CenterPoint^® Accounting for Agriculture - Understanding and Using Names (Vendors, Customers, Employees or Salespersons)

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Names are individuals or organizations you do business with. There are four name types: Vendor, Customer, Employee, and Salesperson. Any name can be one, two, or all types. By specifying a name type, the transaction screens will display only the appropriate names for that screen.

Create a Name

Tabs

General Addresses Credit Cards

Custom Name Fields Email/Print ACH Payments

Edit/Change an Existing Name

View Transaction History for a Name

Delete a Name

Change the Status (Activate/Deactivate) of a Name

Combine Two Existing Names

Tabs
General	Addresses	Credit Cards
Custom Name Fields	Email/Print	ACH Payments

Create a Name:

Select Setup > Names > Names.
Click New to create a new blank name. Or if the name being added is similar to an existing name, you can highlight the similar name and click Copy. This will create a new name using all of the information in the highlighted name.

Note: To set a default for any of the fields on the screen, right-click and select Set As Default. For example, if most of the names you enter are for a particular State, you can set that state as the default that will display. To clear the default, right-click and select Clear Default. If you want to skip any fields when you enter names, you can remove fields from the tab order by clicking the Options button, selecting Set Tab Stops, and then removing the checkmark next to the fields you want to skip.

General tab

On the General tab, under Name Format, select Business if this name is a business (selecting this option formats the Name box to accept a company name), or Individual if this name is an individual (selecting this option formats the Name box to accept an individual's name entered in last name, first name and middle initial format.).
Under Name Type, select Customer, Vendor, Employee, and/or Salesperson. Any name can be one, two, or all types. To set the default for name type to be selected for Customer or Vendor, right-click and select Set As Default. To clear the default payment term, right-click and select Clear Default.
If you are creating an employee that you will be paying in the Payment screen (instead of processing a pay run using the payroll program), the name should be marked as both an employee and a vendor. Once the Employee check box is selected, it cannot be unselected if there is any data associated with the name that would prevent it from being deleted, for example pay run data.

If this name is a customer, click the Customer Detail button and follow the steps below. If this name is not a customer, continue with Step 6.

In the Payment Terms box, click and select a payment term, or type a payment term. The payment terms code determines the date payment is due. Typical payment terms are net 30; COD (cash on delivery); etc.

Note: To create a new payment term, right-click and select New, and then follow the Understanding Terms and Discounts procedure. To set a payment term as the default, right-click and select Set As Default. To clear the default payment term, right-click and select Clear Default.

In the Default AR Account, click and select the account that will display as the default Accounts Receivable account for this name in the Processes > Sales > Customer Invoices (Basic). transaction entry screen.

If this name is a vendor, click the Vendor Detail button. If this name is not a vendor, continue with Step 7.

In the Payment Terms box, click and select a payment term, or type a payment term. The payment terms code determines the date payment is due. Typical payment terms are net 30; COD (cash on delivery); etc.

Note: To create a new payment term, right-click and select New, and then follow the Create a Payment Term Due on a Specific Date or Create a Payment Term with Net Terms procedure. To set a payment term as the default, right-click and select Set As Default. To clear the default payment term, right-click and select Clear Default.

In the Default AP Account, click and select the account that will display as the default Accounts Payable account for this name in the Vendor Invoices (A/P) transaction entry screen.

Select the On Payment Hold check box to place a hold on all payments to this vendor. When a vendor is on payment hold, their invoices will not display on the Pay Invoices Due screen and when saving a payment on the Payments screen a "You cannot save this transaction because the Vendor is on payment hold." message displays because the vendor is on hold.

In the Abbreviation box, enter up to ten characters of optional information that you can easily identify the name by. To set how duplicate abbreviations are handled by CenterPoint, right-click and select Allow Duplicates (Use this option to reuse and not require the value in the Abbreviation box.), Warn if Duplicate (Use this option to receive a warning if a duplicate abbreviation is used. A confirmation message will display. To continue using the duplicate value, click Yes.), or No Duplicates Allowed (Use this option to require a unique value in the Abbreviation box. A message will display. Click OK to return and enter a unique value.).
Select the user-definedGroup to assign the name to, for example Wholesale, Retail, Referral Partner. Groups are used in reporting and as a filter to limit the range of names in many reports.
In the Last Name/Company box, enter up to 50 characters of required information that describes the last name/company name. If this name is an individual, also specify the First Name and M.I.
In the Contact box, enter up to 30 characters of optional information that describes the contact at this address.
In the Address Line 1 and Address Line 2 boxes, enter the street address and any other information, for example, suite number or post office box number.
The third address line has a format option preceding it. There are four options for the format of the third line of the address:

City, State, and Zip Code (US Addresses).

