1

Record Type

Req

C! 5

The value should be ADDRESS.

2

Activity Code

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 Field, 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 Vendor ID and Address #; 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 Field in the existing record.

3

Vendor ID

Req

X

ID of the Vendor.

4

Address #

Req

I 5

ID of the Vendor’s address.

5

Address Name

Opt

C 30

Name associated with the Vendor’s address.

A value is required if the Vendor’s Type is M (Miscellaneous).

6

Address line 1

Opt

C 30

First line of the Vendor’s address.

7

Address line 2

Opt

C 30

Second line of the Vendor’s address.

8

Address line 3

Opt

C 30

Third line of the Vendor’s address.

9

City

Req

C 20

The city associated with the Addr #.

10

State/ Province

Req

C! 4

ID of the state associated with the Addr #.

11

Postal Cd

Req

C 10

Postal (ZIP) code associated with the Addr #.

12

Country Cd

Opt

C! 3

ID of the country associated with the Addr #.

13

Address Type

Opt

C! 3

ID of the address type, which classifies the address.

14

Remit Addr

Opt

C! 1

This indicates (with Y (yes) or N (no)) whether this address is allowed for remittances.

This defaults as Y.

15

PO Addr

Opt

C! 1

Indicate (with a Y (yes) or N (no)) if this address is allowed for purchase orders.

This defaults as Y.

16

Phone Area Code

Opt

C 3

Area code of the phone number associated with the address.

17

Phone #

Opt

C 11

Phone number associated with the address.

A value is required if there is a Phone Area Code value.

18

Fax Area Code

Opt

C 3

Area code of the fax number associated with the address.

19

Fax #

Opt

C 11

Fax number associated with the address.

A value is required if there is a Fax Area Code value.

20

Sep Check by Inv

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 Remit Addr is N.

21

Website

Opt

C 100

Address (URL) of the Vendor’s website.

22

Vendor Address – Additional Information, line 1

Opt

C 50

First additional line that will print below the vendor address on the AP Check.

23

Vendor Address – Additional Information, line 2

Opt

C 50

Second additional line that will print below the vendor address on the AP Check.

24

Direct Deposit of Payable Amounts?

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 Remit Addr is N.

Note: When changing this value to N on an existing vendor address, the Bank Number, Bank Account Number, and Account Type Code Fields will be set to null (i.e., blank) in this vendor address table.

25

Bank Number

Opt

C! 9

Number of the Vendor’s bank to be used for direct deposits for this address.

A value is required if Print Direct Deposit Advice Notices value 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.

26

Bank Name

Opt

C30

Name of the Vendor’s Bank.

A value is required if Print Direct Deposit Advice Notices value is Y; otherwise you cannot enter a value.

This defaults as Default Bank Name.

27

Bank Account Number

Opt

C 17

Account number of the Vendor’s bank to be used for direct deposits for this address.

A value is required if the Print Direct Deposit Advice Notices value is Y; otherwise, you cannot enter a value.

28

Account Type Code

Opt

C! 1

The account type/classification for the Bank Account Number.

A value is required if the Print Direct Deposit Advice Notices value is Y; otherwise, you cannot enter a value.

Valid values are:

• C (Checking)

• S (Savings)

29

Print Direct Deposit Advice Notices?

Opt

C! 1

Indicate (with Y (yes) or N (no)) if PENTA should print direct deposit advice notices.

This defaults as Y.

30

Email Direct Deposit Disbursement Information?

Opt

C! 1

Indicate (with Y (yes or N (no)) if direct deposit advice notices should be emailed.

This defaults as N.

31

Email Address

Opt

C 50

The email address where advice notices should be sent.

A value is required if Email Direct Deposit Disbursement Information is Y.

1

Record Type

Req

C! 5

The value should be CHECKFORM.

2

Activity Code

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.

3

Vendor ID

Req

X

ID of the Vendor.

4

Check 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.

1

Record Type

Req

C! 5

The value should be CONTACT.

2

Activity Code

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 Field, 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 a Vendor ID, Addr #, and Contact #; 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 Field in the existing record.

3

Vendor ID

Req

X

ID of the Vendor.

4

Addr #

Req

I 5

ID of the Vendor’s address.

5

Contact #

Req

I 3

ID of the contact person associated with the Vendor/address.

6

Last Name

Opt

C 20

Last name of the Vendor’s contact.

7

First Name

Opt

C 15

First name of the Vendor’s contact.

8

Type

Opt

C! 3

ID that classifies the Vendor’s contact.

9

Title

Opt

I 4

The title # of Vendor’s contact.

10

Email Address

Opt

C 50

Email address of Vendor’s contact.

1

Record Type

Req

C! 5

The value should be VENDOR.

2

Activity Code

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 Field, 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 Vendor ID; all other fields marked as Req can be left null (i.e., blank).

• U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied Field in the existing record.

3

Vendor ID

Req

X

The vendor’s ID.

4

Name

Req

C 30

The vendor’s name.

5

Prefix

Opt

C 15

Vendor’s name prefix.

6

Middle Name

Opt

C 15

Vendor’s middle name.

7

Type

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 you specify no other value.

• When changing this value to M on an existing vendor, the (default) Remit Addr Field will be set to null (i.e., blank) in the Vendor table.

8

Status

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 Status Holds will be placed or removed.

9

Emp ID

Opt

X

ID of the employee linked to the vendor.

A value is required if the (vendor) Type 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's Last Name, the Prefix field will be set to the Employee's First Name, and the Vendor ID Field in the Employee table will be set to the Vendor ID.

