Claim Payee / Vendor List

Note: Users must have authority to add, edit and delete a payee as well as add, edit and delete a bulk payee vendor. These are in the Claim Payee group.

The Claim Payee List is used to add individuals or entities, such as law enforcement agencies, auto body shops, etc., which your company frequently does business with into the system held list of payees. Once the information for an individual or entity has been added, it is available through the Claim Payee / Vendor List screen for claim payments in Diamond's Claim System.

When accessed, functions on the toolbar include:

• Lookup Criteria: Two (2) corresponding lookup criteria fields. Select from the combo boxes criteria to see if an existing payee / vendor exists. This should be done to ensure the payee / vendor does not exist to prevent duplication of an existing payee / vendor.

• Text Lookup Information: Depending on the corresponding lookup category and type, which allows you to narrow your search, enter specific text (name, tax id number, zip code, etc.).

• Query: Once the lookup criteria is defined, select to begin the search for any matches.

• Latest Version Only: Displays the most current version of the payees / vendors listed in the query.

• Add: Used to add a new payee / vendor.

• Edit: Select to change information on any existing payee / vendor.

• Delete: Removes existing payee / vendor form the list.

• Cancel: Exits the screen. The Diamond Administration Tree View  returns.

Adding a Claim Payee / Vendor

1. From the Claim Payee / Vendor List screen, choose Add. This returns the New Claim Payee / Mail-To screen.

2. The New Claim Payee / Mail-To screen is divided into the following sections. These sections, and their entries, include:

Payee Information Section

Legal Name / 1099 Reporting Info

W9 InformationSpecial Note: The system settings, "Show W9 Information" and "Require W9 Information," must be set to "1" (Enable) in the Claims / Transaction / Payee folder in the Diamond System Editor. You must also have the authorities to add, edit and / or delete W9 Information in the Claim Payee Setup group.

For 1099 Reporting and W9 Information:

Date Sent: If the W9 has been sent to the payee, enter it here; format MM/DD/YYYY.
Date Received: If the W9 information has been returned from the payee, enter it here; format MM/DD/YYYY.
 

B Notice InformationSpecial Note: The system settings, "Show B Notice" and "Require B Notice," must be set to "1" (Enable) in the Claims / Transaction / Payee folder in Diamond System Editor. You must also have the authorities to add, edit and / or delete B Notice information in the Claim Payee Setup group.

If your company is using B Notices:

Date Sent: Enter the date the B Notice info was  sent.
Date Received: If the info has been sent back  enter it here; if not leave blank.
Block Payments: Protected field. If there is no date in the B Notice Date Received field, End of Day runs and the system date is equal to or greater than 30 days, the user will   receive a message to notify accounting regarding payment to payee. The payment cannot be issued.

Once all entries and selections are made, click Save. The Claim Payee / Vendor List screen returns, and the new payee / vendor is displayed in the list view.

Editing a Claim Payee / Vendor

Note: You must have authority to edit a payee or vendor's information.

1. From the Claim Payee / Vendor List screen, highlight the payee / vendor being edited and double click or choose Edit. The Edit Claim Payee / Mail-To screen displays.

2. Make any changes necessary, such as address, phone number, etc.

3. Click Save. Edited information is retained, and the Claim Payee / Vendor List screen returns. The payee / vendor is displayed in the list view.

Deleting a Claim Payee / Vendor

1. From the Claim Payee / Vendor List screen, highlight the payee / vendor being deleted.

2. Answer Yes to the confirmation message: "Are you sure you want to delete this Payee?"

3. The payee is removed from the list view.