City, Province, Postal Code (Canadian Addresses).

Address Line 3 (Free format line)

Foreign City, Foreign State/Province, Foreign Postal Code, Country Code (Foreign Addresses).

Choose the correct format. If this is the format that you use most often, you can select it and then right-click on the field to make it the default format. The United States address format and the Canadian address format will perform a zip code or postal code lookup and fill in the city and state or province. Country Codes can be selected from a list when using Foreign Addresses.

If your preferences are set to use the automatic Zip Code/Postal Code Lookup for addresses (File > Preferences > General > Address Settings), in the Zip/Postal Code box enter the zip code or postal code. If a list displays, select the appropriate city/state or city/province from the list. If your preferences are not set to use the lookup, enter the City/State/Zip, City/Province/Postal Code, Address 3, or Foreign Address information.

Note: To set a City/State/Zip, City/Province/Postal Code, Address 3, or Foreign Address as the default, right-click and select Set As Default. To clear the default City/State/Zip, City/Province/Postal Code, Address 3, or Foreign Address, right-click and select Clear Default.

In the Phone box, enter the phone number for this name's default business address.
Complete any other fields (Fax, E-mail, etc.) that are applicable to your business needs.
In the Fax box, enter the fax number for this name's default business address.
In the E-mail box, enter the e-mail address for this name's default business address. If you’ve selected to e-mail invoices/billing statements to this name, an e-mail address is required.
In the Federal Tax Id box, enter an optional 15 character federal tax identification number for this name. This field is optional but should be filled in for any vendors that will be issued a 1099.
In the State Tax Id box, enter an optional 15 character state tax identification number for this name.
If you want to print a 1099 for this vendor, select the Issue 1099 for this Vendor check box.
If this name is a Vendor, in the Memo box, enter up to 50 characters of information that you want to print on the check portion of a printed check or invoice to this name. The account number is an example use of the Memo box.
Select the Consent to Electronic 1099 check box if this vendor consents to receiving only a 1099 form that can be viewed through Aatrix (the vendor will not receive a paper form). If this box is selected, a signed consent form must be on file. This form can be printed from Federal & State Payroll Forms & Reports > Federal Tax Forms and selecting Electronic 1099 Consent in the Report box.
If the email address you want to include with the electronic consent is listed in the Email drop-down list, select the address, or enter a new email addresses.
To select which companies/funds this name is active in, click the Active Status button, select the companies/funds the name is active in (the default is active for all companies/funds), and then click OK.
To add notes to this name, click Additional Notes, enter the notes, and then click OK. When notes are added from the Additional Notes button, the button label will change to Edit Notes with a yellow background.

Note: To add a time stamp to a note added or edited on the Additional Notes screen, click Stamp. If you are adding/editing a stamp in a database without security, the stamp will display "Edited on (current date and time)". If you are adding/editing a stamp in a database with security, the stamp will display "Edited by (username) on (current date and time)".

If you want to select which fields are necessary for data entry, click the Options button and then select Set Tab Stops.
Select the Print Notes on forms check box to print notes entered on the Additional Notes screen on a purchase order or check when the Payee Notes field is added in Setup > Forms Designer > Check Form Designer or Purchase Order Form Designer.
Addresses tab
Select the Addresses tab if additional addresses are needed, such as pay to, shipping or billing address. Click New. If no other addresses are needed for this name, the Addresses tab can be ignored.

Note: You can select to display active/inactive addresses by right-clicking in the Addresses for this Name List and selecting either Display Active Addresses Only/Display All Addresses.

In the Location Type box, click and select a location type, or type a location type. Name location types are a way to categorize addresses for a name. Typical location types are shipping, billing, business, etc. To create a new location type, right-click and select New, and then follow the Name Location Types topic. To set a location type as the default, right-click and select Set As Default. To clear the default location type, right-click and select Clear Default.

In the Name box, enter up to 50 characters of required information that describes the address (for example: Corporate Office, Warehouse, Home, etc.).
In the Contact box, enter up to 30 characters of optional information that describes the contact at this address. If the Print Contact on Forms check box is selected, the Contact Name will print on forms instead of the name entered on the General tab.
In the Address Line 1 and Address Line 2 boxes, enter the street address and any other information, for example, suite number or post office box number for this location type.
If your preferences are set to use the automatic Zip Code/Postal Code Lookup for addresses, in the Zip/Postal Code box enter the zip code or postal code. Then, select the appropriate city/state or city/province from the list. If your preferences are not set to use the automatic Zip Code/Postal Code Lookup for addresses, enter the City/State/Zip, City/Province/Postal Code, or Address 3 Foreign Address information.

