How do I link an Employee record to a Vendor record in Financials / Accounts Payable?

To link Employee and Vendor records, you must have access to both the Employee Maintenance screen (KE0001) and the specific employee record. This linkage ensures that data remains synchronized between the records. Once linked, changes need to be made through Employee Maintenance.

Employee Management System > Employee Maintenance (KE0001)

Enter the employee’s name (Last name or ,first name), employee number, or Lookup (F8). Select the Employee Status button (KE0011).

The Employee Status (KE0011) screen will be displayed. You can create a vendor or add a vendor number to an existing employee record.

“Vendor (New)” checkbox: If the employee does not have a vendor record, check the "Vendor (New)" box; then OK (Be sure to OK all the way out of the employee record to save your changes.). When you call up the employee again (F6), go into Employee Status, the new system-generated vendor number will be visible in the white box below "Vendor (New)".

If the employee has already been set up in Vendor Maintenance (PO1202), take note of the vendor number. Go into Employee Maintenance > Employee Status (KE0011), to the blank field below the “Vendor (New)” check box and enter the Vendor number. 

Instead of checking the "Vendor (New)" box, simply enter the vendor number in the white box below "Vendor (New)" and select, OK. Again, be sure to OK all the way out of the employee record to save your changes.

To view the accounts payable Vendor record, Financial Information Systems > Purchasing > Vendor Maintenance and Reports > Vendor Maintenance (PO1202). Enter the Vendor number:

The Vendor record is linked to the Employee number, and it appears in the Employee # field.

Once the records are linked, the name, address, email, and direct deposit data are maintained in Employee Maintenance (KE0001) and cannot be changed in Vendor Maintenance (PO1202).

Employee Management System > Employee Maintenance (KE0001) > Direct Deposit (KE0028) button

Enter the employee’s name (Last name or ,first name), employee number, or Lookup (F8). Select the Direct Deposit button (KE0028).

Banking information is carried over to the Vendor record when the A/P flag is set to Y (Yes). Only one account can be flagged for Accounts Payable. The account number does not need to be the first account if it is flagged.

See Knowledge Base Article: What does the “A/P” field mean in an employee’s direct deposit mean? https://keyinfosys.kb.help/what-does-the-ap-field-mean-in-an-employees-direct-deposit-screen/ .