Vendors

Overview

Vendors can be contract employees, subcontractors, consultants, agents, brokers, suppliers, utility companies, or other outsourced people who provide services to you for which you owe them money. So, they are different from your employees because they are not on the payroll of your company though they can also enter time and expenses in Core.

The Vendors screen allows you to create and manage different types of vendors. Depending on the type, they can log time and expenses against the assigned projects, if required. Alternatively, they just provide the services and bill you for them. The project contract specifies whether the consultant fees or vendor expenses are passed on directly to the client (reimbursable to the company) or not. Click to watch this video on managing vendors in Core.

The vendor information is mainly used for invoicing and reporting. If you prefer, the Vendors screen label can be customized in the Custom Labels screen (e.g., the caption can be changed to 'Subcontractor', 'Consultants' or any other term you want). The UI elements as well as reports are adjusted accordingly. You can set up multiple addresses and contact methods for your vendors.

When new vendors (contract employees) are hired or consultants are contracted to work for your company, their basic information must be provided first and then their extended attributes. You might already have the general contact information in Core; however, the Payroll module requires some additional information to ensure proper payroll processing. If you have a Core Payroll subscription, it allows you to add the default payroll information to existing vendor profiles instead of having you to enter it all manually. 

  • Some default information is added at the subscription level, such as Federal Tax, Pay Items, Pay Settings, and Work State.

  • Upon saving a vendor record, you are prompted to add some default payroll information to the profile, such as State Tax, Resident State, Frequency and other Pay Settings. 

  • On adding an address to a vendor profile whose taxes are not in the system, Core adds that tax information along with the relevant defaults.

Field Descriptions

Basic Tasks

Create Vendors

Batch Update Vendors

View Reports

Advanced Tasks

Assign Groups

Group Vendors

Add Multiple Addresses

Set Up Overtime Information

Add Custom Fields

Add Pay Items

Add Withholdings

Add Payroll Taxes

Add Bank Accounts

Add Documents

Add To-Dos

Create Time Entries from To-Dos

Add Notes

Add Vendor Contacts

Convert Vendors to Employees

Send Vendors

Add Opportunities

Clone Vendors

Merge Vendors

Show/Hide Columns in Grid

Export Vendors

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Vendors > List View >
WIP

Work-in-Progress is the value of billable, approved, but unbilled time and expenses associated with vendors. It includes taxes, WUD and markups. It considers the values of active vendors only.

WIP = Time Entry WIP + Expense Entry WIP

where Time Entry WIP = (Client Hours x Bill Rate) x (1 + WUD%) x (1 + Tax %) for unbilled time

Expense Entry WIP = (Cost Rate x Units) x (1 + Markup%) x (1 + Tax%) for unbilled expenses

Unapproved Records This is the value of unapproved time and expenses associated with vendors. It includes the values of active vendors only.
Vendors > Detail > General > Details >
Vendor Type Categorization of vendors into three types:
  • Vendor: Vendor is an outside supplier from whom you purchase goods for your business.
  • Contract Employee: Contract employee is like an employee who might be working in your office or outside, but is not a part of the office payroll. Such employees are given a 1099, not a W2.
  • Outside Consultant: Outside consultant is a hired person or company with an agreement for working on specific projects.
Display As Display name of a vendor. It can be numbers, letters or a combination of both, up to 65 characters.
Security Profile Security profile of a vendor that determines the access to features and reports in Core. You can choose a predefined profile (Billing Only, Default, Full Access, Manager Level Access, or Time and Expense Only) from the drop-down although 'Time and Expense Only' is selected by default. This field is read-only in sample databases.
Role

Vendor's role in the company. You can choose a pre-defined role—Default, Principal/Management, Billing, or Time and Expense. Based on this role, your Dashboard changes accordingly upon login.

Address:

City/State

Cite and state where the vendor lives.

Selecting a state for the contract employee or outside consultant address automatically adds the relevant state taxes under Lists > Payroll > Taxes for that person (if you are subscribed to Core Payroll).

Zip

Allows alphanumeric characters. You can change the Zip field mask to the U.S. Postal Service Zip + 4 format, 99999-9999, or to Canada Post, ?9? 9?9 in Custom Labels.

Entering a zip code for the contract employee or outside consultant address automatically adds the relevant local taxes under Lists > Payroll > Taxes for that person (if you are subscribed to Core Payroll).

Phone/Mobile The vendor's phone number mask can be changed in Custom Labels to common preferences such as 999-999-9999, (999) 999-9999 or 999.999.9999, and to include a country code (99) and extensions.
Default If you have multiple addresses (say home, work, etc.), one of them is to be marked as the default address.
Vendors > Detail > General > Rates & Options >
Bill Rate

Vendor's default hourly bill rate for work done. This rate is used for time entries when neither service fee schedule nor activity item rates are used. Typically, you set up rates for contract employees and outside consultants, not regular vendors.

Overtime Bill Rate Bill rate charged for time worked by the vendor beyond the standard hours. Core uses this rate to calculate the bill amount for overtime entries.
Pay Rate

Vendor's default hourly pay rate for work done. Typically, you set up rates for contract employees and outside consultants, not regular vendors. For regular time,

Cost Rate = Pay Rate x Overhead Multiplier

Example: If you enter $80 as the Bill Rate, $33.50 as the Pay Rate and 1 as the OM, the Cost Rate = $33.50.

If you are using a Cost Plus contract (where Bill Rate = Pay Rate x Multiplier), you must enter an hourly pay rate for the vendor.

Overtime Pay Rate

Vendor's default hourly pay rate for overtime (OT) work done (beyond the standard hours). For overtime,

Cost Rate = Overtime Pay Rate x Overhead Multiplier

When a time entry is marked as overtime, this rate is used if there is neither a service fee schedule linked to the project nor a cost rate assigned to the activity item used in the time entry.

Overhead Multiplier Defines the cost incurred on a vendor, besides the pay rate. It also determines the ideal bill rate of a vendor. You cannot enter a value of 0 or less than 0 as the OHM.   

Overhead Multiplier = Cost Rate / Pay Rate

OHM = Total Annual Expenses / Total Annual Payroll Expenses

Example: If the total expenses incurred last year are $1,000,000 and payroll expenses are $400,000, then
OHM = 1,000,000 / 400,000 = 2.5

Expense Currency

Enables your vendors to log expenses in a foreign currency. You can set a default currency here according to the location of the vendor so that correct values and symbols are used everywhere. Example: If a vendor DJ works in your U.K. office, specify British Pound as his default or home currency. Whenever DJ logs his expenses, they will be recorded in British Pound.