Note: To set a City/State/Zip, City/Province/Postal Code, or Address 3 Foreign Address as the default, right-click and select Set As Default. To clear the default City/State/Zip, City/Province/Postal Code or Address 3 Foreign Address, right-click and select Clear Default.

Select the Print Contact on Forms check box, the Contact Name will print on forms instead of the name entered on the General tab.

Under Use this Address as the Default for, select any combination of Billing, Shipping, Business, or Pay To.
- Business - The address that is entered on the General tab is referred to as the Business address.
- Billing - This address is used for billing statements and invoices.
- Shipping - This address is the address that can be used if the shipping address is different than the business address.
- Pay To- This address defaults with the Name field in transaction entry screens.
If this address is not active, unselect the Active check box.
Under Communication Methods for this Address, in the Information box, enter the information specific to the communication method (for example, phone number, cell phone number, e-mail address, etc.).

Note: To create new communication methods, click Communication Methods at the bottom of the screen.

Credit Cards tab

If this Name is a customer, you can keep a customers credit card number on file by selecting the Credit Cards tab and clicking New. Keeping a credit card on file is optional.

In the Credit Card Type box, click and select a credit card type, or type a credit card type. Typical credit card types are Visa, Master Card, Discover, etc.

Note: To create a new credit card type, right-click and select New, and then follow the Credit Card Type procedure. To set a credit card type as the default, right-click and select Set As Default. To clear the default credit card type, right-click and select Clear Default.

In the Name box, enter up to 50 characters of required information that describes the credit card.

In the Name on Card box, enter up to 40 optional characters of information that describes the owner of the credit card.

In the Card Number box, enter up to 20 characters or numbers that appear on the credit card.

In the Security Key box, enter up to four characters or numbers that appear as the security key on the back of the credit card.

In the Expiration Date box, select the month and enter the year that the credit card expires.

Select Use as Default Credit Card, if this is the credit card you want to always use for this name.

Custom Name Fields

Click the Custom Name Fields tab if you'd like to specify additional information about this name that we do not already provide a field for. For example, if you wanted to keep track of the business hours for a vendor, you could create a new "Business Hours" field on the Custom Names Field tab, which would then be available for all names to use.
- Select the line that contains the Custom Name Field Name you want to add information to.
- In the Custom Field Information box, enter the specific information for this name. Custom name fields can be used to define other items of information you may want to maintain for a particular name or group of names. For example, if you have a custom name field called "Open House" and you want to track names that you want a label to print for and names that you want to print on a Names List you would either enter "Label" or "Names List" in the Custom Field Information box. For example, you may want to track the spouse's name for each of your employees.
Note: To add a new Custom Name Fields, click Custom Fields at the bottom of the screen.

Email/Print tab

Click on the Email/Print tab. The Email Addresses and Options fields that are active will depend on the modules that you have purchased and registered and if the name is a vendor a customer. Use these options to set up multiple e-mail addresses where invoices, statements, sales orders, purchase orders, checks (advices), and receipts can be sent for this name. You can also select how each e-mail is to be sent, No Email, Send "To..." (directly to the recipient), Send "CC..." (as a carbon copy), or Send "BCC..." (as a blind carbon copy, for example, the person sending the email may want to enter their own e-mail address so they have an audit trail of emails sent ). The Email Addresses and Options settings will be used to set the default image on the Email button on transaction entry screens. An envelope image with a check mark on it will mean the form will be emailed and an Envelope image with a cross-through on it will mean the form will not be emailed.

The Print Options fields that are active will depend on the modules that you have purchased and registered and if the name is a vendor a customer. .The available fields are: Print Customer Invoices, Print Customer Statements, Print Receipts, Print Sales Orders, and Print Purchase Orders. Use these options to determine if invoices, statements, sales orders, purchase orders, and receipts should be printed for this name. The Print Options settings will be used to set the default image on the Print button on transaction entry screens. A printer image with a check mark on it will mean the form will Print and a Printer image with a cross-through on it will mean the form will not print.

ACH Payments tab

Click the ACH Payments tab. If you plan to electronically transfer payments to payees, see the ACH Setup & Processing document for more information.
To activate ACH electronic payments for this name, select the Activate ACH Transactions check box.

