Vendor Maintenance

 

Function

Use this task to enter new vendor information, maintain existing vendors, inquire about vendor status and delete inactive vendors. The vendor information you set up with this task is accessed through an option menu that displays when the Options button Options button in the Vendor Master window is clicked.

 

=> To access this task...

Select Vendors from the Inquiry and Maintenance menu.

 

Vendor Maintenance

 

About the Fields

This screen contains information about the vendor such as the address and phone number. When you select an existing vendor, the vendor information is displayed. More details about a vendor can be added, changed or viewed using the menu displayed when clicking  Options button  - Vendor Codes and History, Vendor Comments, Vendor Master, Fax Email, Vendor Purchasing Addresses, Vendor Replenishment Detail, Open Invoice Inquiry, Hard Copy, Receipt History Inquiry.

 

To enable edits to the form select  .

 

In the Vendor ID field...

  • Enter a valid vendor number.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record and to view the last vendor record.

  • Click Record Query button to select a vendor code from a list of existing code records. See Query Functions.

When a valid Vendor ID is entered, the address information associated with the vendor displays. To add or change vendor records, select options from Options menu.

 

In the Vendor Name field...

  • Enter the name of the vendor up to 30 characters.

In the Address fields...

  • Enter up to 2 lines of address information with up to 24 characters each.

  • Press [Tab] to leave this field blank.

In the City field...

  • Enter the city of the vendor up to 22 characters.

  • Press [Tab] to leave this field blank.

In the State field...

  • Enter 2 letter state abbreviations.

  • Press [Tab] to leave this field blank.

In the Zip field...

  • Enter the zip/postal code.

  • Press [Tab] to leave this field blank.

If the zip code is 9-digits, enter with separating dashes (Example: #####-####).

 

In the Country ID field...

  • Optionally add a country code for the vendor.

In the Telephone field...

  • Enter the telephone number with area code of the vendor.

  • Press [Tab] to leave this field blank.

In the Ext field...

  • Enter an extension for the telephone up to 4 digits.

  • Press [Tab] to leave this field blank.

In the Contact field...

  • Enter the name of the contact within the vendors business of up to 20 characters.

  • Press [Tab] to leave this field blank.

In the Alternate Sequence field...

  • Enter an alphabetic code of 1 to 10 characters for the vendor.

  • Press [Tab] to accept the first 10 characters of the Vendor Name as default Alt Sequence.

This code is used by the Lookup function.

 

In the Federal ID Number field...

  • Enter the vendor's federal ID number of up to 15 characters.

This field may be left blank.

 

1099? checkbox...

  • Mark the box if 1099 Forms are printed for the vendor.

  • Unmark the box if 1099 Forms are not printed for the vendor.

In the Acct ID field...

  • Enter any account number assigned by the vendor up to 10 characters.

  • Press [Tab] to leave this field blank.

In the Fax Number field...

  • Enter the telephone number with area code of the vendor's fax machine.

  • Press [Tab] to leave this field blank.

In the Free On Board [FOB] field...

  • Enter up to 15 characters to identify the freight charge description.

  • Press [Tab] to leave this field blank.

In the Ship Via field...

  • Enter the standard shipping method for this vendor, up to 15 characters in length.

  • Press [Tab] to leave this field blank.

In the Purchase Order Freight Terms field...

  • Enter the PO freight terms, up to 15 characters in length.

  • Press [Tab] to leave this field blank.

In the Date Opened field...

  • Enter the date this account was opened.

  • Press [Tab] to accept the defaulted date.

Temporary Vendor checkbox...

  • Mark the box if this is a Temporary Vendor.

  • Unmark the box if this is a regular, permanent vendor.

Hold Invoices checkbox...

  • Mark the box to hold future invoices for this vendor.

  • Unmark the box to allow future invoices to be paid.

When done making selections:

  • Click Save button to save the record.

  • Click Clear Form button to begin a new vendor record.

  • Click Delete button to delete the record.

 

CAUTION: Do not delete vendors that require 1099 forms until the end of the calendar year.

 

About the Vendor Maintenance Options

Use the Vendor Maintenance option menu to enter varied information about a vendor without ever leaving the main task. Once you have selected a vendor record, you can view, change, add or delete vendor information by selecting available options from the menu.

 

Selecting an option allows you to add or change the data associated with the option. The Vendor Master Information window will always be there. Prompts requiring attention and pertaining to the selected option's fields appear as another window.

 

Vendor Codes and History   (back to top)

 

Select Options button in the Vendor Master window and then Vendor Codes and History from the dropdown.

Options menu

 

Use this option to inquire about and change vendor detail information, accounts payable types, distribution codes, payment groups, terms codes. This window also displays the Purchase History of the vendor. When the General Ledger module is installed, you can also access default general ledger expense accounts. This option is accessed automatically during the setup of a new vendor or you can use it at any time to change information for established vendors.