A/P Account Account for all the A/P transactions in Core, such as vendor bills. All the payable for this vendor are posted to this account, unless overwritten at the project or vendor bill level. Core supports multiple A/P accounts.
Expense Account Default account for the expenses related to the vendors in Core. This expense account is used only in the Accounts tab of the Checks and Vendor Bills screens, not the Items tab. The item-level transactions use the item-level accounts.
Class Class are transaction entities used for classification and accounting purposes. You can set a default class for vendors here, but it can be changed, if needed. The class for A/P transactions gets retrieved from the Vendors screen; else Projects.
Bank Account Details: Bank Name This is the name of the vendor's bank. Vendors who do not have complete bank details saved in their profiles are not included in the ABA files. This option is available only on Australia and New Zealand regional settings.
Account Number This is the bank account number of the vendor. This option is available only on Australia and New Zealand regional settings.
BSB Number

Bank State Branch (BSB) is a 6-digit routing number that represents a bank code used to identify a branch of an Australian bank or financial institution. It is required to make or receive a funds transfer. The format of the BSB code is XXY-ZZZ. The first two digits (XX) specify the bank or financial institution where the money is being sent, while the third digit (Y) tells which state the branch is located in. The last three digits (ZZZ) specify the address of the branch. This option is available only on Australia and New Zealand regional settings.

ABA Title It is the title of the vendor on the ABA files generated from the Bill Payments screen. Vendors who do not have complete bank details saved in their profiles are not included in the ABA files. This option is available only on Australia and New Zealand regional settings.
Vendors > Detail > General > Dates & Hours >
Tax ID Number If a vendor is a sole proprietor, enter the vendor’s social security number. If the vendor is not a sole proprietor, enter the vendor’s nine-digit tax identification number. Typically in USA, Tax ID follows the xx-xxxxxxx format while the SSN follows the xxx-xx-xxxx format.
Track payments for 1099 This option allows you (Admin users) to flag vendors that need the 1099-MISC form for the payments made to them.
Automatic Overtime

Core automatically evaluates overtime entries for a vendor. If daily or weekly hours worked exceed the standard hours, Core splits the entry into regular time and overtime. Weekly hours take preference over daily hours in case of automatic overtime and after weekly overtime is triggered, Core does not check the daily hours anymore. If this option is not checked, Core marks the extra hours as regular time.

Example: If your Standard Hours per day = 8 and per week = 40, then Core flags the time entry as OT if that time entry goes over 8 hours for that day or 40 hours for that week.

Vendors > Detail > Performance >
Average Expenses

In case of a vendor or an outside consultant, it represents the average value of expenses billed per vendor bill. Total here refers to the sum of Cost Amount from all the expense entries of the vendor that are linked to vendor bills. It also includes the Cost Amount from the reimbursable expense entries of the vendor, which are treated as system vendor bills. It is calculated as:   

= Total Expense Cost Amount / Number of Vendor Bills   

where Expense Cost Amount = (Units x Cost Rate)   

'Number of Vendor Bills' includes system vendor bills

Average Services

In case of a vendor or an outside consultant, it represents the average value of services billed per vendor bill. Total here refers to the sum of Cost Amount from all the time entries of the vendor that are linked to vendor bills. It is calculated as:

= Total Service Cost Amount / Number of Vendor Bills

where Service Cost Amount = (Actual Hours x Cost Rate)

'Number of Vendor Bills' includes system vendor bills.

Effective Bill Rate

It provides information about the total billable hours logged by a vendor (contract employee) and those billed to the client. Effective bill rates of contract employees are based on a percentage of standard bill rates that is actually collected and reflects on the money you are making on that contract employee. It reflects discounts, write-up/down, and write-offs. You can see this in case of a contract employee.

It is calculated as:

Effective Bill Rate = Billed Amount / Total Hours Billed

where Billed Amount = (Bill Rate x Client Hours x WUD) of billable and billed time entries

Total Hours Billed = Total actual hours of billed entries   

Ideal Pay Rate

Ideal pay rate is the money you should be paying your contract employees based on how effective they are and how much money they are bringing in. In case of a contract employee,

Ideal Pay Rate = Effective Bill Rate x (Utilization % / 100) / Ideal Pay Rate Divisor

where Utilization % = Billable Hours x 100 / (Billable Hours + Non-Billable Hours + Overhead Hours)

Ideal Pay Rate Divisor = Employee Overhead Factor x (1 + Target Profit %)

Example: If a vendor's effective bill rate is $141/hour with a utilization of 100 %, overhead multiplier is 2.25 and the profit multiplier is 1.2, then the Ideal Pay Rate is:

(141 x 1) / (2.25 x 1.2) = 52

Return on Investment

Gross margin compares the billable or billed amount of time and expenses for a vendor (contract employee) with the costs incurred. This margin in dollars and percentage is indicative of the vendor's return on investment (ROI). You can see this in case of a contract employee.

ROI = Minimum Bill Rate - Ideal Pay Rate

where Minimum Bill Rate = Cost Rate x Target Profit Multiplier / Utilization % and

Ideal Pay Rate = (Effective Bill Rate x Utilization %) / (OHM x Target Profit Multiplier)

Work-in-Progress

The value of billable, approved, but unbilled time and expenses associated with a contract employee. It includes taxes, WUD and markups. You can see this in case of a contract employee.

WIP = Total Service Charge Amount + Total Expense Charge Amount

where Service Charge Amount = (Client Hours x Bill Rate) x (1 + WUD%) x (1 + Tax %) for unbilled time

Expense Amount = (Units x Cost Rate) x (1 + Markup%) x (1 + Tax%) for unbilled expenses

Unbilled Costs

This refers to the total cost of approved, but unbilled reimbursable expense entries of a vendor. It does not include markup and taxes. You can see this in case of an outside consultant.

Unbilled Cost Amount = (Units x Cost Rate)

Bills: Paid %

In case of vendors and outside consultants, the calculations involved are:

Paid % = Paid Bills / Total Bills x 100

= (Total Vendor Bill Amount Paid / Total Vendor Bill Amount ) x 100

where Vendor Bill Amount includes the Cost Amount of approved reimbursable expenses of the vendor (system vendor bills)

Total refers to the sum of the amount from all the vendor bills (system vendor bills included) and Paid refers to the portion of this amount that has been paid to the vendor.

Cost: Expenses %

Expenses % = (Expenses / Total Cost ) x 100

where Expenses = Total Expense Cost Amount = (Units x Cost Rate)

Total Cost = Services + Expenses

Services = Total Service Cost Amount = (Actual Hours x Cost Rate)

Total refers to the sum of Cost Amount from all the time and expense entries of the vendor.

