Use the Vendor Interface to load vendor information using data from external applications. Information you load using this interface adds to the data already stored in PENTA.

Data files you load must have Request Types assigned to the V Interface Type.

Related System Options

System Option 340 (Reject Vendor Interface on Error) controls whether PENTA rejects a Vendor Interface request when it contains errors. If this is set to:

N – PENTA rejects records in the interface file that generated errors. PENTA loads records that don't generate errors into the database.
Y – PENTA rejects the entire interface file if any record in the file generated an error.

Where to View Loaded Data

You can review interfaced data in the Vendor Information window.

Available Tables

1 Address Detail Record
2 Check Form Detail Record
3 Contact Detail Record
4 Vendor Detail Record
5 Phone Detail Record
6 UDF Detail Record
7 Valid OU Detail Record

Address Detail Record

The following information relates to the INTR_VEN_ADDRESS table, which contains address information for Vendors.

Note: The specified vendor bank account will be created if it doesn’t already exist.

Column Name	Entry	Value	Description

Column Name	Entry	Value	Description
ACTIVITY_CD	Req	C! 1	Required for all activity. Possible values: A (Add) – If a record with the same key already exists, PENTA records an error. C (Change) – Update an existing record. If PENTA cannot update the column, it records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. Note: If the Activity Code is (D)elete, you must enter VEN_ID and ADDR_NUM; all other fields marked as Req can be left null/blank. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied column in the existing record.
VEN_ID	Req	X	ID of the Vendor.
ADDR_NUM	Req	I 5	ID of the Vendor’s address.
ADDR_NAME	Opt	C 30	Name associated with the Vendor’s address. A value is required for Miscellaneous vendors (VEN_TYPE_CD is M).
ADDR_1	Opt	C 30	First line of the Vendor’s address.
ADDR_2	Opt	C 30	Second line of the Vendor’s address.
ADDR_3	Opt	C 30	Third line of the Vendor’s address.
CITY	Req	C 20	The city associated with the ADDR_NUM.
ST_CD	Req	C! 4	ID of the state associated with the ADDR_NUM.
POSTAL_CD	Req	C 10	Postal (ZIP) code associated with the ADDR_NUM.
COUNTRY_CD	Opt	C! 3	ID of the country associated with the ADDR_NUM.
VEN_ADDR_TYPE_CD	Opt	C! 3	ID of the address type, which classifies the address.
VALID_REMIT_ADDR_CD	Opt	C! 1	Indicate (with Y (yes) or N (no)) whether this address is allowed for remittances. This defaults as Y.
VALID_PO_ADDR_CD	Opt	C! 1	Indicate (with a Y (yes) or N (no)) whether this address is allowed for purchase orders. This defaults as Y.
PHONE_AREA_CD	Opt	C 3	Area code of the phone number associated with the address.
PHONE_NUM	Opt	C 11	Phone number associated with the address. A value is required if there is a PHONE_AREA_CD value.
FAX_AREA_CD	Opt	C 3	Area code of the fax number associated with the address.
FAX_NUM	Opt	C 11	Fax number associated with the address. A value is required if there is a FAX_AREA_CD value.
SEP_CHK_PER_INVOICE_CD	Opt	C! 1	Indicate (with Y (yes) or N (no) if PENTA should create a separate check for each invoice for this address. This must be N if VALID_REMIT_ADDR_CD is N.
WWW_ADDR	Opt	C 100	Address (URL) of the Vendor’s website.
ADDL_CHECK_LINE_1	Opt	C 50	First additional line that will print below the vendor address on the AP Check.
ADDL_CHECK_LINE_2	Opt	C 50	Second additional line that will print below the vendor address on the AP Check.
DIRECT_DEPOSIT_CD	Opt	C! 1	Indicate (with Y (yes) or N (no)) if payments to this vendor address are directly deposited. This defaults as N. This must be N if VALID_REMIT_ADDR_CD is N. Note: When changing this value to N on an existing vendor address, the VEN_BANK_NUM, VEN_BANK_ACCT_NUM, and BANK_ACCT_TYPE_CD columns will be set to null in this VENDOR_ADDRESS table.
VEN_BANK_NUM	Opt	C! 9	Number of the Vendor’s bank to be used for direct deposits for this address. A value is required if DIRECT_DEPOSIT_CD is Y; otherwise you cannot enter a value. If country is USA or System Option 263 is Y and country is anything other than CAN, this must be a valid U.S. bank number.
VEN_BANK_NAME	Opt	C 30	Name of the Vendor’s Bank. A value is required if DIRECT_DEPOSIT_CD is Y; otherwise you cannot enter a value.
VEN_BANK_ACCT_NUM	Opt	C 17	Account number of the Vendor’s bank to be used for direct deposits for this address. A value is required if DIRECT_DEPOSIT_CD is Y; otherwise, you cannot enter a value.
BANK_ACCT_TYPE_CD	Opt	C! 1	The account type/classification for the VEN_BANK_ACCT_NUM. A value is required if DIRECT_DEPOSIT_CD is Y; otherwise, you cannot enter a value. Valid values are: C (Checking) S (Savings)
PRINT_ADVICE_NOTICE_CD	Opt	C! 1	Indicate (with Y (yes) or N (no)) if PENTA should print direct deposit advice notices. This defaults as Y.
EMAIL_ADVICE_NOTICE_CD	Opt	C! 1	Indicate (with Y (yes or N (no)) if direct deposit advice notices should be emailed. This defaults as N.
EMAIL_ADDR	Opt	C 50	The email address where advice notices should be sent. A value is required if EMAIL_ADVICE_NOTICE_CD is Y.