• When changing Emp ID from null (i.e., blank) to a non-null value on an existing vendor, the Parent Vendor Field will be set to null in the VENDOR table.

10

Receive 1099

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 the (vendor) Type value is S (Self employed).

• N if the Receive T5018 value is Y.

Notes:

• This defaults as N for vendor Types other than S.

• When changing Receive 1099 to N on an existing vendor, the Name Ctrl Code, Default 1099 Earn Cd, and State Code Fields will be set to null (i.e., blank) in the VENDOR table.

11

Name Ctrl Code

Opt

C! 4

The Name Control Code is for magnetic media reporting of 1099s.

A value is only allowed if the Receive 1099 value is Y; otherwise, this must be blank.

12

Default 1099 Earn Cd

Opt

C 3

This is the default code for 1099 earnings.

A value is required if the Receive 1099 value is Y; otherwise, this must be blank.

13

State Code

Opt

C! 4

This is the default state code for payments included on 1099s.

A value is only allowed if the Receive 1099 value is Y; otherwise, this must be blank.

14

Withholding Required on Invoices

Opt

C! 1

Indicates (with Y (yes) or N (no)) whether withholding is required on invoices; otherwise enter N.

This must be N if the Receive 1099 value is N.

This defaults as N.

15

Fed ID

Opt

C 10

The Vendor’s Federal ID.

A value is only allowed if the Tax ID is blank.

16

Tax ID

Opt

C 11

The Vendor’s Tax ID.

A value is only allowed if the Fed ID value is blank.

17

Parent Vendor

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 the vendor has an Emp ID value.

18

Vendor Class

Opt

C! 3

ID of the Vendor’s classification.

This defaults as VEN for new vendors.

19

Payment Terms

Opt

I 3

ID of the Vendor’s Payment Terms.

20

Payment Cycle

Opt

I 3

ID of the Vendor’s Payment Cycle.

A value is required if System Option 189 is 2.

21

Check Sort Group

Opt

I 3

ID of the check sorting group PENTA defaults for invoices entered against this Vendor.

22

Currency ID

Opt

C! 3

ID of the Vendor’s Currency.

A value is only allowed if System Option 44 is Y.

23

Default Ship Method

Opt

C! 8

ID of the default Shipping Method on Purchase Orders created for the Vendor.

24

Default F.O.B. Terms

Opt

C! 8

ID of the default FOB/Freight Terms on Purchase Orders created for the Vendor.

25

Lien Waivers

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.

26

Waiver Only for 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 Waivers value is Y.

27

Sep Check by Job

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.

28

Keep Activity Detail

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.

29

AP Writeoff Threshold

Opt

F 5, 2

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.

30

Boolean All OU Code

Req

C! 1

The Boolean 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.

31

Receive T5018

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 Receive 1099 is Y. This defaults as N.

32

Partnership Filer ID Number, Line 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.

33

Partnership Filer ID Number, Line 1

Opt

C 30

The second line of the name of a corporation or partnership that should appear on the Vendor’s T5018 slip.

34

Recipient Type Code

Opt

I 1

Recipient Type Code identifies the Vendor’s T5018 classification. Valid values are:

• 1 (Individual)

• 3 (Corporation)

• 4 (Partnership)

35

Recipient Account Number

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 the Recipient Type Code 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).

36

Partnership Filer ID Number

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).

37

T5018 Address

Opt

I 5

This identifies which vendor address PENTA should use for T5018 reporting.

A value is required if Receive T5018 is Y.

38

PO Address

Opt

I 5

ID of the default address PENTA uses when generating 1099s for the Vendor.

39

Remit To Address

Opt

I 5

ID of the default address PENTA assigns as the remit to address during invoice entry.

This must be null (i.e., blank) when the (vendor) Type is M (Miscellaneous Vendor).

40

1099 Address

Opt

I 5

ID of the default address PENTA uses when generating 1099s for the Vendor.

41

Bid Address

Opt

I 5

ID of the default address PENTA uses when generating bids for the Vendor.

1

Record Type

Req

C! 5

The value should be PHONE.

2

Activity Code

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 Field, 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 Field in the existing record.

3

Vendor ID

Req

X

ID of the Vendor.

4

Addr #

Req

I 5

ID representing the Vendor’s address.

5

Contact #

Req

I 3

ID of the contact person associated with the Vendor/address.

6

Phone Type

Req

C! 8

Type of phone. Valid values are:

• Home

• Office

• Mobile

• Fax

• Pager

• Other

7

Area Code

Req

C 3

The area code of the corresponding number (e.g., home, office, fax, etc.).

8

Number

Req

C 11

The Contact's number (e.g., home, office, fax, etc.).

9

Extension

Opt

C5

The extension of the corresponding number (e.g., home, office, fax, etc.).

1

Record Type

Req

C! 5

The value should be UDF.

2

Activity Code

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 Field, 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 Field in the existing record.

3

Vendor ID

Req

X

ID of the Vendor.

4

Column Name

Req

C! 30

The user defined field to be updated.

5

Value

Opt

C 2000

The data to assign to the Column Name (Field).

This field 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.

6

Effective Date

Opt

D

If the field was set up to accept an effective date, this is the data’s effective date.

1

Record Type

Req

C! 5

The value should be VALIDOU.

2

Activity Code

Req

C! 1

Required for all activity. Possible values:

• A (Add) – If a record with the same key already exists, PENTA records an error.
  Note: You can only enter new records if the Vendor Detail record’s Boolean All OU Code is N for this Vendor.

• D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error.

3

Vendor ID

Req

X

ID of the Vendor.

4

OU ID

Req

X

ID of organizational unit for which the Vendor is valid.