Step 5: Set up vendors

There are two kinds of vendor records that you can set up in e-xpense: required for employees, and optional for credit cards.

If your company’s employees will create pre-authorization requests or expense reports for online approval, then you must set up each employee as a vendor. You attach each employee to at least one vendor record. If you set up an employee with multiple vendor records, then s/he selects which one to use for the entire request or report.

Caution: If an employee does not have at least one vendor number, then s/he will not be able to create any requests or reports.
e-xpense also allows assignment of a credit card vendor/account to an expense category amount as the remit-to vendor. This lets your company track amounts charged to company credit cards. To use this feature, you create a vendor record for each credit card to be used in e-xpense, and the employee selects the remit-to credit card vendor to use for an individual expense item.

Below are instructions for setting up an employee vendor record. Scroll to the bottom of this topic to see instructions for setting up a credit card vendor record.

To set up an employee as a vendor

From the JAMIS Administration home page > Setup tab, under Master Files, click Vendors. Or, from the top of any JAMIS Administration screen, click Master Files > Vendors. The Vendor Master screen appears.
Click Add. In the bottom section of the screen, vendor entry fields appear.
Enter a vendor number for the employee in the Vendor Number field. e-timecard automatically formats the number according to the mask that you set on the Company Setup screen.
Enter the employee ID. To look up valid employees, click to the right of the field.
The employee’s name defaults into the Vendor Name field. You can change it if you wish.
Select a currency code from the dropdown list. You set up currency codes under the Application Setup menu.
From the Vendor Type dropdown list, select Employee.
For the Status field, click Active to set the employee as an active vendor.
Click Update to commit your employee vendor entries.
Repeat the above steps for each employee who will use e-xpense.

To set up a credit card vendor record

From the JAMIS Administration home page > Setup tab, under Master Files, click Vendors. Or, from the top of any JAMIS Administration screen, click Master Files > Vendors. The Vendor Master screen appears.
Click Add. In the bottom section of the screen, vendor entry fields appear.
Enter a vendor number for the credit card provider in the Vendor Number field. e-timecard automatically formats the number according to the mask that you set on the Company Setup screen.
Enter a name for the credit card provider in the Vendor Name field.
Select a currency code from the dropdown list.
From the Vendor Type dropdown list, select Credit Card.
For the Status field, click Active to set the credit card provider as an active vendor.
Click Update to commit your credit card vendor entries.
Repeat the above steps for each company credit card to be used in e-xpense.

Step 5: Set up vendors

See also