will receive Virtual Card payment information or remittance information for a Check or ACH payment. Enter a single email address in this field.
  
  Important: With Payment Services, the AP Remittance Email field on the Account record is required in order to post a Cash Disbursement with Virtual Card as the Payment Services Type. Otherwise, an error message will display when you attempt to post a Cash Disbursement.
  
  
• AP Vendor Emails
  Enter any additional email address(es) in this field that should receive Virtual Card payment information or remittance information for a Check or ACH payment.
  
  Note: If you have more than one email address to enter in this field, use a comma to separate each email address.

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Billing Information

• Billing Terms Name
  The text you want to appear to represent the Billing Terms. (Example: Net 30)
• Billing Days Due
  The number of days from the Billing Date that the invoice is due within. (Example: 30) If populated, this will calculate the due date for this customer when creating billings.
• Billing Discount Days Due
  The number of days from the Billing Date that the customer would have to pay within to receive a discount. (Example:10) Used in calculating payment discounts.
• Billing Discount %
  The percent discount the customer will receive if they pay within the number of days entered in the Billing Discount Days Due field (Example: "2" would give a discount of 2% if paid within 10 days).
• Last Statement Sent
  Identifies the date when a statement was last emailed either from using the Create Statement button on the Account detail page or the Create Outstanding Statements button on the list view.
• Statement Needed
  Yes indicates that the related Billing(s) has a balance due. This is set to No when the statement(s) has been emailed or when there is no balance due on the related Billing(s).
• Default Payment Processor
  Applicable when using Cardknox and/or Stripe as your Payment Processor. If this field is populated, it will automatically populate on Billings for the related Account record. If this field is blank, the Default Payment Processor from the Ledger will display in this field on the Billing. If the Default Payment Processor on the Ledger is blank, the Global Default Payment Processor that was selected in the Payment Processor screen will display in this field on the Billing.
  
  Note: The Account object and the Ledger object include a Lookup filter on the Default Payment Processor field, which prevents AP Payment Processor types from displaying. This is a way to make sure that an AP Payment Processor is not being used when only an AR Payment Processor should be used. If the Default Payment Processor on any of the above fields is an AP Payment Processor, it will be ignored during the Billing creation process.  
  
  
• Alternate Account Name
  If populated, this will flow to the Customer Invoice PDF. This is useful in a multi-company environment if duplicate customers are set up with the Account Name "Johnson Company A," but the name that flows to the Customer PDF is just "Johnson."
• Billing Format
  Overrides the default PDF Billing template set in Multi-Ledger Defaults when creating a Billing for this specific customer.
• Outstanding Statement Format
  Overrides the default PDF Outstanding Statement template set in Multi-Ledger Defaults when sending an Outstanding Statement for this specific customer.
• Activity Statement Format
  Overrides the default PDF Activity Statement template set in Multi-Ledger Defaults when sending an Activity Statement for this specific customer.
• Primary Contact
  Flows through to the billing and will be the default email address when emailing billings.  If you would like to add default CC email addresses, then the contact role should be set up with a role type of “Primary Contact."
  
• Shipping Contact
  Will flow through to the Shipping Contact on a billing. 
• Shipping Address
  Will flow through to the Shipping Address on a packing slip and billing. 
  
  If using AvaTax as your tax method, when you click Validate to display the Address Validator dialog to validate the Billing Address and/or Shipping Address, the default AvaTax License displays. If you have more than one AvaTax License, you can select a different one from the drop-down list. However, even if you do not change the AvaTax License, when you click Validate from the Address Validator dialog box, the validation process will function as expected with any valid AvaTax License selected.
  
  Note: If the AvaTax License(s) and/or Origin Address that is associated with a customer Account record has been deleted in the Tax Settings screen, if you attempt to validate the address on the Account record, an error message will display.
  
  Note: During the Address Validation, the system will check to make sure the Billing Country field is not blank and displays as US or CA. Currently in Accounting Seed, the United States and Canada are the only valid supported countries for tax calculation with Avalara AvaTax. If you are not in the US or Canada, Accounting Seed Native Tax can be used for tax calculation.
  
  
  
  

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Winter '25 Release

Release Notes and Schedule

• Avalara's AvaTax is available to calculate sales tax in Canada.
• The AP Remittance Email field is required on the Account record when the Payment Services Type is Virtual Card.