Vendor Editor

These instructions will provide the steps for creating new vendor records, editing existing records or deleting vendor records.

A user must be given permission to insert/update/delete vendor records with the vendor number. Follow the next set of instructions to edit a user's permissions. There are two other levels of permission that can be set for a user: No Access and Read Only. For No Access the Vendor Editor will NOT be listed on the Action Menu. For Read Only it will be listed

1. Only the district security person has permission to change a user's security settings.
2. Open System/Entry/User Management.
3. On the setup box verify the year and select the school. Then verify the data range needed.
4. Click OK.
5. Find the User that needs permissions changed.
6. This user will probably have RW permission for the Finance Category unless he/she is a new user to JCampus.
7. On the line with Finance Category, click the Program cell and select RW for Post Transactions. Then, click Save.
8. A popup will appear to verify whether you want to save changes for ALL users with the same profile as the selected user.
9. The answer is usually No.
10. On the same line to the right, click the Action cell and select the appropriate action--No Access, Read Only, Insert/Update/Delete. Then, click Save.
11. A popup will appear to verify whether you want to save changes for ALL users with the same profile as the selected user.
12. The answer is usually No.

Instructions to create new Vendor records, edit existing Vendor records, or delete existing Vendor records.

1. Select Funds from the area on the left side of the screen.
2. Under Entry select Post Transaction.
3. The default District and School information will be based on your security settings.

   NOTE If you are a district user, you will need to make a school selection.

4. Complete the Setup box and click Ok.
5. Click the Action button at the top right of the screen.
6. Select Vendor Editor.
7. The Vendor list will appear on the screen.

To create a New Vendor, use these steps:

1. All new Vendor records will be created for Site 700 and will be available for all schools.
2. Use the top blank line beginning with the Vend No cell to create a new Vendor.
3. Enter information for each of the following fields listed below. Some of the fields are optional. If a field is not listed, it is not used.
   • Vendor No.
   • Vendor Name
   • Address 1
   • Address 2
   • City
   • State
   • Zip
   • Zip4 (optional)
   • Phone Area Code (optional)
   • Phone (optional)
   • Phone Ext (optional)
   • Fax Area Code (optional)
   • Fax (optional)
   • Supplier No (optional): This is used for the SSN for vendors that must receive the IRS Form 1099
   • 1099 R: Check this box if the vendor must receive the IRS Form 1099
   • The Term Code, Credit Limit, Curr Bal, Class, Misc and Misc 2 fields are not used. These fields should be left blank.
4. Click the green save cell at the right end of the new record.

NOTE--If the Vendor Number that you've selected is already in use by any of the schools in your district, you will get a warning which will give you the next available number as a suggestion.

To edit an existing Vendor record follow this section of instructions.

1. Open Transaction Posting.
2. Click the Action button and select Vendor Editor.
3. Find the Vendor that needs to be edited.
4. Update missing information or edit existing information.
5. Click the green save cell at the right end of the record.

To Delete an existing Vendor record follow this section of instructions.

1. Open Transaction Posting.
2. Click the Action button and select Vendor Editor.
3. Find the Vendor that needs to be deleted.
4. Click the pink cell at the left end of the record.
5. There will be a confirmation popup appear on the screen.
6. To exit out of the delete process, click the No button.
7. To delete the record, click the Yes button.

To Print the Vendor List, use the instructions below.

1. Click the print button at the bottom of the page.
2. A print preview window will appear.
3. To get the print icon on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons.
4. Click the print icon at the right end of this rectangle. Another print preview will appear.
5. Select the number of copies to print. Standard district procedures require the schools to send a copy to the district office and to keep a copy on file at the school.
6. Click the print button at the top left to print the report. Close the print preview.