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Vendors

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In the myEvolv system, vendors are entities that the agency will pay for services and events. Vendors include staff, organizations, and foster homes.

Vendors are required in the system in order to create invoices and make payments in accounts payable.

Notes

  • A Vendor can also be defined as a payer. This is setup in the Payer Information form by checking the Can be Directly Paid/Refunded field.
    See Payer Information.

  • If the agency will be paying or creating the invoices to pay Foster Homes, the vendor should be selected in the Vendor for Payments field on the Foster Home form.
    See Foster/Adoptive Homes

  • If the agency has a different agency providing services to clients, a vendor will need to be linked to the associated outside organization in the Vendor For Payments on the Outside Organizations form (General Information tab).
    See     Outside Organizations

  • If it will be necessary to return money to a self-payer by check, that self-payer must be set up as a vendor.
    See Self Pay Benefit Assignment.

Finance > Accounts Payable > Vendors > Information 

  1. The Vendors screen displays.
  2. Click Select a Vendor​
  • Enter the vendor name and relevant information to search for a vendor.
  • If creating a new vendor, and no vendor is found in the system, the New button becomes enabled. Click New.
  1. Click Agency.
  • Enter the agency name, click Search and select the agency.
  1. In the ID field, enter the vendor's identification number.
  • If Auto Assign Vendor IDs is checked in the System Settings/Preferences form (Billing Preferences tab), the next available ID will populate this field when the form is saved.
    This applies only to the Enterprise edition of myEvolv.
  • If this field is not checked, a vendor ID can be entered.
  1. In the Name field, enter the vendor's name.
  • If creating a new vendor, this is the name entered in the Select a Vendor screen.
  • This name will be used to identify the payer when checks are written.
    The name can be overwritten on a check by entering a different name in the Payable To (Override Name on the Check) field.
  1. In the Payable To (Override Name on Checks) field, enter the name that will override the name displayed on the checks.
  2. In the demographic fields, enter the vendor's mailing address.
  3. When finished, click Save.

Profiles Linked to this Vendor tab

This tab displays information for profiles (foster home, family day care, etc.) that are linked to this vendor

Direct Deposit tab

Enable direct deposit for a vendor.

  1. Check Has Direct Deposit to enable the vendor for direct deposit of funds.
  2. Check Create Prenotification to produce a check for this vendor, and a prenotification.
    The direct deposit will be sent for this vendor in the next batch billing run. 

  3. In the Bank Routing Number, and Account Number fields enter the direct deposit bank information.

  4. Check Saving Account if this is a savings account.

  5. Check Direct Deposit Suppressed to suppress sending payments as direct deposit to this vendor.

  • The vendor's direct deposit will remain suppressed until this field is unchecked.

  •  This can be used when the vendor has  requested a check instead of direct deposit, for a temporary period.

Outstanding Invoices tab

This tab displays a sub-report that details invoices that were not linked to a specific check, including manual invoices.

Credit Card Processing tab

  1. Check Is Credit Card Vendor if the vendor can dispense payment through credit card transactions.
  2. In the Store Number field, enter the vendor's store number.
  3. Click PEM File.
  • Select the source of the program enrollment modifier file.