Credits: Balance

These are the credits earned by you against your vendors. Credits can be issued when you receive a credit or an advance from your vendor. You can use them to pay off vendor bills, but not reimbursable expenses.

Credit Balance = Issued - Used

Balance % = (Credit Balance / Issued) x 100

where Issued represents the total credit amount issued to the vendor and Used refers to the portion of this issued amount that is used in vendor bill payments

Utilization: Utilization %

The utilization rate gives a measure of the usefulness, efficiency and overall performance of a vendor (contract employee). It draws a comparison between the billable and non-billable value of time entries logged by a contract employee and is based on the target billable hours. Utilization is not affected by the billed status of the time entries. You can see this in case of a contract employee.

Example: Suppose the standard working hours of a vendor are 40 per week and the target utilization is 30 hours per week. If the vendor logs 30 hours/week as billable, then utilization rate is 100%. It ignores the total standard working hours and considers only billable target.

Utilization % = Billable Hours x 100 / Total Hours

where Total Hours = Billable Hours + Non-Billable Hours + Overhead Hours

Billable Hours = Total actual hours of billable entries of projects other than marketing and overhead

Overhead Hours = Total actual hours of entries of marketing and overhead projects, and activity other than vacation, sick, holiday or comp time

Non-Billable Hours = Total actual hours of non-billable entries of projects other than marketing and overhead, and activity other than vacation, sick, holiday or comp time

Margin: Margin %

Displays the profit potential of a vendor (contract employee) for the company. This margin is not affected by the billable status of time entries. You can see this in case of a contract employee.

Margin % = Total Margin x 100 / Billed Amount

Total Margin = Billed Amount – Cost Amount

where Billed Amount = (Client Hours x Bill Rate x WUD) of billed entries

Cost Amount = (Actual Hours x Cost Rate) of billable entries

Billing: Realization %

This chart provides information about the billable and billed value of the time entries logged by a vendor (contract employee).

It shows the realization percentage, which indicates how much an hour of the contract employee's time is worth by looking at the total revenue realized from the billed hours. All billing calculations are done on the billed time entries only. You can see this in case of a contract employee.

Realization % = Billed Amount x 100 / Total Amount

where Billed Amount = (Client Hours x Bill Rate x WUD) of billed entries

Total Amount = Billable Amount + Non-Billable Amount of billed entries

Billable Amount = (Client Hours X Bill Rate) of billed and billable entries

Non-Billable Amount = (Client Hours x Bill Rate) of billed and non-billable entries

Write Up/Down = [Bill Rate x Client Hours x (WUD - 1)] of billed and billable entries

Hours

The overtime hours logged by a vendor (contract employee) is calculated as:

Overtime % = Overtime / Total Hours x 100

where Total Hours = Regular Time + Overtime

You can see this in case of a contract employee.

Gross Margins: Margin

Allows you to view the profitability of a vendor (contract employee) within the date range selected. The grid displays the gross margins for billable value of time logged by the contract employee. The billable and billed gross margin metric is similar except that the billed one looks at actual revenue earned and not just what can possibly be billed. You can see this in case of a contract employee.

Gross Billed Margin = Gross Billed Amount - Gross Billed Cost

Gross Billed Margin % = Gross Billed Margin x 100 / Gross Billed Amount

Gross Billable Margin = Gross Billable Amount - Gross Billable Cost

Gross Billable Margin % = Gross Billable Margin x 100 / Gross Billable Amount

where

Gross Billable Amount = (Client Hours x Bill Rate) of billed entries

Gross Billable Cost = (Actual Hours x Cost Rate) of billed entries

Gross Billed Amount = (Client Hours x Bill Rate x WUD) of billable and billed entries

Gross Billed Cost = (Actual Hours x Cost Rate) of billed entries

Revenue: Billed%

You can see this in case of an outside consultant.

Billed % = (Billed / Total Revenue) x 100

where Total Revenue = Billed + Billable Unbilled

Billed

This represents the revenue potential of an outside consultant. You can see this in case of an outside consultant.

Billed Amount = (Client Hours x Bill Rate x WUD)

Non-Billable

Value of non-billable time entries that are billed. It excludes PTO hours and WUD. You can see this in case of an outside consultant.

Non-Billable Amount = (Client Hours x Bill Rate)

Profit: Profit

Displays the profit potential of a vendor (outside consultant) for the company. It is not affected by the billable status of time entries and exclude retainers. You can see this in case of an outside consultant.

Profit = Billed Amount – Cost Amount

Profit % = Total Profit / Billed Amount x 100

where Billed Amount = (Client Hours x Bill Rate x WUD) of billed entries and

Cost Amount = (Hours x Cost Rate) of billable entries excluding extra entries

Vendors > Payroll > Details >

Payroll Details:

Legal Marital Status

The marital status of a vendor (contract employee or outside consultant) for legal purposes. For tax purposes, Core uses the filing status of vendor and not the legal status.

Ethnicity

The ethnic group to which a vendor (contract employee or outside consultant) belongs.

Citizenship

The country whose citizenship is held by the vendor.

Workers' Compensation

Workers' compensation insurance, if any, associated with the vendor (contract employee or outside consultant).

Employee Type

 

 

 

 

 

 

 

 

 

 

 

 

 

The type of vendor (contract employee or outside consultant) for payroll purposes:

Regular Employee: is the one who works full-time for the company.

Seasonal Employee: is the one who works part-time for the company or during a specific period, say Summer or Christmas.

Exempt: An exempt vendor does not receive overtime pay or does not qualify for minimum wage. Such vendors are paid a fixed salary rather instead of hourly and are thus exempt from overtime pay.

Non-Exempt: A non-exempt vendor (contract employee or outside consultant) receives overtime pay and qualifies for federal minimum wage. Such vendors are paid hourly and thus qualify for overtime pay.

Full-Time: A full-time vendor (contract employee or outside consultant) is one who works at least between 30-40 hours per week, with 40 hours being by the most common standard for working hours. 

Part-Time: A part-time vendor (contract employee or outside consultant) is one who works less than 30 hours per week. 

Positions Type

 

 

 

 

 

 

 

 

 

This field defines the type of job position for the vendor (contract employee or outside consultant): Salaried or Hourly. If it is hourly, then you can choose the Time Entry Required option. 

While vendors can be either hourly or salaried, Core Payroll functions such that salaried vendors have their standard or expected hours per pay period divided into the salaried amount. In other words, if a vendor is salaried at $2,000 per week and expected to work 40 hours a week, the pay rate shows as $100/hour. This is to accommodate the states with the strictest payroll rules, like California. Salaried vendors are not eligible for overtime. This means that whether they actually work 20 hours or 60 hours per week, they still get paid the same amount. This is required for payroll purposes.

