Vendor Import Template Field Reference

This field reference lists the fields in all worksheets of the Vendor Import Template. You can see whether or not each field is required and a description of valid values or other pertinent information.

Tip: You may find it helpful to review information about the Vendor screen.

Vendor worksheet

Field

Required?

Description

External ID

No

Enter the unique identifier for the record from your original system.

Note: If you don't provide an external ID, the application assigns an identifier. However, Viewpoint recommends that you provide an external ID value for each external data record. Viewpoint Estimating uses the external ID to map links between imported records.For example, a project is associated with a customer. When you import your external project data, each project may contain a link to a customer using the customer number from your original system. If you used that original customer number as the external ID in the customer external data, the link between the customer and the project will be maintained once you import both sets of data into Viewpoint Estimating.

Vendor

Yes

Enter a code of up to 8 alphanumeric digits to identify the vendor.

Vendor Name

Yes

Enter the name of the vendor.

One Time Vendor

Yes

Indicate whether or not the vendor is a one-time vendor.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Sort Name

Yes

Enter the text to use for sorting vendor names in lookup lists and reports.

Note: If a sort name is not in the import file, the application assigns a sort name using the first 20 characters of the vendor name in upper case.

Web Site

No

Enter the address of the Web site for the vendor.

E-mail Address

No

Enter the vendor's e-mail address.

Phone Number

No

Enter the phone number for the vendor.

Fax

No

Enter the fax number for the vendor.

Payment Terms

Yes

Enter the code for the default payment terms to be used when you create an invoice for the vendor.

Sales Tax Authority

Yes

Enter the code of the default sales tax authority to be used when you create an invoice or purchase order for this vendor.

Default Invoice Status

Yes

Indicate the default status to be used when entering invoices for this vendor.

  • Open: An invoice with a status of Open can be selected for payment.

  • Payment Hold: An invoice with a status of Payment Hold cannot be selected for payment. To save an invoice with this status, you must enter a default reason for the payment hold in the Default Hold Reason field.

  • Pending Approval: An invoice with a status of Pending Approval cannot be selected for payment until the status is changed to Open, Pay, or Manual Payment. To save an invoice with this status, the invoice must conform to the settings on the Accounts Payable Settings screen.

  • Pay: An invoice with a status of Pay will be paid the next time checks are generated.

  • Manual Payment: An invoice with a status of Manual Payment cannot be selected for payment. You must pay the invoice manually, typically by cash or credit card.

Default Hold Reason

Conditional

If the default invoice status is Payment Hold, enter a default reason for holding the payment.

Default Transaction Type

No

Indicate the default transaction type for distribution lines on vendor invoices. All distribution lines on vendor invoices for this vendor will default to this transaction type. If needed, you can change the transaction type on individual lines in an invoice.

  • General Ledger Only

  • Project Cost

  • Equipment Cost

Default Cost Type

No

Enter the code of the default cost type to be used on invoices for the vendor.

Default Cost Account

No

Enter the code of the default cost account to be used on invoices for the vendor.

Status

Yes

Enter the status of the vendor.

  • Active: Vendor is available for use and appears in lookup lists.

  • Inactive: Vendor is not available for use and does not appear in lookup lists on other screens.

Memo

No

Enter any comments or notes about the vendor.

Can Be Subcontractor

No

Indicate whether or not the vendor can be used as a subcontractor. Valid values:

  • Yes/No

  • Y/N

  • True/False

  • On/Off

If you want to use the vendor as a subcontractor, specify related settings on the Compliance Worksheet.

Use For Estimating

No

Indicate whether or not the vendor can be used in invitations to bid. Valid values:

  • Yes/No

  • Y/N

  • True/False

  • On/Off

1099 Type

Yes

Enter the default report type to be used on invoices for this vendor. Valid values:

  • None

  • Rents: 1099-MISC

  • Non Employee Compensation: 1099-NEC

  • Interest Income: 1099-INT

  • Construction Subcontractor Payments – T5018

1099 ID Number

Conditional

If you entered anything other than None in the 1099 Type field, enter the taxpayer identification number to be used on the Form 1099 or T5018 slip for this vendor.

