Troubleshoot vendors

Solution: To make the Restrictions tab visible in the vendor record, ask a user with administrative privileges to turn on the ability to restrict vendors by entity in Multi-entity management.

After the administrator saves the change, the Restriction tab shows the next time you edit or add a vendor record.

Solution: You can control vendor transactions temporarily using the On hold and Do not pay options in the vendor record.

• On hold: Users cannot create new transactions for this vendor.
• Do not pay: Users cannot generate payment requests for the vendor.

Unlike Inactive status, vendors with either of these settings selected will still appear in the default view of the Vendors list.

1. Go to Accounts Payable > All > Vendors.

2. Find the vendor that you want to update.

3. Select Edit at the end of the row.

   Don't see the Edit option on your page?

   To see the Edit option for a vendor, you need the following:

   • Access to the entity where the vendor was originally created.

     For example, if the vendor was created at the top-level, you need to slide into the top level to edit it. If you do not have access to that level, you cannot edit the vendor record.

   • Access to entities where the vendor is restricted.

     For example, say you are a restricted user with top-level access. If a top-level vendor is restricted to the West entity, and you do not have access to that entity, you cannot edit the vendor record at the top level.

   • Permission to edit vendors.

4. Select the Additional information tab.
5. Select On hold to prevent new transactions.
6. Select Do not pay to prevent payments.
7. Select Save.

1. Go to Accounts Payable > All > Vendors.

2. Select Edit next to the vendor you want to update.
3. Select the Additional information tab.
4. Select On hold to prevent new transactions.
5. Select Do not pay to prevent payments.
6. Select Save.

If you are an entity-restricted user with access to the top level, you can see all vendors that are unrestricted or that are restricted locations that you have access to. However, if a vendor is also restricted to another entity that you do not have access to, you cannot edit it.

Example: You are restricted to entity 100 and have access to the top level. Vendor A is restricted to entity 100. Vendor B is restricted to entity 100 and entity 200. You can view and edit vendor A, but you can only view vendor B.

Potential causes for the invalid contact error are the following:

• The contact was deactivated.
• The contact name contains double spaces, which are no longer supported.

If a contact was deactivated, find out if this was done in error. If it was done in error, activate the contact before you reclassify. If it was not deactivated in error, select or create a replacement contact in the vendor record before you save further changes.

To find out if you have double spaces in the contact name, search Contacts:

1. Go to Company > Setup > Configuration > Contacts.

2. At the top of the Contact name column, enter %  %.

   Enter two spaces between the percentage symbols.

Any contacts that are returned have more than one consecutive space in the Contact name field. Edit the contact records to replace double spaces with single spaces and save your changes.

If you are unsuccessful saving your changes to the contact name, contact Customer Support for assistance.

Solution: Clear your browser cache and cookies, then try again.

Solution: If you create a vendor in the wrong entity or level, you can fix the error by doing the following:

1. Deactivate the vendor.
2. Recreate the vendor record in the proper location.

Solution: Deactivate one of the vendor records.

1. Resolve all transactions for the vendor that you consider to be the duplicate.
2. Deactivate the duplicate vendor.

   An inactive vendor, it no longer displays by default in the Vendors list and it cannot be used in new transactions.

3. Create new transactions using the remaining vendor, only.

Solution: If the vendor is already associated with transactions, deactivate the vendor instead deleting it.

If the vendor is not used in any payments or transactions, you can delete the vendor.

Sage Intacct uses the most current contact information you create new transactions and leaves existing transactions unedited. You can manually update the contact information on an existing, unpaid transaction, in cases where the new contact information applies.

Solution: Refresh the address on the existing bills that you want to update.

1. Go to Accounts Payable > All > Bills.

2. Find the bill that you need to update.
3. Select Edit at the end of the row.
4. Select the Refresh icon Refresh next to the Pay to or Return to dropdown.

   Sage Intacct displays the Refresh icon Refresh next to the address only when it has changed since the transaction was last saved.

5. Select Post or Submit.

1. Go to Accounts Payable > All > Bills.

2. Select Edit next to the bill.
3. Select the Refresh icon Refresh next to the Pay to or Return to dropdown.

   Sage Intacct displays the Refresh icon Refresh next to the address only when it has changed since the transaction was last saved.