 

AP Vendor Codes and History

Vendor Codes and History

 

About the Fields

 

To enable edits to the form select  .

 

In the AP Type field...

This field appears when the Multiple AP Types parameter is checked.

  • Enter a valid accounts payable type code.

  • Click Click to select from a list of existing type codes.

The accounts payable types assist in managing accounts payable information. When multiple accounts payable types are used, a vendor may have one or more type.

 

If an existing AP type for this vendor is selected, the detail information and purchase history for that AP type and vendor is displayed.

 

About the Fields in the Detail Information section

 

In the Distribution Code field...

  • Enter a valid distribution code.

  • Click Click to select from a list of existing distribution codes.

Distribution codes are defined in the Distribution Code Maintenance task. When the General Ledger module is installed, the general ledger account for accounts payable, cash, discounts and retention payable are assigned to each Distribution Code.

 

NOTE: Assigning a distribution code to the vendor provides a default distribution for invoices entered for the vendor.

 

In the Payment Group field...

  • Enter a valid payment group code.

  • Click Click to select from a list of existing payment group codes.

The payment group code places the vendor in a group that you can select for automatic payment. The payment group specified is assigned to new invoices that are entered.

 

In the Terms Code field...

  • Enter a valid terms code to specify the vendors default payment terms.

  • Click Click to select from a list of existing terms codes.

The terms code is assigned to new invoices that are entered.

 

In the GL Account field...

This field appears only when the General Ledger module is installed.

  • Enter a valid general ledger account number.

  • Click Click to select from a list of existing general ledger account numbers.

Enter the account number that is the "normal" expense account for purchases from the vendor. Although this number appears as a default expense account for the vendor during the Invoice Entry and Manual Check Entry tasks, the account can be changed during entry.

 

When done making selections...

  • Click Save button to save the record.

  • Click Clear Form button to clear the form and begin again.

  • Click Delete button to delete the record.

NOTE: You cannot delete an Accounts Payable type definition for a vendor when there is current activity for that vendor/distribution combination.

 

 

About the Fields in the Purchase History Inquiry section

When multiple accounts payable types are used, the purchase history is displayed for each AP type assigned to the vendor.

 

In the Open Invoices field...

Display only. Shows the total balance owed to the vendor (for a particular accounts payable type if the Multiple AP Type is checked ). To view the detail information that supports this figure, use the Open Invoice Inquiry option.

 

In the Open Retention field...

Display only and appears only if Retention Account is checked. When the Retention Account parameter is checked, the total retention payable to the vendor is displayed.

 

In the Last Invoice Date field...

Display only. Shows the date of the most recent invoice received from the vendor.

 

In the Last Payment Date field...

Display only. Shows the date of the most recent check printed for the vendor.

 

In the YTD-Purchases field...

Display only. Shows the current fiscal year-to-date amounts for purchases, discounts, payments and calendar year-to-date payment amounts.

 

The calendar year-to-date payment amount covers the period from January 1st through December 31st and is used for the 1099 form and cleared during period-end processing for December.

 

In the Prior Year-Purchases field...

Display only. Shows the prior fiscal year amounts for purchases, discounts, payments and calendar year-to-date payments.

 

In the Next Year-Purchases field...

Display only. Shows the next fiscal years amounts for purchases, discounts, payments, and next calendar year-to-date payments. The next year's amounts appear when the prior year has not yet closed, though invoices and payments have already been processed for the new year. When the period-end process is run for the last period in the fiscal year, the next year's figures are transferred to the current year.

 

Vendor Comments Maintenance   (back to top)

Select Options button in the Vendor Master window and then Vendor Comments from the dropdown.

Options menu

 

Use this option to enter 1 to 99 lines of free-form comments about the vendor that appear on the Purchase Order Entry, Invoice Entry, Manual Check Entry, and Vendor Maintenance Listing tasks. These comments are useful in tracking special purchasing or accounting information for a vendor.

 
Vendor Comments

Vendor Comments

 

About the Fields

 

To enable edits to the form select  .

 

In the Comment field...

  • Enter a comment of 1 to 48 characters in length.

  • Select Add new button to enter additional text on the next available message line.

  • Select Insert new button to insert additional text on the line above the one currently selected.

  • Select Edit button to select and edit an existing line of text.

When done entering comments...

  • Click Save button to save the record.

  • Click Delete button to delete the currently selected grid row.

  • Click Vendor Master window.

 

Vendor Master, Fax, and Email Maintenance   (back to top)

Select Options button in the Vendor Master window and then Vendor Master, Fax, Email from the dropdown.

Options menu

 

Use this option to edit a vendor's primary and CC email addresses as well as their fax number and the name of the contact person receiving the fax. A vendor's Web address (URL) may be edited here as well.

 

Vendor Master, Fax and E-mail

Vendor Master, Fax and Email

 

About the Fields

 

To enable edits to the form select  .

 

In the Website field...

  • Enter the company's web URL.

In the Email To field...

