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Subvendor Reports

For Depository Candidates and Committees

Depository candidates and committees file Subvendor reports as stand alone reports.  You will select a subvendor report from the "Create A Draft Report" page and enter the date the committee made the payment to the vendor for which the report is being filed.

Draft Cover Page

This is the main page of the subvendor report.  To access this page, click on the "SV1 (date)" link on the gray navigation menu on the left side of the page.  The front page of the subvendor report is divided into two sections: General Report Information The general report information section displays the information you entered on the "Create A Draft Report" page.  You can edit the report type, using the dropdown list provided, the payment date, check number, vendor, or the amendment indicator, if necessary. Summary Balance Information The summary balance information section displays the following financial information for the the report: Total Payment to Vendor - This field is used to enter the total amount of the committee's payment to the vendor.  You can edit this number. Itemized Subvendor Expenditures - This is the total of any payments of $500 or more that the vendor made to subvendors (third parties contracted by the vendor to provide goods and services to the committee).  This amount is calculated from the total of the expediture records you enter on the "Items" page for this report (see below).  You cannot edit this number on this page.  If the total is not correct, you must visit the Items page to review and edit the items you entered. Net to Vendor -   This is the amount retained by the vendor.  It is the difference of the committee's payment to the vendor less the vendor's payments to the subvendor(s), which are entered on the Items page.  You cannot edit this number on this page.  If the total is not correct, you must either edit the total payment to the vendor or visit the Items page to review and edit the items you entered. There are two action buttons on this page: File - Clicking this button will re-direct you to the e-filing page to file your draft report. Update - Clicking this button will refresh the page.  For example, if you edited the unitemized expenditures total and clicked the "Update" button, the Total Expenditures field would be recalculated and displayed.

Report Items

You enter the subvendor payments for this report by clicking on the "Items" link on the left navigation menu.  The fields on the Items page are: Date This date field is used to record the date of the vendor's expenditure to the subvendor.  The date formatting rules apply. Amount The Amount field should not have any spaces, special characters, letters or more than two numbers after the decimal point.  Here are examples of valid amount formats: 100 100.00 $100 $100.00 Vendor This field is used to enter the name of the subvendor, the person or entity with whom the original vendor contracted to provide the goods or services on behalf of the committee. Address Information If you are entering an expenditure made to an out-of-state subvendor, as you enter the address information, please enter the state first.  The City/Town field will then change from a dropdown list to a data entry field so that you can type in the name of the city or town where the purchase was made. If the subvendor purchase was made online, enter the web address of the subvendor in the address field and leave the city, state and zip fields blank. Purpose A brief description of the goods or services purchased should be entered in this field.

Filer Information

See the Filer Information section for more information about this link.

When you have finished entering the items for the report, you can click on the "SV1 (date)" link to return to the front page of the draft.  Click on the "File" button at the bottom of the page to e-file your subvendor report.  You will be re-directed to the electronic signature page to e-sign and e-file your report.  You will then be directed to the receipt page for confirmation of your filing.  NOTE:  Your subvendor report is not filed until you click on the "File" button and receive a receipt that says your filing was successful.  If you receive an unsuccessful receipt, the receipt will tell you the reason(s) why the report was rejected.  You can then go back to your draft report and make any necessary corrections.

For Non-Depository Candidates and Committees

Step One - Create a Subvendor Summary: Click on the "Subvendor Reports" link on the left navigation menu to get started.

Date

The Date field is used to enter the date the committee wrote the check for the vendor's payment.  The date formatting rules apply.

Vendor

The Vendor field is used to enter the name of the person or entity with whom the committee originally contracted for $5,000 or more (aggregated) of goods or services for the calendar year.  Enter the business or person's name in the following format:  "Last name, first name."

Check Number

The Check Number field is used to record the number of the committee check used to pay the vendor.  If the number of the check is unknown, leave this field blank.  Do not enter any spaces, letters or special characters in this field.

Total Payment to Vendor

M.G.L. c. 55, s. 18D does not require you to itemize any part of the payment to the vendor that the vendor did not pay to subvendors, in the amount of $500 or more (aggregated) in the calendar year.  Instead, you may enter the total payment you made to the vendor, itemize any payment of $500 or more made to subvendors, and Web Reporter will calculate the net, or unitemized, portion of the payment to the vendor.

Click on the Add button to create the subvendor report summary.  Once you click the Add button, the subvendor report shell will be added to your draft report with the total amount of the vendor payment matching the unitemized total, since no items have been entered yet.  Once you enter items, Web Reporter will calculate your Itemized total and recalculate the Unitemized total so that the sum of these figures match your total payment to the vendor.

Step Two - Enter the Subvendor Payments:

When the subvendor summary is added, a record containing the vendor summary information will appear below the data entry section and two action buttons, Edit and Items, will appear at the end of the record row.  Edit - Click on the Edit button to recall the subvendor summary record to the data entry area for changes or additions to the summary information. Items - Click on the Items button to add the payments of $500 or more made to the subvendor(s).

Date

This date field is used to record the date of the payment to the subvendor.  The standard date formatting rules apply.

Amount

The Amount field should not have any spaces, special characters, letters or more than two numbers after the decimal point. Here are examples of valid amount formats: 100 100.00 $100 $100.00

Vendor

This field is used to enter the name of the person or entity with whom the original vendor contracted to provide the goods or services on behalf of the committee.

Address Information

If you are entering an expenditure to an out-of-state subvendor, please enter the state before you enter the other address information.  Once a state other than MA is selected, the City/Town field will change from a dropdown list to a data entry field so you can enter the name of the city or town where the purchase was made. If the subvendor purchase was made online, enter the web address of the subvendor in the address field and leave the city, state and zip fields blank.

Purpose

A brief description of the goods or services purchased should be entered in this field.

Click on the Add button to add the item to the subvendor summary.  Repeat these steps for each subvendor payment to be included in the subvendor report.

As you enter the underlying subvendor payments, they will appear at the bottom of the screen.  The software also displays the total of all of the subvendor payments entered on this page. If you make a mistake on a subvendor payment record, use the Edit button at the end of the record row to recall the record information to the data entry area for correction.

Step Three - E-Filing The Subvendor Report:

Once you have finished adding the items to the subvendor report, your subvendor report is complete.  The subvendor report will be included when you e-file your draft report for the reporting period.