Remit Master File

Remit Master File

(Remit.exe) In the Remit Master File, the user may create multiple remit codes for each vendor for the purpose of creating vouchers and printing checks. The user may assign as many remit codes to a vendor as you like, but each remit code must be unique.  Check that the System Option, Allow One Remit is set to N in the System module if using multiple remits. Thus, only one remit vendor code per vendor may be the same as the vendor code.

Also, there is a System Option called Auto Remit, under the System module, which will allow the user to create a Remit or ask if the user would like to create a Remit when a new Vendor is created, when properly set.

Adding a Remit Code

Key in CTRL+N, click the New icon or select File then New from the application menu to begin entering a new remit code. There are 3 tabs, Tax Information,1099 Misc. and 1099-INT tab. The Tax Information will display when creating. Enter the following information for each unique remit code for each vendor:

• Vendor Code and Name: You can use the lookup function to select this information which you entered in the Vendor Master File.
• Remit Code: Type in this code which uniquely identifies the remit vendor number. It can be up to 10 characters.
• Remit Name: Enter the name of the remit vendor.
• Attention: Person or department to whose attention the check should be directed.
• Address: There are three fields in which to enter the remit vendor's address
• City, State, Zip: Enter the remit vendor's information in these fields. If you know the complete 9 digit zip code, enter it. May also use the lookup.
• Phone: Remit vendor phone number. Remember to enter the area code.
• Fax: Remit vendor fax number. Remember to enter the area code.
• Contact: Enter the name of the contact at the remit vendor.
• Sort Name: Determines how the check will be sorted for check printing purposes.
• Terms: Use the drop down to select payment terms. When changing the Terms code and the Vendor Default Remit is checked a popup box will display asking if the user wishes to update the vendor file with the new terms code.
• Active: When creating a new record, this will be checked. Listed under the General Options.
• Memo button: May be used to enter notes.

Listed under the AP Options

• Always Take Discount: User determined check box.
• Vendor Default Remit: User determined check box, this will be the Remit chosen if a purchase order is marked as Prepaid and Create Vouchers from Prepaid PO's is run.
• EDI 810 Default: User determined check box.
• Do Not Accrue Tax: Check box if you do not wish to accrue tax for this vendor.
• Create Tax Exceptions: Check box to create an exception if the Vendor charges tax when it is listed as a Tax Exception vendor.
• Use Separate Checks: When checked this will set the Remit to always mark the voucher for a Separate Check.

Select Normal Payment Type section

• Via Check: Default selection
• Via Credit Card:
• Via EFT (NACHA Only)

There is a System Option, Use Remit Cat, in the Accounts Payable module, which when set to Y (Yes) will allow the Remit Category field to appear next to the Contact field. This field will allow the user to assign a category using the drop down from those created in the Remit Category Master File.

There is a System Option, Use Check Name, in the Accounts Payable module, which when set to Y (Yes) will allow the Check Name field to appear next to the Sort field.

There is a System Option, Enforce Unique Remit ID, under the Systems module which when set to Y (Yes) will not allow a Remit ID to be used more than once irregardless of the Vendor it is being assigned to.

If the System Option, Use Default AcctNo, under the Accounts Payable module is utilized a section will appear, Defaults for Manual Vouchers where an Entity may be selected using the drop down and an Account Number may be entered or selected by using the lookup. Profile ID may be entered. Used in association with Manual Voucher Entry Program.

• Federal Tax Type: Use drop down to select.
• Federal EIN Number: Enter the Federal EIN Number.
• 1099 Active: Check box to mark if applicable. If checked, will allow access to Form 1099 Misc and Form 1099 INT check boxes.
• Form 1099 Misc: Check box to mark if applicable. Will allow access to 1099-Misc tab, which will allow user to check selected fields under Box Description. The fields listed are: 1. Rents, 2. Royalties, 3. Other Income, 6. Medical and Health Care Payments, 7. Nonemployee Compensation, 14. Gross Proceeds Paid to Attorney.
• Form 1099 INT: Check box to mark if applicable. Will allow access to 1099-INT tab, which will allow user to check selected fields under Box Description. The fields listed are: 1. Interest income not in Box 3, 2. Early withdrawal penalty, 3. Interest on U.S. Savings Bonds, 4. Federal Income Tax Withdrawal, 5. Investment expenses, 6. Foreign Tax Paid.

The Entry Date, Last Change Date, Changed By, Last Activity Date and Last Address Change will display that information.

The 1099 Misc tab contains the Box Description information where the user may check the proper payment. Finally, key in CTRL+S, click the Save icon or File then Save to save the record.

The 1099 – INT tab contains the Box Description information where the user may check the proper payment. Finally, key in CTRL+S, click the Save icon or File then Save to save the record.

The 1099 Address will display if one is available in the rectangular field to the right of the 1099 Active check box. This field may be edited or double click in the field and an Address for 1099 box may be utilized to add the address by clicking the Edit button and clicking in the field. When completed Save the information.

When editing the Remit Address a Warning screen will display asking if the user wants to update the 1099 Address.

NACHA Config tab - May enter the Receiving Routing Number and the Receiving Account Number.

On the bottom the Reps tab allows the user to list multiple Vendors’ reps, and enter information on three tabs [Contact, Address (Work and Home Information), and Memo. On the Contact tab there are check boxes to mark as Main Rep or Certified Rep.

Under the Tools menu there is the ability to copy another vendor’s remit information to a new remit by selecting Copy From or CTRL + F3. It is only active when adding a new remit to an existing vendor. Popup screen displays and the Vendor and Remit information should be entered before pressing the Use button. The user should enter the Remit ID for the copied record.

Under File, the user may export by selecting Export All Remits, Export Rep Grid, or Export All Reps.

Deleting a Remit Code

To delete a record, first select the record you want to delete. You can use the lookup function to accomplish this. Then key in CTRL+D, click the Delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record.