  • Enter email address(es) for this vendor to receive reports and invoices when this feature is selected from the Document Output window. Enter a comma between multiple addresses.

In the Email Cc/Email Bcc  fields...

  • Enter email address(es) for this vendor to receive reports and invoices as a Cc when this feature is selected from the Document Output window. Enter a comma between multiple addresses.

In the Fax To field...

  • Enter the name of the recipient of faxed reports and invoices when this feature is selected from the Document Output window.

In the Fax No field...

  • Enter the fax number for this vendor to receive reports and invoices when this feature is selected from the Document Output window.

When done entering comments...

  • Click Save button to save the record.

  • Click to return to the Vendor Master window.

 

Vendor Purchasing Addresses   (back to top)

Select Options button in the Vendor Master window and then Vendor Purchasing Addresses from the dropdown.

Options menu

 

Use this window to accommodate multiple purchasing addresses a vendor may have. Each vendor can have up to 99 alternate purchasing addresses.

 

Vendor Purchasing Addresses

Vendor Purchasing Addresses

 

About the Fields

 

To enable edits to the form select  .

 

In the Address Code filed...

  • Enter the address code for the alternate purchasing address.

  • Click Record Query button to view the address records (if any) for this vendor.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record and to view the last address record.

When done making changes...

  • Click Save button to save the record.

  • Click New/Clear Form button to clear the form and begin again.

  • Click Delete Record button to delete an existing address record.

Vendor Replenishment Detail   (back to top)

Select Options button in the Vendor Master window and select Vendor Replenishment Detail from the dropdown.

Options menu

 

If the automatic replenishment function in Purchase Order Processing is used, you can also assign replenishment parameters to each vendor. Supporting information about buyers, review cycles and purchase targets are defined in the Vendor Replenishment Detail window.

 

Vendor Replenishment Detail window

Vendor Replenishment Detail

 

About the Fields

 

To enable edits to the form select  .

 

In the Buyer Code field...

  • Enter the Buyer code to review/edit the replenishment detail.

  • Click Record Query button to view the buyer code(s) for this vendor.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record and to view the last replenishment record.

When done making changes...

  • Click Save button to save the record.

  • Click New/Clear Form button to clear the form and begin again.

  • Click Delete Record button to delete an existing Buyer Code record.

Open Invoice Inquiry    (back to top)

 

Select Options button in the Vendor Master window and then Open Invoice Inquiry from the dropdown.

Options menu

 

Use this function to quickly access and review open invoices for the selected vendor.

 

Vendor Open Invoice Inquiry window

Vendor Open Invoice Inquiry

 

In the Vendor ID field...

The queried vendor number and name are populated from the Vendor Master record.

  • Click Click to view Vendor ID records.

In the AP Type field...

  • Enter the AP Type.

  • Click Click to view the AP Type records.

In the AP Invoice Number filed...

  • Optional field. Enter the specific Invoice Number to query.

In the Paid/Unpaid/Both dropdown...

  • Select the type of invoice to query from the list - Paid invoices, Unpaid invoices, or both Paid and Unpaid invoices.

When done making selections...

  • Click Run Process button to create an invoice report

  • Click Save button to save the selections for future queries.

  • Click New/Clear Form button to clear the form and enter new selections.

Hard Copy  (back to top)

Select Options button in the Vendor Master window and select Hard Copy from the dropdown.

Options menu

 

Vendor Detail Listing

 

About the Fields

 

In the Beginning/Ending Vendor ID field...

  • Enter the number of the first/last vendor to appear on the report.

  • Leave the field blank to begin the report with the first vendor on file.

  • Click Click to select from a list of existing vendor numbers.

Include Comments checkbox...

  • Mark the box to include vendor comments on the report.

  • Unmark the box to exclude vendor comments.

In the Vendor Type dropdown...

  • Select All, Permanent, or Temporary vendor types from the list for the report.

When done making selections...

  • Click Run Process button to run the listing report.

  • Click Save button to save these report settings.

  • Click Clear Form button to clear the form and begin again.

 

Receipt History Inquiry   (back to top)

 

Select Options button in the Vendor Master window and select Receipt History Inquiry from the dropdown.

Options menu

 

Use this query to quickly create a report in summary or detail of this particular vendors receipt history.

 

Vendor Receipt History Inquiry window

Vendor Receipt History Inquiry

 

About the Fields

 

In the Vendor ID field...

The queried vendor number and name are populated from the Vendor Master record.

  • Click Click to view Vendor ID records.

In the Summary or Detail dropdown...

  • Select Summary to create a report with only PO numbers, received dates, dollar value ordered and received.

  • Select Detail to create a report detailing the items on each PO received.

In the Purchase Order Number field...

  • Optionally enter the specific purchase order number to query.

When done making selections...

  • Click Run Process button to create an invoice report

  • Click Save button to save the selections for future queries.

  • Click New/Clear Form button to clear the form and begin again.



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