One vendor with two vendor numbers

[angel1]

We have a Family Life Center as well as the main church. Our Finance Team set up our phone bill, utilities, and internet services as separate vendor numbers for each location even though they are the same company, so when we pay a bill we are sending two checks. Since these have different funds (general for the church and then an account for the Family Life Center), was this needed? Can I change this?

Angel

[NeilZ]

We have a Family Life Center as well as the main church. Our Finance Team set up our phone bill, utilities, and internet services as separate vendor numbers for each location even though they are the same company, so when we pay a bill we are sending two checks. Since these have different funds (general for the church and then an account for the Family Life Center), was this needed? Can I change this?

Angel

Here's the question ... does each area have its own checking account ?? If so, I suspect that the finance people set the vendors up this way so that when you receive a bill, and they enter it the proper fund accounts come up, that is, when they enter a bill for the church, the operating fund's checking account and utility expect accounts come up automatically. Same with the family center, so two separate checks.

However, if they are paid from the same checking account, that is they share the same bank account, all you would need is the one vendor record, but then you'd have to make sure that the two separate fund's bank asset account number is charged.

An example: Fund 01 is the church, Fund 02 is the center.

Bill comes in from the utility for $34 at the church, and 56 for the center total $90:

You would need to enter the following to pay the bill with one check:
Invoice amount: $90

CR 01-1110 Checking $34
CR 02-1110 Checking $56
DB 01-5903 Util Expense $34
DB 02-5903 Util Expense $56

[angel1]

Thank you so much. We only have one checking account,but it is set up to charge the church under general and thr Family Life Center under Famuly Life center. What would you suggest?


Angel

[NeilZ]

Thank you so much. We only have one checking account,but it is set up to charge the church under general and thr Family Life Center under Famuly Life center. What would you suggest?


Angel

Are they separate Funds under Fund Accounting, if so the example I list above will work fine.