How to Set Up or Edit a Vendor

Vendors (previously called service providers) are external companies or individuals that provide services to associations. This article explains how to create new vendor records, edit existing vendor information, manage payment holds, track compliance documentation, and deactivate vendors when they are no longer needed.

Contents

• Create a Vendor
• Edit a Vendor
• Vantaca Vendor Portal Restrictions
• Deactivate a Vendor
• View Inactive Vendors

Create a Vendor

To create a new vendor:

1. Navigate to Vendors > Vendor List.
2. Click New Vendor.
   The Edit Vendor screen opens. 
   
   
    
3. Provide the following information: 
   • Vendor Name: The legal name of the vendor company or individual.
   • DBA (Doing Business As): If provided, this name appears on checks instead of the Vendor Name.
   • TaxID: The nine-digit tax identification number for the vendor. This is used for tax reporting purposes (required for 1099 reporting). Not required if you provided an SSN#.
   • SSN#: Social Security Number for individual vendors (sole proprietors). Not required if you provided a TaxID.
   • Preferred Vendor: Select to designate this vendor as one that can be pre-populated for work orders based on the association's settings. 
   • Send 1099: Select this checkbox if the vendor requires a 1099 form at year-end. If selected, you must also select a Vendor Type.
   • Hold Payment: When selected, prevents invoice payments from processing for this vendor. New vendors default to this setting enabled.
   • Hold Reason: Customize this field to document why payments are on hold (e.g., "Pending Insurance Documentation" or "Awaiting W-9"). This helps track outstanding requirements and communicate status to team members.
   • Compliant: Select to indicate overall compliance status.
   • Compliance Status: Optional text field for manually recording vendor compliance status (e.g., "Compliant," "Non-Compliant," "Pending," or "In Review"). This field has no functional purpose within Vantaca but can be used for tracking or research purposes.
   • Compliance Group: Optional text field for categorizing vendors by compliance requirements (e.g., "Standard Vendor," "Full Service Vendor," or "Insurance Only"). This field has no functional purpose within Vantaca but can be used for tracking or research purposes.
     Note: The Compliance Status and Compliance Group fields are visible by default and allow manual documentation of vendor compliance information. Compliance typically refers to ensuring that required documentation such as insurance certificates, business licenses, and W-9 forms is current and valid.
   • Vendor Type: Select the appropriate vendor classification for 1099 reporting purposes.
   • Old VendorID: Displays existing old vendor IDs. 
   • Address: The address where checks will be sent. Complete all address fields including street address, city, state, and ZIP code.
   • Contact Name: The primary contact person for this vendor.
   • Email Address: The vendor contact's email address.
   • Phone: The vendor contact's phone number.
   • Fax: The vendor contact's fax number (if applicable).
4. Click Update.
   The new vendor displays at the top of the table until you refresh the page.
   Note: New vendors will automatically have the Hold Payment flag selected, which means that invoice payments will not be made to that vendor. When you are ready to remit payments to the new vendor, you can remove the Hold Payment flag. Otherwise, you can edit or customize your Hold Reason so that it’s easy to tell why the vendor is on hold, such as “Pending Insurance Documentation”.

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Edit a Vendor

To edit an existing vendor:

1. Navigate to Vendors > Vendor List.
2. Locate the vendor you want to edit and click Edit.
   The Edit Vendor screen opens.
3. Update the necessary fields.
4. Click Update.

Vantaca Vendor Portal Restrictions

When a vendor uses the Vantaca Vendor portal to manage their information, certain fields become read-only for management company users to prevent data conflicts and ensure vendor information accuracy.

Management companies cannot edit the following fields when the vendor uses the Vantaca Vendor portal:

• Company name
• DBA (Doing Business As)
• Business address (street, city, state, ZIP)
• Tax ID
• Preferred pay type
• Primary contact information (name, phone, email, fax)
• Banking information (routing number, account number, check name, check mailing address)

When these restrictions apply, the following message displays at the top of these screens:

"This vendor manages certain fields directly in Vantaca Vendor"

• Edit Vendor screen (restricted fields are greyed out)
• Edit Vendor Payment Method screen (banking fields are greyed out)

Vendor Contacts Screen 

In the Vendor Contacts screen, when the Is Primary checkbox is selected for a contact:

• All contact information fields are greyed out (name, phone, email, fax)
• Only Allow Login Access and Password fields remain editable
• The information message displays at the top of the screen

This ensures the vendor's primary contact information remains consistent with what they manage in their portal.

Note: Management companies can still add unlimited additional (non-primary) contacts to the vendor record with full editing capabilities.

For more information about Vantaca Vendor, see the following articles:

• Vantaca Vendor: Pay Set Up

• Vantaca Vendor: User Guide

Deactivate a Vendor

When you no longer work with a vendor, deactivate their record rather than permanently deleting it. Deactivation preserves all historical transaction records while preventing the vendor from appearing in active vendor lists.

To deactivate a vendor:

1. Navigate to Vendors > Vendor List.
2. Locate the vendor you want to deactivate and click Delete.

Important:

• Clicking Delete marks the vendor as inactive rather than permanently removing them from the system.
• All historical transaction records remain intact and unaffected.
• Before deactivating a vendor, review and cancel any recurring payments or scheduled transactions associated with this vendor to prevent processing errors.
• To reactivate a deactivated vendor, contact Vantaca Support.

View Inactive Vendors

To view deactivated vendor, select the Include Deleted Vendors (Last 30 Days) checkbox at the top of the Vendors table. This action displays both active and inactive vendor.

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