Time Entry Required 

 

 

For vendor (contract employee or outside consultant) with Hourly positions, you can choose to set time entry as required for payroll. If you select this option, Core requires the vendors to have approved time entries in the system, which are then used for payroll purposes. If this option is not checked, then Vendors > Payroll > Pay Items is used for payroll calculations.

Salary

This represents the salary amount per pay period and year. For instance, it can be the Biweekly pay amount and Yearly gross salary. If you enter the Yearly salary, Core automatically calculates the pay period salary (say biweekly amount). If you enter the pay period (biweekly) salary amount, Core pre-fills the Yearly salary.

In case of a salaried vendor, pay period salary becomes the Regular Pay Item Amount on the Pay Items tab. Hours remain as is and Pay Rate is calculated automatically.

Tax Details:

Resident State

The state where the vendor (contract employee or outside consultant) is located. Core automatically uses the tax codes applicable to the vendors based on their location.

Resident Tax

Tax code for residence tax applicable to vendor (contract employee or outside consultant). Core automatically uses the tax codes applicable to the vendors based on their state of residence. You need to assign the code to the vendor first on the Taxes tab before it is visible here.

Work State

The state where the company is located. Core automatically uses the tax codes applicable to the vendor (contract employee or outside consultant) based on their company location. These drop-downs are limited to state/city combinations based on the employer tax codes, so this section cannot be completed till the company (employer) setup is completed. It is auto-populated if the company address is mentioned.

Tax Exempt

Employee is tax exempt: Check this option to exclude taxes from the vendor’s pay calculations. You should select this option if vendor (contract employee or outside consultant) are exempt from taxes (tax-free income).

Pay Settings:

Frequency

This is the frequency that determines the payroll period. You can create multiple payroll frequencies to be used in calculating the payroll, such as bi-weekly, monthly, etc. Core pre-fills this frequency with the default frequency, but you can change it here. 

Pay Frequency

This is the frequency at which payroll is processed and paychecks are generated for the vendor (contract employee or outside consultant).

Hours/Day

These are the standard working hours of the vendor (contract employee or outside consultant) per day, say 8 hours per day and are required for payroll purposes. This is saved under Vendors > General > Dates & Hours also for time entry purposes.

Hours/Week

These are the standard working hours of the vendor per week, say 40 hours per week and are required for payroll purposes. This is saved under Vendors > General > Dates & Hours also for time entry purposes.

Pay Method

You can select the type of payment from the drop-down list. The options include:

  • Check: Payment via bank or travelers checks that can be encashed or deposited in the bank.
  • Direct Deposit: It is a payment option where your funds are electronically transferred to your checking or savings bank account.
Vendors > Payroll > Pay Items >

Pay Item

The primary pay code applicable to the employee or resource. It is retrieved from the Payroll Lists. If you select a Commission type pay item, Core does not allow you to select any Activity Item and Item Type from the drop-down. In case of non-TE Dependent pay items, Activity Items and Item Type columns are not available.

Core automatically assigns the relevant activity items to the PTO pay items (Sick, Vacation and Holiday). These items are deducted from the default Regular pay item.

Example: If you get paid $4000 per pay period of 80 hours (Total Hours), but then call in sick, the Regular pay adjusts with the PTO hours so that the Total hours remains for the 80 hours. If you change any of the PTO hours, then the Regular pay changes accordingly.

Default Regular Pay = $4000
Sick + Vac + Hol = $500
Adjusted Regular Pay = 4000 - 500 = $3500

Total Wages = $4000

Pay Rate

For an hourly position type, this is the default hourly pay rate. For a salaried position, it is the annual salary divided by the number of pay periods in a year.

Hours

The working hours of a vendor (contract employee or outside consultant) per pay period.

Amount

The gross amount payable to the vendor per pay period. It is calculated as:

Pay Rate x Hours

In case of a salaried vendor, pay period salary becomes the Regular Pay Item Amount here. Hours remain as is and Pay Rate is calculated automatically.

Payment Frequency It determines how often or at what interval the pay period get repeated, say once a month, first pay period of month, etc.
Vendors > Payroll > Withholdings >

Attributes:

Withholdings

This code is applied to the vendor's payroll and is retrieved from the Payroll Lists. You can edit it here, if needed. A single withholding code cannot be used twice. Withholdings of type 'wage garnishment' do not display in this list.

Start Date

The date from which this withholding is applicable to the vendor (contract employee or outside consultant).

End Date

The date from which this withholding is no longer applicable to the vendor (contract employee or outside consultant). If End Date is set to 01/01/9999, that means there is no end date.

Withholding Status

You can set the status of withholding to Active, Inactive or One-Time. This indicates whether the withholding is to be used for the vendor or not.

Frequency

This sets the frequency or time interval for the withholdings. For example, it can be the first pay of the month, first and third pay periods, all pay periods, beginning of the year, etc.

Wage Garnishment

In case of wage garnishment, an employer has to deduct money from the vendor's wages because of a court order. The garnished wages are used to satisfy a debt on which the vendor (contract employee or outside consultant) has defaulted. This wage garnishment continues till the debt is paid off or other payment arrangements are made with the court or the creditor. E.g., child support, federal debt, credit card debt, etc. In case of withholdings of type wage garnishment, there is no company contribution required. 

Legal Info:

Case Number

A case number for the withholding, e.g., a court case number. You can set the case number against a deduction. This field is primarily for reference.

Petitioner

Name of the petitioner for the withholding case. You can set the petitioner against the deduction. This field is primarily for reference.

Employee Withholding:

Calculation 

You can choose how Core calculates the withholding amount to be deducted from your vendor (contract employee or outside consultant) paychecks. The Standard Amount or Percent is dependent on the withholding calculation method selected here.   

  • Dollar Amount: Core deducts the withholding amount in each pay period as a fixed amount specified as Standard Amount here.
  • Gross Amount x Percent: Core deducts the withholding amount in each pay period as a percentage of the gross pay amount calculated against the applicable pay items. You must enter the relevant Percent here.

Note: For withholdings of type Wage Garnishment, the calculation is: Disposable Wages x Percent

where Disposable Wages are wages after tax and deductions

Maximum Withholding

The maximum amount that an employee can withhold per year. If the total withholding amount deducted becomes equal to this amount, Core does not withhold any amount pertaining to this withholding after that, unless the balance is reset at the start of a calendar year by using that option. This amount is dependent on the year-to-date (YTD) deduction. If the deduction amount in the current pay period is more than this maximum withholding, then Core either decreases the deduction amount or stops the deduction, whichever is applicable. For instance, if you set $10,000 as the maximum withholding, you can enter any value here up to $10,000. After hitting the maximum limit, deductions under this category stop.