Check Form Detail Record

The following information relates to the INTR_VEN_CHECKFORM table, which contains default Check Forms for a Vendor.

Note: You must enter at least one check form if System Option 260 is Y and vendor type is E.

Column Name	Entry	Value	Description

Column Name

Entry

Value

Description

ACTIVITY_CD

Req

C! 1

Required for all activity. Possible values:

A (Add) – If a record with the same key already exists, PENTA records an error.
D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error.

VEN_ID

Key

X

ID of the Vendor.

FORM_ID

Req

C! 8

ID of the default form PENTA should use for checks for a particular balance sheet OU/currency combination.

For each vendor, PENTA allows only one form per balance sheet/currency combination.

Contact Detail Record

The following information relates to the INTR_VEN_CONTACT table, which contains contacts for Vendors.

Note: You must enter a value for at least one of the optional fields.

Column Name	Entry	Value	Description

Column Name	Entry	Value	Description
ACTIVITY_CD	Req	C! 1	Required for all activity. Possible values: A (Add) – If a record with the same key already exists, PENTA records an error. C (Change) – Update an existing record. If PENTA cannot update the column, it records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. Note: If the Activity Code is (D)elete, you must enter VEN_ID, ADDR_NUM, and CONTACT_NUM; all other fields marked as Req can be left null/blank. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied column in the existing record.
VEN_ID	Key	X	ID of the Vendor.
ADDR_NUM	Req	I 5	ID of the Vendor’s address.
CONTACT_NUM	Req	I 3	ID of the contact person associated with the Vendor/address.
CONTACT_LAST_NAME	Opt	C 20	Last name of the Vendor’s contact.
CONTACT_FIRST_NAME	Opt	C 15	First name of the Vendor’s contact.
CONTACT_TYPE_CD	Opt	C! 3	ID that classifies the Vendor’s contact.
CONTACT_TITLE_NUM	Opt	I 4	The title # of Vendor’s contact.
EMAIL_ADDR	Opt	C 50	Email address of Vendor’s contact.

Vendor Detail Record

The following information relates to the INTR_VEN_VENDOR table, which contains “master information” for Vendors.

