Accounts Payable - Vendors

 

Function

Use this task to enter new vendor information, maintain existing vendors, inquire about vendor status and delete inactive vendors. There are two tabs for this form - Vendor Information and Comments. The vendor information associated with this task is accessed through an options menu that displays when the Options button Options button in the Vendor master window is clicked. From here, more details about a vendor can be added, changed or viewed using the menu displayed when clicking  Options button.

 

For more Vendor Maintenance tasks, select the Display additional options button  for a drop down list.

 

=> 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.

 

To enable edits to the form select  .

 

In the Vendor ID field...

  • Enter a valid vendor number. When a valid Vendor ID is entered, the address information associated with the vendor displays.

  • Click Record Query button to select a vendor code from a list of active code records. To view a list of all records including inactive records, see Query Functions.

  • 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.

Vendor Information tab

 

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...

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

  • Enter the zip/postal code.

  • Press [Tab] to leave this field blank.

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...

This code is used by the Lookup function.

  • 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.

In the Federal ID Number field...

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

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.

Vendor Inactive? checkbox...

  • Mark the box to render this vendor inactive.

  • Unmark the box to indicate that this is an active vendor.

Comments tab

Vendor Comments maintenance tab

 

In the Vendor Comments field...

Enter free-form comments about the vendor that will 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.

  • Enter or edit by typing directly into the form field, or click Click (or Ctrl-F) to launch the comment editor.

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.



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