Balance Remaining

The remaining amount to be withheld on the paychecks for this withholding. It is non-editable. It keeps on changing automatically based on the deductions made while running payroll.

Example:

Gross Wages = 4000 and Disposable Wages = 3000

Child Support = 30%

Credit Card Debt =30%

Other Debt = $200

Child Support 3000 - 30% = $900

Remaining = $2100

Credit Card Debt 3000 - 30% = $900

Remaining = $1200

Other Debt $1200 - $200 = $1000

Net Pay = $1000

Company Matching:

Calculation

If this withholding has an employer-side contribution, you can choose how Core calculates that amount. The Standard Amount or Percent is dependent on the employer calculation method selected here.

  • Dollar Amount: Core takes the contribution amount in each pay period as a fixed amount specified as the Standard Amount here.

  • Gross Amount x Percent: Core takes the contribution amount in each pay period as a percentage of the pay amount calculated against the pay items applicable to a vendor (contract employee or outside consultant). You must enter the relevant Percent here.

Note: In case of withholdings of type wage garnishment, there is no company contribution required. 

Maximum Withholding

The maximum employer-side contribution applicable to this withholding per year. If the total employer contribution becomes equal to this amount, Core does not include the employer-side contribution to this withholding after that, unless the balance is reset at the start of a calendar year by using that option. For instance, if the company sets $10,000 as the limit, you can enter any value up to $10,000. Employer matching stops after hitting the maximum limit. This amount is dependent on the year-to-date deduction. If the deduction amount in the current pay period is more than the maximum withholding, then Core either decreases the deduction amount or stops deduction, whichever is applicable.

Balance Remaining

The remaining employer contribution amount for this withholding. It is non-editable. It keeps on changing automatically based on the deductions made while running payroll.

Vendors > Payroll > Taxes >

Tax Code

The tax codes are retrieved from the Payroll Lists. This is the actual, non-editable tax code that displays on various reports as expected by various agencies in USA.

Tax Type

This is the type of payroll tax that you are applying to your payroll. Core auto-fills these categories based on various states/cities defined in the employer (company) tax code setup. For instance, New York State Tax. It's a short description of what the tax is and is non-editable.

Filing Status

This represents your filing status for tax returns. Filing status determines the tax liability of a vendor (contract employee or outside consultant) and must match the W-4 form. Depending on the tax category, you can select from a pre-filled list. This is why selecting the tax type is crucial in terms of order-of-operations.

Use 2020 W4: Yes/No

Multiple Jobs or Spouse Works

You can select whether you want to use the default 2019 W4 form or previous year's (2020) W4 form to provide the federal tax details. You must fill the relevant tax information accordingly. This option is available for federal taxes only.

  • Step 2c has been selected in the W-4: You can select this check box if the vendor has marked this option on the 2020 W-4 form. These options display in case of federal income taxes for 2020 W4.

Claimed Dependents

  • Deduction Amount (step 3): Deductions claimed for dependents on the W-4 form at its step 3.

This option displays in case of federal income taxes for 2020 W4.

Other Adjustments

  • Other Income (step 4a): Other income (not from jobs) as claimed on the W-4 form at step 4(a). It can include interest, dividends, retirement income, etc.
  • Deductions (step 4b): Deductions other than the standard deduction as claimed on the W-4 form at step 4(b).
  • Extra Withholdings (step 4c): Any additional tax to be withheld for each pay period as marked on the W-4 form at step 4(c).

These options display in case of federal income taxes for 2020 W4.

Exemption 1/

Regular Allowances

Based on the filing status, some exemptions are given to the vendor (contract employee or outside consultant) on the taxable income. Regular allowances or exemptions represent the number of exemptions claimed by the vendor. The allowance/exemption amount is calculated as a fixed amount multiplied by number of exemptions. Depending on the Tax Code and your state, the label Exemption 1 changes to Dependents, Total Allowances, Regular Allowances, Personal Allowances, etc.  

Exemption 2/

Total Allowances

These represent the number of allowances or exemptions claimed by the vendor (contract employee or outside consultant) at the secondary level. It is applicable for some states only and is calculated the same way as regular allowances. Depending on the Tax Code and your state, the label Exemption 2 changes to Total Allowances, Dependent Allowances, Personal Exemptions, etc. In some cases, it is not applicable.

Extra Tax Calculation

Select whether you want to enter the Extra Tax as a calculated amount or a percentage. If there is going to be an additional tax added to the amount already calculated for this code, it can be generated based on a set Dollar Amount or Percentage of Taxable Wages.

Extra Tax Amount

You can enter the extra tax to be deducted against this tax code as an amount or percentage. This is either a flat amount or percentage used for the extra tax calculation.
Vendors > Payroll > Bank Accounts >

Bank Name

The vendor's bank name.

Account Number

The vendor's bank account number.

Routing Number

The nine-digit routing number of the vendor's bank account.

Account Type

Type of bank account, say checking or saving account.

Deposit Option

You can select what deposit option you want from a pre-defined list. Determines whether the deposit is a dollar amount or it is calculated as a percentage of the paycheck amount.

There are two options:

  • Dollar Amount

  • Percent Remaining Net Pay: This means a percentage of paycheck amount

Deposit Amount/

Deposit Percent

This field is directly associated with the Deposit Option field. In case your deposit option is Amount, this displays the amount and in case of Percent, this is a percentage value.

Sequence

You can change the sequence of bank accounts by dragging them up and down. Using this sequence, wages are deposited in vendor's bank account. It is also known as priority ordering.

Vendor > To-Dos > Edit To-Dos >
% Complete Estimated percentage of completion of a to-do item. This helps you keep track of how much of the task remains to be done till the due date. In case of to-do items related to projects and vendors, you can create time entries from them upon updating the % Complete.

 

Create Vendors

To create a new vendor profile, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. Click Create New on the top-right.

    2. On the Create Vendor > Details screen, enter the required information:

      • Vendor Type: Categorization of vendors into three types:
        Vendor: Vendor is an outside supplier from whom you purchase goods for your business.
        Contract employee: Contract employee is like an employee who might be working in your office or outside, but is not a part of the office payroll. Such employees are given a 1099, not a W2.
        Outside consultant: Outside consultant is a hired person or company with an agreement for working on specific projects.

      • Company

      • Name

      • Display As: Display name of a vendor. It can be numbers, letters or a combination of both, up to 65 characters.

