Vendor Management
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      2. Payables & Receivables
      3. Vendor Management

      How to Add a Vendor?

      Adding in the people and organizations you pay straight from your Abaca portal.

      What is covered here?

      1. What is a Vendor? 
      2. How to set up your Vendor?
        1. Click Pay ACH - When you don’t have their ACH / bank account info.
        2. Standard ACH - When you do have their ACH / bank account info. 
        3. Online Check - Sending Vendors a physical check.
        4. Wire - Sending Vendors a wire transfer.

      What is a Vendor? 

      A Vendor or payee is a third party to whom you intend to transfer funds. This can be a business entity or organization, or it can be an individual, such as an employee. You may add any additional vendors you wish to pay to your approved vendor list as described in this section.

      • If you are looking to edit your existing vendor list, you can learn more here.
      • If you are an Abaca Vendor and looking for help on accepting your payment, you can learn more here.

      How to set up your Vendor?

      When you set up a Vendor, you pick which payment method you would like to pay them with.

      1. Click Pay ACH - When you don’t have their ACH / bank account info.
      2. Standard ACH - When you do have their ACH / bank account info. 
      3. Online Check - Sending Vendors a physical check.
      4. Wire - Sending Vendors a wire transfer.

      The experience and information asked will change slightly based on if you want to pay a government agency or a utility company. 

      Click Pay ACH - When you don’t have their ACH / bank account info.

      This pathway is used when you don’t have all the banking and ACH information on the vendor.  Your Vendor will be notified by email to fill out the remaining information.

      1. Login to your account on Abaca Online Banking.
      2. Go to the Vendor Setup tab in the left-hand menu, and click on the group: Click Pay ACH.
      3. Fill in the presented information.
      4. Vendor - The person or organization to whom you intend to transfer funds. 
        1. Name - The official entity name of the organization or person.
          1. This is the name of the person and organization that shows up in your Vendor List.
        2. DBA Name (if asked) - If the organization has a different trade name than their legal entity name.
        3. Classification - Assigning a categorization for your Vendor. This will determine other data fields.
        4. Nature of Business (if asked) - The work that the Vendor is doing.
        5. Other Classification (if asked) - Providing another classification for this vendor. 
      5. Contact - The best way to contact this Vendor and ensure payment information is correct.
        1. No Named Contact Checkbox (if asked).
          1. Unchecked = The first and last name fields will stay.
          2. Checked = The first and last name fields will disappear.
        2. Email  - A verified email address to contact the Vendor.
        3. Phone Number  - The best contact number to reach the Vendor
      6. Legal Information - This is needed for all classifications other than “Utilities” or “Government Agency.”
        1. Tax ID Number - Vendor’s EIN, used for when paying an organization.
        2. SSN - Used when paying a person.
        3. Not Provided - When the Vendor’s classification requires a Tax ID number / SSN  but you do not have it, you can check the “Not Provided” checkbox to make this field not required.

      Standard ACH - When you do have Vendor’s their ACH / bank account info. 

      This pathway is used when you do have all the banking and ACH information on the Vendor. Your Vendor may or may not be notified based on if you collect an EFT agreement.

      1. Login to your account on Abaca Online Banking
      2. Go to the Vendor Setup tab in the left hand menu and then click on the group Standard ACH. 
      3. Fill in the presented information.
      4. Vendor - The person or organization to whom you intend to transfer funds.
        1. Name - The official entity name of the organization or person.
          1. This is the name of the person or organization that shows up in your Vendor list.
        2. DBA Name (if asked) - If the organization has a different trade name than their legal entity name.
        3. Classification - Assigning a categorization for your Vendor. This will determine other data fields.
        4. Nature of Business (if asked) - The work that the Vendor is doing.
        5. Other Classification (if asked) - Providing another classification for this Vendor. 
      5. Legal Information - This is needed for all classifications other than “Utilities” or “Government Agency.”
        1. Tax ID Number - The Vendor’s EIN, used for when paying an organization.
        2. SSN - Used for when paying a person.
        3. Not Provided - When the Vendor’s classification requires a Tax ID Number / SSN  but you do not have it, you can check the “Not Provided” checkbox to make this field optional.
        4. How to Add a Vendor

      6. Physical Address - Where the main business operations occur. 
      7. Contact - What is the best way to contact this Vendor and ensure payment information is correct.
        1. No Named Contact Checkbox (if asked) -
          1. Unchecked = The first and last name fields will stay.
          2. Checked = The first and last name fields will disappear.
        2. Email  - A verified email address to contact the Vendor.
        3. Phone Number  - A verified phone number to reach the Vendor.
      8. Banking Information - The Vendor’s banking and routing information. If you do not have this, try Click Pay or send an online check.
        1. Routing Number - The routing number of the bank.
        2. Account Number - Your unique account number at the bank.
        3. Account Name - A nickname so you can reference this bank account.
        4. Account Type - Signifying if the account is a checking or savings.
      9. Request EFT Agreement - An Electronic Funds Transfer Agreement (EFT) is an agreement signifying and allowing a party to transfer funds electronically with another party. For your convenience, if you do not have a standard ACH agreement, you can send over an EFT agreement when adding a Vendor. We highly recommend clients have an EFT agreement with all Vendors.
        • If NO toggled, your Vendor will receive no notification and not be asked to fill out an EFT agreement. 
        • If YES toggled, your Vendor contact will receive an email and an easy 1-click EFT agreement.

