Add a New Vendor in Sage Intacct

Field	Value
Owner	Unassigned — needs an owner
Department	Accounts Payable
Effective date	Not set in source
Scope	Creating a new vendor record in Sage Intacct. Covers the fields required for payment selection and 1099 reporting. Does not cover enabling ACH or bank file payments for that vendor — see Enable ACH for a vendor — and does not cover the 1099 filing process itself.
Source	`Accounts Payable Department/1. Vendor Master Data/Intacct Vendor Set-up.docx` and `Adding new vendors.docx`

Entering a vendor consistently matters for two reasons beyond simple record-keeping: the Type ID field drives which vendors appear in each payment run, and the 1099 fields determine whether the vendor can be reported correctly at year-end. A vendor missing either one creates work later that is much harder to fix than to get right now.

Procedure

Open the vendor setup screen

Navigate to Accounts Payable → Vendors and click the + button next to the Vendors title in the menu.

Sage Intacct Accounts Payable menu with the add vendor button highlighted — The + button next to Vendors in the Accounts Payable menu

Enter the vendor name

Enter the vendor's full legal name. The vendor ID generates automatically.

Complete the Print As field as well — it is required, and it is the name that appears on the check.

Sage Intacct vendor name entry field — Vendor tab — the Name and Print As fields

Enter contact information

Populate the address, phone, and email fields. Request anything you don't have while you are setting the vendor up rather than leaving it blank.

Sage Intacct vendor contact information fields — Contact fields on the Vendor tab

Always include the address if you have it. If this is a potential 1099 vendor and you do not have an address, email the client to request it and record the request — with the date — in the 1099 Comment field. A 1099 vendor without an address cannot be reported at year-end.

Set the Type ID

On the Additional Information tab, select the Type ID from the dropdown: Check, ACH, Credit Card, or Bank File.

Sage Intacct vendor Type ID dropdown — Type ID dropdown on the Additional Information tab

Type ID is what payment runs filter on. If it is wrong or missing, the vendor either won't appear in the payment run you expect or will appear in one where it doesn't belong.

Complete the 1099 fields

If the vendor is or may be 1099-eligible, complete the Tax ID, 1099 Eligible checkbox, 1099 Name, and Attachment fields.

Obtain a W-9 from the vendor and attach it in the Attachment field. If no W-9 has been provided, request one.
Review the W-9 for the Tax ID and to identify the entity type — corporation, individual, partnership, and so on.
Add the vendor to W9 Mail Merger.xlsx (SharePoint → Accounting Team → Accounting Documents → 1099 Reporting), completing columns A through H.
Note in the vendor's 1099 Comment field: Added to W9 Mail Merger.xlsx on [MM/DD/YYYY].
If the payment is an employee reimbursement, note that in the 1099 Comment field as well.

Sage Intacct vendor 1099 fields — 1099 fields — Tax ID, 1099 Eligible, 1099 Name, and Attachment

Hard-code the vendor to a specific GL account when you can. It removes a coding decision from every future invoice for that vendor.

Set the preferred payment method and terms

On the Payment Information tab, set the Preferred payment method and Terms. Both are required.

Enter the vendor's account or client number in the Vendor account number field wherever one exists — it prints on the check memo.
If the vendor requires a separate check per invoice, clear the Merge payment requests checkbox.

Sage Intacct vendor payment information fields — Payment Information tab — preferred payment method and terms

Terms must not be blank. When a bill is entered, the terms and due date pre-fill from the vendor record. If a bill shows blank terms or a due date that calculates incorrectly, the fix belongs on the vendor record — not on the bill.

Add contacts and restrictions if needed

Two optional tabs handle less common cases:

Contact List — Store additional contacts, such as a different 1099 remittance address. Saved contacts become available in the Pay to and Return to dropdowns.
Restrictions — Restrict a vendor to specific entities, locations, or departments if it should not be available globally.

Save and review

Click Save, then confirm the vendor name, address, Type ID, 1099 Comment, and Terms are all populated as intended.

Expected outcome: the vendor appears in the Vendors list with an auto-generated ID and is selectable in bill entry and in payment runs filtered by its Type ID.

Required fields at a glance

Use this as a pre-save check. Every field below should be populated on a complete vendor record.

Field	Why it matters
Name	The vendor's full legal name
Print As	Required; prints on the check
Address	Required for 1099 reporting; request it if missing
Type ID	Drives payment run filtering (Check, ACH, CC, Bank File)
1099 Comment	Records the W-9 request date, or flags an employee reimbursement
Terms	Drives due date calculation on every bill

Enable ACH for a vendor — the next step for vendors paid electronically
Bank (NACHA) file payment processing policy — required validation before entering vendor banking details
Day-to-day AP in Sage Intacct — creating vendor terms, then bills against this vendor
Retire inactive vendors — the reverse process, for vendors that are no longer used
W9 Mail Merger.xlsx and What is a 1099 Transaction.docx — SharePoint → Accounting Team → Accounting Documents → 1099 Reporting

Procedure

Required fields at a glance

Related documents