      • Security Profile: Security profile of a vendor that determines the access to features and reports in Core. You can choose a predefined profile (Billing Only, Default, Full Access, Manager Level Access, or Time and Expense Only) from the drop-down although 'Time and Expense Only' is selected by default. This field is read-only in sample databases.

      • Role: Vendor's role in the company. You can choose a pre-defined role—Default, Principal/Management, Billing, or Time and Expense. Based on this role, your Dashboard changes accordingly upon login.

      • Address

    1. Enter other details about the vendor, if needed.

      • Bill Rate: Vendor's default hourly bill rate for work done. This rate is used for time entries when neither service fee schedule nor activity code rates are used. Typically, you set up rates for contract employees and outside consultants, not regular vendors.

      • Pay Rate: Vendor's default hourly pay rate for work done. Typically, you set up rates for contract employees and outside consultants, not regular vendors. For regular time,
        Cost Rate = Pay Rate x Overhead Multiplier
        Example: If you enter $80 as the Bill Rate, $33.50 as the Pay Rate and 1 as the OM, the Cost Rate = $33.50.
        If you are using a Cost Plus contract (where Bill Rate = Pay Rate x Multiplier), you must enter an hourly pay rate for the vendor.

      • Expense Account: Default account for the expenses related to the vendors in Core. This expense account is used only in the Accounts tab of the Checks and Vendor Bills screens, not the Items tab. The item-level transactions use the item-level accounts.

      • A/P Account: Account for all the A/P transactions in Core, such as vendor bills. All the payable for this vendor are posted to this account, unless overwritten at the project or vendor bill level. Core supports multiple A/P accounts.

    1. Click Save & Done or Save & Add Another.

Batch Update Vendors

Making batch changes to the vendor records is a non-reversible process. Batch update also allows you to reset the values to none if the field is not required.

To update any vendor information:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. Select the vendor records on the grid and click Actions > Delete to delete them. You cannot delete vendors that have vendor bills or purchase orders associated with them; if no longer needed, make them inactive instead.

    2. Otherwise, click Batch Update to make changes to them. Using the  menu, you can select the total number of records without scrolling all the way to the end of the list, total number of records in view or none of the records.

    3. On the Batch Update dialog, select the relevant fields and enter new values for them.

    4. Check the disclaimer at the bottom and click Update.

    5. To edit a single vendor, click  on a row and select Detail.

    6. In the detail view, enter more details or make your changes.

    7. Click Save.

View Reports

To view a report:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Assign Groups

This option allows you to quickly assign a vendor to a vendor group or view whether the selected vendor is a member of any existing group. A vendor can belong to one group or multiple groups.

To assign a vendor to a group:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor on the grid and click  to select View Details.

    2. In the detail view, go to the General > Details tab and click Assign Groups.

    1. On the Assign Groups dialog, select the desired group for the vendor. By default, the All group is assigned and set as the default group for all vendors.

    2. Click Update.

Group Vendors

Groups can be a very effective device for managing your business. Core allows you to filter information by groups. You can group together vendors with the same bill rate and cost rate. It is worth a little time to create groups because they can save a substantial amount of time down the road.

To group various vendors:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor on the grid and click  to select View Details.

    2. In the detail view, go to the General > Details tab and click Assign Groups.

    1. On the Assign Groups dialog, click Manage Groups. (You can also go directly to this screen via side menu > Productivity Tools > Groups.)
    2. On the Groups screen, click Create New.

    1. On the Create Vendor Group screen, enter the required information:

      • Name

      • Description

    1. Select the relevant options:
      • Add new vendors automatically: Automatically adds all new vendors to the new group as they are created.
      • Include all vendors in new group: Includes all existing vendors in the new group.

    2. Click Save.

Add Multiple Addresses

Employees can have various addresses associated with them, such as for work, home or any office location. You can add multiple address for all your contacts in Core.

To add a vendor address:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the General > Details tab and click Add Address.

    1. Enter a title for the new address to describe it, say Main or Home.

    2. Enter the address details (Street 1/2, City, State, Zip and Country)

    3. Check the Default option if you want to make this as the primary address of the vendor.

    4. Click Save.

Set Up Overtime Information

To set up overtime information for a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the General > Rates & Options tab and enter the required information:

      • Overtime Bill Rate: Bill rate charged for time worked by the vendor beyond the standard hours. Core uses this rate to calculate the bill amount for overtime entries.

      • Overtime Pay Rate: Vendor's default hourly pay rate for overtime (OT) work done (beyond the standard hours). For overtime,
        Cost Rate = Overtime Pay Rate x Overhead Multiplier

        When a time entry is marked as overtime, this rate is used if there is neither a service fee schedule linked to the project nor a cost rate assigned to the activity item used in the time entry.

      • Overhead Multiplier: Defines the cost incurred on a vendor, besides the pay rate. It also determines the ideal bill rate of a vendor. You cannot enter a value of 0 or less than 0 as the OHM.
        Overhead Multiplier = Cost Rate / Pay Rate
        OHM = Total Annual Expenses / Total Annual Payroll Expenses
        Example: If the total expenses incurred last year are $1,000,000 and payroll expenses are $400,000, then
        OHM = 1,000,000 / 400,000 = 2.5

    1. Next, go to the Human Resources tab and enter the Standard Hours: Per Day/Per Week, say 8 hours per day and 40 hours per week.

    2. Check the Automatic Overtime option: Core automatically evaluates overtime entries for a vendor. If daily or weekly hours worked exceed the standard hours, Core splits the entry into regular time and overtime. Weekly hours take preference over daily hours in case of automatic overtime and after weekly overtime is triggered, Core does not check the daily hours anymore. If this option is not checked, Core marks the extra hours as regular time. Example: If your Standard Hours per day = 8 and per week = 40, then Core flags the time entry as OT if that time entry goes over 8 hours for that day or 40 hours for that week.

    3. Click Save.

Add Custom Fields

Using the custom fields, you can track extra characteristics and attributes of your vendors. For example, you might track vendor specialization and experience to match your company's needs. You can customize these fields in the Custom Labels screen.

To add a custom field:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the General > Custom Fields tab and click Add Custom Field.

    1. Select the type of field you want depending on the purpose, say Text Box.

    2. On the Add Text Box dialog, enter the required information:

      • Name

      • Type

      • # of Characters

    3. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid. Click Save.

Note: You can display a maximum of three custom fields on the list view per screen.

 

Add Pay Items

There are additional payroll properties for vendors (contract employees or outside consultants) that need to be set up before using the Payroll feature in Core. The pay items help Core know what vendors are being paid for, how often they get paid and which taxes to apply based on the pay items. If you have a Core Payroll subscription, it allows you to add the default payroll information to existing vendor profiles instead of having you to enter it all manually. 