        Request EFT Agreement


      Online Check - Sending Vendors a physical check.

      In addition to sending electronic payments, you can also set up your Vendors to receive printed checks in the mail. When using the check, there is nothing for your Vendor to do.

      1. Login to your account on Abaca Online Banking.
      2. Go to the Vendor Setup tab in the left-hand menu and then click on the group: Online Check.
      3. Fill in the presented information.
      4. Vendor - The person or organization to whom you intend to transfer funds.
        1. Name - The official entity name of the organization or person.
          1. This is the name of the person or organization that shows up in your Vendor list.
        2. Classification - Assigning a categorization for your Vendor. This will determine other data fields.
        3. Nature of Business (if asked) - The work that the Vendor is doing.
        4. Other Classification (if asked) - Providing another classification for this Vendor. DBA Name (if asked) - If the organization has a different trade name than their legal entity name.
      5. Legal Information - This is needed for all classifications other than “Utilities” or “Government Agency.”
        1. Tax ID Number - The Vendor’s EIN, used when paying an organization.
        2. SSN - Used when paying a person.
        3. Not Provided - When the Vendor’s classification requires a Tax ID Number / SSN  but you do not have it, you can check the “Not Provided” checkbox to make this field optional.
        4. Providing EIN Number in Abaca
      6. Physical Address - Where the main business operations occur.
      7. Mailing Address - Where the check should be sent.
        1. Leave “Mailing Address Same as Physical Address” checked if they are the same address.
      8. Contact - What is the best way to contact this Vendor and ensure payment information is correct.
        1. No Named Contact Checkbox (if asked) - 
          1. Unchecked = The first and last name fields will stay.
          2. Checked = The first and last name fields will disappear.
        2. Email  - A verified email address to contact the Vendor.
        3. Phone Number  - A verified phone number to reach the Vendor.

       

      Wire - Sending Vendors a wire transfer.

      You can also set up your Vendors to receive wire transfers to their bank account. 

      1. Login to your account on Abaca Online Banking.
      2. Go to the Vendor Setup tab in the left-hand menu and then click on the group: Wire
      3. Fill in the presented information.
      4. Vendor - The person or organization to whom you intend to transfer funds.
        1. Name - The official entity name of the organization or person.
          1. This is the name of the person or organization that shows up in your Vendor list.
        2. Classification - Assigning a categorization for your Vendor. This will determine other data fields.
        3. Nature of Business (if asked) - The work that the Vendor is doing.
        4. Other Classification (if asked) - Providing another classification for this Vendor. DBA Name (if asked) - If the organization has a different trade name than their legal entity name.
      5. Legal Information - This is needed for all classifications other than “Utilities” or “Government Agency.”
        1. Tax ID Number - The Vendor’s EIN, used when paying an organization.
        2. SSN - Used when paying a person.
        3. Not Provided - When the Vendor’s classification requires a Tax ID Number / SSN  but you do not have it, you can check the “Not Provided” checkbox to make this field optional.
        4. Providing EIN Number in Abaca
      6. Physical Address - Where the main business operations occur.
      7. Mailing Address - Leave “Mailing Address Same as Physical Address” checked if they are the same address.
      8. Contact - What is the best way to contact this Vendor and ensure payment information is correct.
        1. No Named Contact Checkbox (if asked) - 
          1. Unchecked = The first and last name fields will stay.
          2. Checked = The first and last name fields will disappear.
        2. Email  - A verified email address to contact the Vendor.
        3. Phone Number  - A verified phone number to reach the Vendor.
      9. Wire Instructions
        1. Legal Name on Bank Account - What is the legal entity name (person or business) on the bank account.
        2. Address information - Where is the bank located
        3. Routing number - The number linked with the bank and which state it is in.
        4. Account number - The bank account number for the vendor.
        5. For / Further Credit To - This is used in the event of an For Benefit Of (FBO) account where it goes into one account and then distributed into another.
        6. Intermediary Bank (if listed on instructions) - Based on which bank your vendor is using, it might include another bank to complete a wire request. 
          1. Include Intermediary Bank Information checkbox - This makes all the Intermediary Bank Information fields editable and required.
      10. Documents - Wire instructions provided by the Vendor.
        1. This is needed to confirm that you have been given access to these credentials
        2. If you have questions about this document, please reach out to your representative.
      11. Click: Add Vendor and you have successfully added your vendor to accept wire.