Column Name	Entry	Value	Description

Column Name	Entry	Value	Description
ACTIVITY_CD	Req	C! 1	Required for all activity. Possible values: A (Add) – If a record with the same key already exists, PENTA records an error. C (Change) – Update an existing record. If PENTA cannot update the column, it records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. Note: If the Activity Code is (D)elete, the only required field is VEN_ID; all other fields marked as Req can be left null/blank. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied column in the existing record.
VEN_ID	Req	X	The vendor’s ID.
NAME	Req	C 30	The vendor’s name.
NAME_PREFIX	Opt	C 15	Vendor’s name prefix.
MIDDLE_NAME	Opt	C 15	Vendor’s middle name.
VEN_TYPE_CD	Opt	C! 1	Type of vendor. Valid types are: C (Corporation) E (Employee) S (Self employed) I (Intercompany) M (Miscellaneous) Notes: This defaults as C if no type is specified for a new vendor. When changing this value to M on an existing vendor, the DEF_REMIT_ADDR_NUM column will be set to null in the VENDOR table.
VEN_STAT_CD	Opt	C! 1	Status of vendor. Valid statuses are: A (Active) D (Delete) H (Hold) I (Inactive) Notes: This defaults as A (Active) if no Status is specified for a new vendor. When changing the status to or from H for an existing vendor and System Option 87 is Y, then Vendor's status holds will be placed or removed.
EMP_ID	Opt	X	ID of the employee linked to the vendor. A value is required if the VEN_TYPE_CD value is E; otherwise, values are not allowed. Notes You cannot link the same Employee ID to multiple vendors. When you enter an Employee ID, the NAME field will be set to the Employee Last Name, the NAME_PREFIX field will be set to the Employee First Name, and the VEN_ID column in the EMPLOYEE table will be set to the Vendor ID. When changing EMP_ID from null to a non-null value on an existing vendor, the PAR_VEN_ID column will be set to null in the VENDOR table.
RCV_1099_CD	Opt	C! 1	This indicates (with a Y (yes) or N (no)) whether the Vendor receives a 1099. This must be set to: Y if VEN_TYPE_CD is S (Self employed). N if RCV_T5018_CD is Y. Notes: This defaults as N for VEN_TYPE_CDs other than S. When changing RCV_1099_CD to N on an existing vendor, the NAME_CTRL_CD, EARN_CD and FORM_1099_ST_CD columns will be set to null in the VENDOR table.
NAME_CTRL_CD	Opt	C! 4	The Name Control Code is for magnetic media reporting of 1099s. A value is only allowed if RCV_1099_CD = Y; otherwise, this must be blank.
EARN_CD	Opt	C 3	This is the default code for 1099 earnings. A value is required if RCV_1099_CD = Y; otherwise, this must be blank.
FORM_1099_ST_CD	Opt	C! 4	This is the default state code for payments included on 1099s. A value is only allowed if RCV_1099_CD = Y; otherwise, this must be blank.
WH_REQUIRED_CD	Opt	C! 1	Indicates whether PENTA should withhold state income tax from payments to the Vendor. Enter Y if withholding is required on invoices; otherwise enter N. This must be N if RCV_1099_CD is N. This defaults as N.
FED_ID	Opt	C 10	The Vendor’s Federal ID. A value is only allowed if the SS_NUM is blank.
SS_NUM	Opt	C 11	The Vendor’s Tax ID. A value is only allowed if FED_ID is blank.
PAR_VEN_ID	Opt	X	ID of the Vendor’s Parent Vendor. Parent/Child vendor relationships cannot be more than two levels deep (i.e., this parent cannot have a parent of its own). You cannot enter a value if an EMP_ID value exists.
VEN_CLASS_CD	Opt	C! 3	ID of the Vendor’s classification. This defaults as VEN for new vendors.
PAY_TERM_NUM	Opt	I 3	ID of the Vendor’s Payment Terms.
PAYMENT_CYCLE_NUM	Opt	I 3	ID of the Vendor’s Payment Cycle. A value is required if System Option 189 is 2.
CHECK_SORT_GROUP	Opt	I 3	ID of the check sorting group PENTA defaults for invoices entered against this Vendor.
CURRENCY_ID	Opt	C! 3	ID of the Vendor’s Currency. A value is only allowed if System Option 44 is Y.
SHIP_METHOD_CD	Opt	C! 8	ID of the default Shipping Method on Purchase Orders created for the Vendor.
FREIGHT_TERM_CD	Opt	C! 8	ID of the default FOB/Freight Terms on Purchase Orders created for the Vendor.
LIEN_WAIVER_CD	Opt	C! 1	Indicates (with Y (yes) or N (no)) whether lien waivers should be produced for the Vendor. This defaults according to setting in the System Configuration window.
COST_TYPE_CD	Opt	C! 4	If a lien waiver should print for only one Cost Type, this identifies that Cost Type. A value is only allowed if LIEN_WAIVER_CD = Y.
SEP_CHK_CD	Opt	C! 1	This indicates (with Y (yes) or N (no)) whether a separate AP Check prints for each invoice paid to the Vendor. This defaults according to setting in the System Configuration window.
HIST_SAVE_CD	Opt	C! 1	This indicates (with Y (yes) or N (no)) if PENTA should keep activity detail until the vendor is purged. This defaults as Y. PENTA does not currently use this value.
AP_WRITEOFF_AMT	Opt	F 5, 2	AP Writeoff Threshold is the amount acceptable to write off for an open invoice balance. A value is only allowed if you are authorized to enter AP Writeoff Threshold and there is an AP Writeoff Account specified in the System Configuration window.
BOOL_ALL_OU_CD	Req	C! 1	All OU Code indicates (with Y (yes) or N (no)) whether the Vendor has authorization for all organizational units. This defaults as Y if you are authorized for all OUs; otherwise this defaults as N.
RCV_T5018_CD	Opt	C! 1	Receive T5018 Code indicates (with Y (yes) or N (no) whether the Vendor receives a T5108. This value must be N if RCV_1099_CD is Y. This defaults as N.
PARTNERSHIP_NAME_1	Opt	C 30	The first line of the name of a corporation or partnership that should appear on the Vendor’s T5018 slip. This defaults as NAME.
PARTNERSHIP_NAME_2	Opt	C 30	The second line of the name of a corporation or partnership that should appear on the Vendor’s T5018 slip.
T5018_RECIPIENT_TYPE_CD	Opt	I 1	Recipient Type Code identifies the Vendor’s T5018 classification. Valid values are: 1 (Individual) 3 (Corporation) 4 (Partnership)
RECIPIENT_ACCOUNT_ID	Opt	C! 15	If the Vendor is a Corporation or Partnership, use Recipient Account Number to enter the Vendor’s complete RT Goods & Services Tax (GST) or RZ Business Number assigned by the CRA. A value is required if T5018_RECIPIENT_TYPE_CD is 3 or 4. Must be in the form of 9 digits followed by RT or RZ followed by 4 more digits (999999999RZ9999 or 999999999RT9999).
PARTNERSHIP_FIN	Opt	C! 9	The Vendor’s partnership filer identification number. This must be in the form of 2 alpha characters followed by 7 digits (XY9999999).
FORM_T5018_ADDR_NUM*	Opt	I 5	This identifies which vendor address PENTA should use for T5018 reporting. A value is required if RCV_T5018_CD is Y.
DEF_PO_ADDR_NUM*	Opt	I 5	ID of the default address PENTA uses when generating 1099s for the Vendor.
DEF_REMIT_ADDR_NUM*	Opt	I 5	ID of the default address PENTA assigns as the remit to address during invoice entry. This must be null when VEN_TYPE_CD = M (Miscellaneous Vendor).
FORM_1099_ADDR_NUM*	Opt	I 5	ID of the default address PENTA uses when generating 1099s for the Vendor.
BID_ADDR_NUM*	Opt	I 5	ID of the default address PENTA uses when generating bids for the Vendor.