4. Select Post or Submit.

If a vendoris not available for you to select in a transaction, check the following potential reasons.

Vendor information is not editable on the following posted transactions.

• Transactions that you imported as historical records.
• Transactions generated from converted Purchasingdocuments.

When you create bills for a vendor, the currency automatically defaults to either the default currency that you set in the vendor record or the base currency of the entity.

Solution: To use a different currency, either override the currency on individual bills or update the default currency in the vendor record.

1. Go to Accounts Payable > All > Bills.

2. Find the vendor you want to update.

3. Select Edit at the end of the row.

4. Select the Additional information tab.
5. In Billing details, update Default currency as needed.

1. Go to Accounts Payable > All > Bills.

2. Select Edit next to the vendor you want to update.
3. Select the Additional information tab.
4. In Billing details, update Default currency as needed.

If you remove 1099 details from the vendor record, but see 1099 boxes selected when you later create a bill, this might be the result of the Vendor type.

For example, suppose you have a Vendor type called Contractor, and the vendor type is configured for Form 1099, Miscellaneous Income, Box 3. Next, you add a vendor called AAA Contractor and assign the Vendor type Contractor. Even though you do not add any 1099 details to the vendor record, they are automatically pulled in from the Vendor type.

If you delete the 1099 details and save the record, these changes are not retained. The Vendor type overrides your changes.

Solution: Remove the Vendor type from the vendor record or replace it with a different Vendor type that has no 1099 settings.

Solution: Learn how to troubleshoot vendors that are missing from the 1099 report.

This happens when you set up a 1099 contact with a different address.

Solution: You can view and edit the 1099 contact on the Contact list tab in the vendor record.

1. Go to Accounts Payable > All > Vendors.

2. Find the vendor that you want to update.

3. Select Edit at the end of the row.

4. Select the Contact list tab.
5. Under 1099 contact, select Same as vendor to use the contact information on the Vendor tab.

1. Go to Accounts Payable > All > Vendors.

2. Select Edit next to the vendor you want to update.
3. Select the Contact list tab.
4. Under 1099 contact, select Same as vendor to use the contact information on the Vendor tab.

Solution: Learn how to import 1099 open balances for vendors.

Solution: Learn how to update non-1099 transactions with a 1099 form and box.

To edit a vendor that has been enabled for ACH payments, you need Vendors: Bank details permissions.

Solution: Ask a user with this permission to make the changes or, if appropriate, request this permission from your Sage Intacct administrator.

To view either ACH or Bank file details, you need Vendors: Bank details permissions.

Solution: If appropriate, request this permission from your Sage Intacct administrator.

To update bank account details in the vendor record, you need Vendors: Unmask bank details permission.

Solution: Ask a user with this permission to make the changes or, if appropriate, request this permission from your Sage Intacct administrator.

Solution: Learn how to import and export vendors information.

Solution: While the standard vendor import template does not support updating the Preferred payment method, you can update this setting using the Update vendors for ACH template. You can do this even if you are not selecting ACH as a payment method.

1. Go to Company > Setup > Configuration > Import data.

2. Under Set up AP master list, Open bills, and adjustments, next to Update vendors for ACH, select Template.

   The CSV file downloads through your browser.
   

3. In the VENDOR_ID column on each line, enter the ID of a vendor whose preferred payment method you want to update.
4. In the PAYMENT_METHOD column, enter the payment method you want to set.
   See Import ACH information for vendors for a list of accepted values for each field.
5. If you selected ACH as the payment method for a vendor, provide settings for the following ACH fields:
   • ACH_ENABLE
   • ACH_BANK_ROUTING_NUMBER
   • ACH_ACCOUNT_NUMBER
   • ACH_ACCOUNT_TYPE
   • ACH_SEC_CODE
6. Save the file.
7. On the Import data page, next to Update Vendors for ACH, select Import.
8. Select the CSV file that you saved.

Solution: Learn about the CSV import template Update vendors for bank file payments . Refer to the field descriptions for the vendor country to determine the correct column to update.

Learn how to Deposit and record a vendor refund.

Learn how to reconcile the AP subledger or aging report to the General Ledger account.