Setting up a merchant

You add merchants using the following procedure. After adding the merchant, you can assign it to a merchant group, and associate it with an Accounts Payable vendor.

During P-Card program setup, you indicated whether to add merchant names automatically when charges are imported, or whether to add them manually. If you chose to add them manually, follow this procedure.

Note: You cannot delete a merchant if it is assigned to a merchant group.

Setting up a merchant is an optional procedure, that allows you to track 1099 reportable income for purchases made from merchants.

To set up a merchant

  1. Access P-Card Merchant (PD04.1). Type the program name and merchant. The merchant must belong to the same vendor group as the vendor.
  2. Type the address information for the merchant by choosing the Main tab. Use the following guidelines to enter field values.
    Tax ID

    Type the tax identification number for the merchant. If a tax ID is entered, you must also enter an income code.

    Income Code

    Select a code that represents a type of income withholding. Income codes are used to track taxable income for reporting or withholding purposes. This is the default income code for the merchant, but you can override it during charge approval.

    You set up income codes using Income Code (AP05.5).

    Address 1-4

    Type the merchant's address information.

    City or Address 5

    Type the city or fifth line of address information for the merchant.

    State or Province

    Type the merchant's state or province.

    County

    Type the county for the merchant.

    Country

    Type the merchant's country.

    Postal Code

    Type the postal zip code for the merchant.

  3. Type the contact information for the merchant by choosing the Contact tab. Use the following guidelines to enter field values.
    Search Name

    Type a search name for the merchant. The search name helps sort reports and listings. If you leave this field blank, the merchant name defaults.

    Legal Name

    Type the merchant's legal name.

    Contact Name

    Type the name of the primary contact person for the merchant.

    Telephone

    Type the telephone number for the merchant.

    Fax

    Type the fax number for the merchant.

  4. Optional. Click the Merchant Group button to set up a merchant group. For more information, see Setting up a merchant group.
  5. Optional. Click the Merchant Cross Reference button to associate a merchant with an Accounts Payable vendor. For more information, see Associating a merchant with a vendor.
  6. Select the Add form action.

Related reports and inquiries

To Run
List merchants, tax ID, and contact information P-Card Merchant Listing (PD204)
View charges imported into Lawson for a merchant, merchant group, or vendor P-Card Merchant Report (PD235)