In the United States:

This is typically a federal identification number or a Social Security number.

In Canada:

This can be a business number, business account number, Social Insurance Number, individual tax number, or temporary tax number.

1099 Name 1

Conditional

If you entered anything other than None in the 1099 Type field, enter the text that will appear on the first line of the Form 1099 or T5018 slip for this vendor.

1099 Name 2

No

Enter the text that will appear on the second line of the Form 1099 or T5018 slip for this vendor.

State WithholdingNoIndicate whether or not payments made to this vendor are subject to state tax withholding.
  • Yes/No (not case-sensitive)

Main Address Street 1

No

Enter the first line of the street portion of the vendor's main address.

Main Address Street 2

No

Enter the second line of the street portion of the vendor's main address.

Main Address City

No

Enter the city of the vendor's main address.

Main Address State

No

Enter the state or province of the vendor's main address.

Main Address Zip

No

Enter the ZIP code or postal code of the vendor's main address.

Main Address Country

No

Enter the country of the vendor's main address.

Purchase Order Entry Message

No

Enter text to be used as the default print message for purchase orders for this vendor. This text becomes the default value in the Print Message field on the Enter Purchase Order screen when you create a purchase order for this vendor.

One Check Per Invoice

Yes

Indicate whether or not you want to create one check for each invoice for this vendor.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Check Reference Indicator

Yes

Enter the check reference indicator to be used for this vendor. The check reference indicator appears on the stub for the vendor payment check.

  • Project Name: Checks to this vendor include the project names from the distribution lines on the invoices. Distribution lines for a single project are rolled into a single line for each invoice.

  • Project Name & Retention Held: Checks to this vendor include the project names from the distribution lines and the amount of open retainage on the invoices.

  • Project: Checks to this vendor include the project codes from the distribution lines on the invoices. All distribution lines for a single project are rolled into a single line for each invoice.

  • Invoice Description: Checks to this vendor include descriptions from the Invoice Description column on the General tab of the Enter Vendor Invoice screen.

  • Invoice Distribution Description: Depending on the type of invoice, checks to this vendor include the description from the Description field the Purchase Order Line Item tab, Purchase Order Lump Sum tab, or the Distribution tab on the Enter Vendor Invoice screen.

  • As Per Subcontract: Checks to this vendor will be for a single subcontract and will include the total subcontract amount, the billed-though date, the retention amount, the paid-through date, and the net amount of the check.

  • Purchase Order: Checks to this vendor include the purchase order numbers for each invoice.

  • Purchase Order Line: Checks to this vendor include the purchase order numbers and lines for each distribution.

  • Purchase Order Item: Checks to this vendor include the item number for each distribution.

  • Purchase Order Item Name: Checks to this vendor include the item name for each distribution.

  • Purchase Order Vendor Item Number: Checks to this vendor include the vendor's item number for each distribution.

  • Vendor Check Comment: Checks to this vendor include the Check Comment field on this tab.

  • As Per Statement: Checks to this vendor include the words "As Per Statement".

Only Print Details on Supplement Stub

Yes

Indicate whether or not check details should be printed on a supplemental stub.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Check Stub Comment

No

Enter a comment that will print on all checks if the Check Reference Indicator value is set to Vendor Check Comment.

Default Check Memo

No

Enter a default memo to be printed on all checks to the vendor. You can modify this memo on individual checks as needed.

Address worksheet

Use the Address worksheet to specify the remittance and/or purchase address for each vendor.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric characters to identify the vendor.

Address Type

Yes

Enter the address type.

  • Remit To

  • Purchase Address

Street 1

No

Enter the first line of the street portion of the address.

Street 2

No

Enter the second line of the street portion of the address.

City

No

Enter the city for the address.

State

No

Enter the state () or province () of the address.

Zip

No

Enter the ZIP code () or postal code () of the address.

Country

No

Enter the name of the country for the address.

Joint Payee worksheet

Use the Joint Payee worksheet to enter joint payee remittance information. For a given vendor, you can enter up to five remittance lines that will appear on the printed vendor payment check in place of the typical vendor address. The values in the Remittance Line 1 field and the Remittance Line 2 field will appear together as the Payee on the check.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric characters to identify the vendor.