Address Note (*): The addresses referenced on the VENDOR record must either already exist or be created as part of the same interface request.

Phone Detail Record

The following information relates to the INTR_VEN_CONTACT_PHONE table, which contains contact phone numbers for Vendors.

Column Name	Entry	Value	Description

Column Name	Entry	Value	Description
ACTIVITY_CD	Req	C! 1	Required for all activity. Possible values: A (Add) – If a record with the same key already exists, PENTA records an error. C (Change) – Update an existing record. If PENTA cannot update the column, it records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. Note: If the Activity Code is (D)elete, you must enter VEN_ID, ADDR_NUM, CONTACT_NUM, and PHONE_NUM_TYPE_CD; all other fields marked as Req can be left null/blank. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied column in the existing record.
VEN_ID	Key	X	ID of the Vendor.
ADDR_NUM	Req	I 5	ID representing the Vendor’s address.
CONTACT_NUM	Req	I 3	ID of the contact person associated with the Vendor/address.
PHONE_NUM_TYPE_CD	Req	C! 8	Type of phone. Valid values are: HOME OFFICE MOBILE FAX PAGER OTHER
PHONE_AREA_CD	Req	C 3	The area code of the corresponding number (e.g., home, office, fax, etc.).
PHONE_NUM	Req	C 11	The contact's number.
PHONE_EXT	Opt	C5	The extension of the corresponding number (e.g., home, office, fax, etc.).

UDF Detail Record

The following information relates to the INTR_VEN_UDF table, which contains User Defined Fields for Vendors.

Column Name	Entry	Value	Description

Column Name	Entry	Value	Description
ACTIVITY_CD	Req	C! 1	Required for all activity. Possible values: A (Add) – If a record with the same key already exists, PENTA records an error. C (Change) – Update an existing record. If PENTA cannot update the column, it records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied column in the existing record.
VEN_ID	Key	X	ID of the Vendor.
UDF_COLUMN_NAME	Req	C! 30	The user defined field column to be updated.
ALPHA_VALUE	Opt	C 2000	The data to assign to the (UDF_COLUMN_NAME) column. Although the field is called ALPHA_VALUE, it should be used for the value of any type of user defined field: For checkbox fields, specify “Y” (checked) or “N” (unchecked). For dates, specify values in YYYYMMDD format. For integer and number types, do not include commas.
D_EFF_DATE	Opt	D	If the field was set up to accept an effective date, this is the data’s effective date.

Valid OU Detail Record

The following information relates to the INTR_VEN_VALID_OU table, which contains valid Organizational Units for a Vendor address.

Column Name	Entry	Value	Description