To assign a pay item to a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor (contract employee or outside consultant) on the grid and click  to select View Details.
    3. In the detail view, go to the Payroll > Pay Items tab.
    4. Click Add and enter the required information:
      • Pay Item: The primary pay code applicable to the employee or resource. It is retrieved from the Payroll Lists. If you select a Commission type pay item, Core does not allow you to select any Activity Item and Item Type from the drop-down. In case of non-TE Dependent pay items, Activity Items and Item Type columns are not available.

        Core automatically assigns the relevant activity items to the PTO pay items (Sick, Vacation and Holiday). These items are deducted from the default Regular pay item.

      • Pay Rate: For an hourly position type, this is the default hourly pay rate. For a salaried position, it is the annual salary divided by the number of pay periods in a year.
      • Hours: The working hours of a vendor (contract employee or outside consultant) per pay period.
      • Amount: The gross amount payable to the vendor per pay period. It is calculated as:

        Pay Rate x Hours

      • Activity: Activity item associated with the vendor's time entry.
      • Payment Frequency: It determines how often or at what interval the pay period gets repeated, say once a month, first pay period of month, etc.   
    1. Click Done. 

Add Withholdings

After you set the withholdings at the company level, they can be assigned to individual vendors (contract employees or outside consultants). Core allows you to add multiple withholding codes for vendors and use them to calculate the withholding deductions on the paychecks. Being a federal republic, the United States has autonomous state and local governments where taxes are imposed at each level for income, property, sales, imports, payroll, etc. An employer is required to withhold federal, state and local income tax from their vendors' payroll. Here, you can specify the applicable taxes and allowances for your vendors as required by the taxing jurisdiction.

To add a withholding for a vendor:

  1. Open the Vendors screen from the side menu > Contacts > Vendors.
  2. In the list view, select a vendor (contract employee or outside consultant) on the grid and click  to select View Details.
  3. In the detail view, go to the Payroll > Withholdings tab and click Add.

  4. On the Create Withholding dialog, enter the required information:

    • Withholdings: This code is applied to the vendor's payroll and is retrieved from the Payroll Lists. You can edit it here, if needed. A single withholding code cannot be used twice. Withholdings of type 'wage garnishment' do not display in this list.

    • Start Date: The date from which this withholding is applicable to the vendor (contract employee or outside consultant).

    • End Date: The date from which this withholding is no longer applicable to the vendor (contract employee or outside consultant). If End Date is set to 01/01/9999, that means there is no end date.

  5. Click Add Withholding.

  6. In the list view, select a withholding on the grid and click to select View Details.

  7. In the detail view, enter other information, if needed.

    • Attributes

    • Employee Withholding

    • Legal Info
    • Company Matching
  8. Click Save.

Add Payroll Taxes

Each vendor (contract employee or outside consultant) can have a unique set of state and federal payroll tax settings. While Core automatically includes the most common codes based on the employer/vendor setup, there is always a chance that additional customization of taxes is needed for vendors. Certain taxes like Medicare, OASDI, FUTA , SUTA, Disability Insurance and Employer/Company Training taxes are excluded from this section because they are calculated automatically. They are controlled by the employer (company) pay items as opposed to the vendors doing the work. These taxes are pre-filled based on the W4 information of the vendors (contract employees or outside consultants), but can be changed.

Core allows you to add taxes for vendors from the Taxes list and includes them when calculating the tax deductions on the paychecks.

To add a payroll tax for a vendor:

  1. Open the Vendors screen from the side menu > Contacts > Vendors.

  2. In the list view, select a vendor (contract employee or outside consultant) on the grid and click to select View Details.

  3. In the detail view, go to the Payroll > Taxes tab and click Add.

  4. Enter the required information:

    • Use 2020 W4: You can select whether you want to use the default 2019 W4 form or previous year's (2020) W4 form to provide the federal tax details. You must fill the relevant tax information accordingly. This option is only available for federal taxes.
    • Tax Code: The tax codes are retrieved from the Payroll Lists. This is the actual, non-editable tax code that displays on various reports as expected by various agencies in USA.
    • Tax Type: This is the type of payroll tax that you are applying to your payroll. Core auto-fills these categories based on various states/cities defined in the employer (company) tax code setup. For instance, New York State Tax. It's a short description of what the tax is and is non-editable.
    • Filing Status: This represents your filing status for tax returns. Filing status determines the tax liability of a vendor (contract employee or outside consultant) and must match the W-4 form. Depending on the tax category, you can select from a pre-filled list. This is why selecting the tax type is crucial in terms of order-of-operations.

  5. Enter other details, if needed.

    • Exemption 1/Regular Allowances: Based on the filing status, some exemptions are given to the vendor (contract employee or outside consultant) on the taxable income. Regular allowances or exemptions represent the number of exemptions claimed by the vendor. The allowance/exemption amount is calculated as a fixed amount multiplied by number of exemptions. Depending on the Tax Code and your state, the label Exemption 1 changes to Dependents, Total Allowances, Regular Allowances, Personal Allowances, etc.  

    • Exemption 2/Total Allowances: These represent the number of allowances or exemptions claimed by the vendor (contract employee or outside consultant) at the secondary level. It is applicable for some states only and is calculated the same way as regular allowances. Depending on the Tax Code and your state, the label Exemption 2 changes to Total Allowances, Dependent Allowances, Personal Exemptions, etc. In some cases, it is not applicable.
    • Extra Tax Calculation: Select whether you want to enter the Extra Tax as a calculated amount or a percentage. If there is going to be an additional tax added to the amount already calculated for this code, it can be generated based on a set Dollar Amount or Percentage of Taxable Wages.
    • Extra Tax Amount: You can enter the extra tax to be deducted against this tax code as an amount or percentage. This is either a flat amount or percentage used for the extra tax calculation.

  6. Click Save.

Note: There are order of operations required for filling out new taxes. You must pick a tax code first before entering any other information.

 

Add Bank Accounts

In order to get reimbursed for wages and expenses, vendors (contract employees or outside consultants) need to have a bank account associated with their profile. You as an employer can add the bank account information of your vendors. Vendors can have multiple bank accounts for various types or amounts of payments. They get email notifications if any change occurs on the Bank Accounts tab.

To add a bank account for a vendor:

  1. Open the Vendors screen from the side menu > Contacts > Vendors.

  2. In the list view, select a vendor (contract employee or outside consultant) on the grid and click to select View Details.

  3. In the detail view, go to the Payroll > Bank Accounts tab and click Add.

  4. In the detail view, enter the required information:

    • Bank Name

    • Routing Number

    • Account Number: The nine-digit routing number of the vendor's bank account.