Check Remittance Line 1

Yes

Enter the first check remittance line for the joint payee.

Note: If check remittance line 1 is not in the import file, Viewpoint Estimating uses the vendor name.

Check Remittance Line 2

No

Enter the second check remittance line for the joint payee.

Note: If check remittance line 2 is not in the import file, Viewpoint Estimating uses the text "AND."

Check Remittance Line 3

No

Enter the third check remittance line for the joint payee.

Note: If check remittance line 3 is not in the import file, Viewpoint Estimating uses the first line of the Remit To address. If the Remit To address is not in the import file, Viewpoint Estimating uses the first line of the Main address.

Check Remittance Line 4

No

Enter the fourth check remittance line for the joint payee

Note: If check remittance line 4 is not in the import file, Viewpoint Estimating uses the second line of the Remit To address. If the Remit To address is not in the import file, Viewpoint Estimating uses the second line of the Main address.

Check Remittance Line 5

No

Enter the fifth check remittance line for the joint payee.

Note: If check remittance line 5 is not in the import file, Viewpoint Estimating uses the third line of the Remit To address. If the Remit To address is not in the import file, Viewpoint Estimating uses the third line of the Main address.

Joint Payee Name For Lien Release

No

Enter the name for the joint payee that can be used on the Enter Vendor Lien Notice & Release screen.

Tip: When you enter joint payees for a vendor, here are a few examples of how you might set up the remittance line fields:
Table 1. With One Joint Payee

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name

AND First Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

Table 2. With Two Joint Payees

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name AND First Joint Payee's Name

AND Second Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

Table 3. With Three Joint Payees

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name AND First Joint Payee's Name

AND Second Joint Payee's Name AND Third Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

Contact worksheet

Use the Contact worksheet to associate contacts with each vendor.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric characters to identify the vendor.

Contact Type

Yes

Enter the code for the contact type for the contact.

Note: Contact types are defined on the Contact Type screen.

Name

Yes

Enter the first and last name of the contact. For example. Mr. David Williams.

Taxes worksheet

Use the Taxes worksheet to specify how the vendor interacts with each tax authority.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric characters to identify the vendor.

Tax Authority

Yes

Enter the code for a tax authority for the vendor.

Nexus

No

Indicate whether or not the tax authority is a nexus tax authority for the vendor (and therefore will charge sales tax).

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Non-Nexus

No

Indicate whether or not the tax authority is a non-nexus tax authority for the vendor. If the tax authority is non-nexus , you may be responsible for paying use tax.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Compliance worksheet

If you indicated in the Vendor worksheet that one or more vendors can be subcontractors, use the Compliance worksheet to specify compliance settings for each company.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric characters to identify the vendor.

Company

Yes

Enter the code for the company.

Workers Comp Expiration Date

No

Enter the expiration date for the workers' compensation insurance policy when the vendor is a subcontractor.

General Liability Expiration Date

No

Enter the expiration date for the general liability insurance policy when the vendor is a subcontractor.

Contractor License Expiration Date

No

Enter the expiration date for the contractor license when the vendor is a subcontractor.

UDF worksheet

Use the UDF worksheet to specify import values for user-defined fields.

The UDF worksheet contains columns for up to 20 user-defined fields (named UDF_01 through UDF_20) . You must include a column for each user-defined field that is set up for the corresponding function in Viewpoint Estimating. The fields must be listed in order, based on their corresponding sort value in the User-Defined Fields screen. Viewpoint Estimating matches the fields in the worksheet to the fields in the system based on this value. For example, the first UDF column matches to the user-defined field with the lowest sort value in the system; the second column in the worksheet matches to the user-defined field with the second lowest sort value in the system; and so on.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor.

Company

Yes

Enter the code of the company for the subcontract.

Project

No

Enter the code of the project for the subcontract.

Subcontract

Yes

Enter the code of the subcontract.

UDF_01 through UDF_20

Conditional

Enter a value for each user-defined field.

Note: Viewpoint Estimating determines how to validate the value in each column based on the corresponding field's definition.