NACHA requires that when a transaction is submitted for processing, the transaction must include an ACH Standard Entry Class (SEC) code to designate how the transaction was authorized by the originator. Select one of the options below as required by your bank:
- PPD (Preauthorized Pay/Deposit) - for credits and debits that process against consumer accounts for entries such as payments to vendors and direct deposit.
- CCD (Corporate Credit or Debit) - for credit and debit entries processed against non-consumer accounts for transactions such as payments to vendors and collections from customers.
- CTX (Corporate Trade Exchange) - use CTX, like CCD, to facilitate business-to-business transfer of funds as either debits or credits.
Select one of the Transaction Codes below to identify the type of entry that should be included in the ACH file for the name. A pre-note is the commonly used term for an Automated Clearing House (ACH) pre-notification. It is a zero dollar ACH entry that should be sent at least six banking days prior to the first live ACH credit being sent. Under NACHA Operating Rules (also known as ACH rules), a pre-note’s purpose is to “validate” the routing number and account number of the receiving bank or credit union.
- 22 - Checking Account (Credit)
- 23 - Prenote Checking (Credit)
- 32 - Saving Account (Credit)
- 33 - Prenote Savings (Credit)
- 52 - Loan Account (Credit)
- 53 - Loan Prenote (Credit)

In the Bank Routing Number box, enter the bank transit/routing number for this name (assigned by the American Banking Association) for where the ACH deposit is to be made. This number is eight digits plus a ninth "check" digit. CenterPoint will verify that the routing number is a valid ABA number and display a warning if it is not. You can choose to continue with your entry if the number is invalid.
In the Bank Account Number, enter the bank account number (up to 25 characters) for this name where the ACH deposit is to be made.

Note: If you want to attach a document to this name, see the Scan and Attach Documents topic for detailed information.

Click Save.
Click Close.

Edit/Change an Existing Name

All information on a name can be modified, including the abbreviation and name. All history and balances will stay with the name. If you change the information in the Name box, past name information is automatically linked to the new name. For example, if you change name Automotive Supply to American Automotive Supply, your reports will no longer show name Automotive Supply and any existing information for name Automotive Supply is now part of American Automotive Supply.

On the Setup menu, point to Names, and then click Names.
Select the name to be changed and click Edit (or simply double click on the name). Edit of the details associated with this name.
Click Save to save the name and return to the List tab, or click Close to save the name and close the Names screen.

View Transaction History for a Name

On the Setup menu, point to Names, and then click Names.
Right-click on the name(s) you want to view transaction history for.
Select View Transaction History. The Transaction Search screen will display with the default Transaction Search Date Selection or the Date Selection you Set As Default.

Delete an Existing Name

The Delete button completely removes a name from the system.

Note: You cannot delete a record that has any type of history or other records linked to it in the system. If you have a Name that is no longer being used, but does have historical activity, please refer to the Change the Status of an Existing Name topic below.

On the Setup menu, point to Names, and then click Names.
Select the name(s) you want to delete, and then click Delete
At the "Are you sure you want the item deleted?" message, click Yes.

Change the Status of an Existing Name

Names that are no longer being used, but have history, can be deactivated. On transaction screens, the list of names will only include active names. Filters can be created in reports, lists, etc. to only include active names. Names can be active for some companies/funds and not for others.

On the Setup menu, point to Names, and then click Names.
Select an active name, right-click and select Activate/Deactivate, select the companies/funds the name is inactive in, and then click OK. or select an active name, click Edit, click Active Status, select the companies/funds the name is inactive in, and then click OK.

Combine Two Existing Names

The Combine button allows you to combine two existing names (vendors, customers, etc.) into one. For example, if a vendor or customer was inadvertently setup twice or is no longer used. The Combine feature allows you to transfer all the activity and balances from one name to another name. The name you combined will disappear from the list. The name that was combined into will include all activity from both names.

The Combine button should not be used for employees or a name that has open accounts payable or open accounts receivable associated to it.

Note: after using the Combine button, all transactions from the original name will display the name you combined it to, not the original name. Use the Active Status button to inactivate a name if you do not wish to loose the name in past transaction activity.

Note: You cannot combine multiple master file records at one time. You can combine only one record with one other record at one time. The record in the Combine Information From box will be combined into the record you select from the list under With and will be removed from the database.

On the Setup menu, point to Names, and then click Names.
Select a name that you want to combine into another name. This is the name that will no longer be in the list when the process is complete.
Click the Combine button.
On the Combine screen select the Name you wish to combine the activity to.
Click OK.
At the "Are you sure you want to combine (the name you selected in Step 2) into (the name you selected in Step 4)?" message, click Yes.
The name you selected in Step 2 has now been removed and will no longer appear on the List tab. The combined information will be stored in the name you selected in Step 4.

Document: 3085