    • Account Type: Type of bank account, say checking or saving account.

    • Deposit Option: You can select what deposit option you want from a pre-defined list. Determines whether the deposit is a dollar amount or it is calculated as a percentage of the paycheck amount.

    • Deposit Amount/Percent: This field is directly associated with the Deposit Option field. In case your deposit option is Amount, this displays the amount and in case of Percent, this is a percentage value.
  5. Click Save.

The bank account for the vendor is added. You can change the sequence of bank accounts by dragging them up and down in the list view. 

 

Add Documents

To add a document to a vendor record:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the Documents tab and click Add.

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment.

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.
      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.
      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.
      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.
      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.
      • Box: To link files stored in your Box account, enter its Description and then browse for it.
      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.
    1. Click Add.

Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the  row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

 

Add To-Dos

To add a new to-do task for a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor on the grid and click  to select View Details.

    2. In the detail view, go to the To-Dos tab and click Add.

    3. Enter the required information in the top row of the grid:

      • Description

      • Start/End Date

      • Assigned To

    1. Click Done.

Create Time Entries from To-Dos

To create a time entry from a to-do task:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the To-Dos tab.

    1. Select a to-do task on the grid and click Actions > Make Time Entry.

    2. On the Create Time Entry > Details dialog, enter the required information:

      • Entry Date

      • Project

      • Activity

      • Actual/Client Hours

    1. On the Additional tab, enter other information , if needed:

      • Cost Rate

      • Bill Rate

      • Tax 1/2/3 %

    2. Click Save.

Add Notes

Core allows you to add notes for your vendors and their contacts.

To add a new note for a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the Notes tab and click Add.

    1. Enter the required information in the top row of the grid:

      • Category

      • Description

      • Date

      • Status

    1. Click Done.

Add Vendor Contacts

To add a vendor contact:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, go to the Contacts tab and click Add.

    1. On the Contact Detail > Details screen, enter information in the required fields:

      • Display As: numbers, letters or a combination of both, up to 65 characters

      • Name

      • Company

      • Contact Address

    1. To add a contact type, click Add contact method. You can choose the desired option from the drop-down (say Email or Mobile) and then enter that information.

    2. Click Save.

    3. The contact record is saved and you can add notes for it from its Notes tab.

    4. Click Save & Done.

The new contact displays in the list view.

Convert Vendors to Employees

You can convert vendors to employees provided they do not have purchase orders, vendor bills or vendor credits associated with them. However, approved reimbursable expenses (system vendor bills) are allowed. Vendor to employee conversion also converts to-do tasks besides other information. Core does not allow you to convert the logged-in vendor into an employee.

To convert a vendor profile to an employee:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor on the grid and click  to select View Details.

    2. In the detail view, click Actions > Convert to Employee.

You can view the converted employee on the Employees screen.

 

Send Vendors

In Core, you can send vendor records to your accounting program, such as QuickBooks Online, Xero and MYOB AccountRight.

To send a vendor record to your accounting program, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    2. In the list view, select a vendor on the grid and click  to select View Details.

    3. In the detail view, click Actions > Send To on the top-right.

     
    1. Select the relevant option from the drop-down, say QuickBooks. Your data is sent.

Add Opportunities

You can create sales opportunities directly from the Vendors screen. However, this option is only available with the CRM subscription. In this case, the vendor becomes the prospect of the newly associated opportunity. The vendor-prospect relationship is always maintained as when an opportunity is won and vendor is mapped to the respective client record. The records between Prospects and Vendors are synced automatically when changes are made to any common attributes, provided the contact appears in both screens. You can add the opportunities from the list view row-action menu or the detail view Actions menu.

To add an opportunity to a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.
    2. In the list view, select a vendor on the grid and click  to select View Details.
    3. In the detail view, click Actions > Add Opportunity on the top-right.


    4. On the Add Opportunity dialog, enter the required information:
      • Opportunity Name: Name of the opportunity expected from a prospect.

      • Type: The type (e.g., new business, existing business, renewal, etc.) of opportunity can be selected from the drop-down list. You can create various opportunity types in the CRM lists.

      • Prospect: This is the prospect associated with the opportunity. It is pre-filled with the vendor's Display As name, by default. Core automatically creates a prospect record, if it has not already been added.

      • Target Date: The realistic close date by which you want to win the opportunity. It represents a deadline for an opportunity. It is set as one month later by default, but can be changed as needed.

      • Stage: The current stage of an opportunity in terms of sales, e.g., ongoing, won or lost. By default, it is brought forward from Lists > CRM > Opportunity Stages with the least order value and not ‘In Progress’.

    1. Enter other information about the opportunity, if needed.

      • Description: Description or other information about the opportunity, say additional licenses.

      • Assigned To: This is the sales person to whom the opportunity is assigned. It gets pre-filled by the prospect's Assigned To value by default.

      • Probability %Current possibility of winning the opportunity. This value is in percentage, say 50%. By default, it is set to 25%, but you can change it. You can quickly update the probability of an opportunity later using the Update Probability option from the row-action menu in list view.

      • Opportunity Value: Monetary value or worth of an opportunity.

      • Forecast: Forecast refers to the revenue that you expect from the opportunity. It represents the monetary value of an opportunity.

    1. Click Add. The opportunity is created and you are taken to its detail view where you can add more information.

Clone Vendors

You can create a ‘clone template’ containing general or common data that you want to include in all the new records. For example, if you employ many sub-contractors for network installation and administration projects, it saves time to create a clone template for this type of a vendor. Be sure to give a special ID to each clone template.

To clone a vendor:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor on the grid and click  to select Clone.

    2. On the Vendor Clone dialog, enter the required information:

      • Clone From

      • Clone To

    1. Click Clone.

Merge Vendors

In certain situations, you might want to combine multiple vendors into a single vendor. Core allows you to do that by moving all the items and any other transactions linked with the vendor to the selected destination vendor. Attachments or any other objects linked with the source vendors are moved to the destination vendor.

To merge vendors, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, select a vendor record on the grid and click  on that row to select Merge.

    2. On the Merge Vendors dialog, choose the vendor from the drop-down into which you want to merge the selected vendors.

    3. Click Merge.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Title.
    3. Next, click the column you want to sort, say Name.
    4. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

 

Export Vendors

In Core, you can export vendors to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export vendor records to a .CSV file, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

When using the filter search or applying filters, Core intelligently updates the info bars to reflect the values of the filtered list. Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To remove all filters, click Clear Filters on the right.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Vendors screen from the side menu > Contacts > Vendors.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

Was this article helpful?
0 out of 0 found this helpful