AP-A  Enter Vendors

Purpose of Program

Use this program when you begin purchasing from a new vendor, or if there is a change in the vendor name, address, telephone number, or your company contact.  This program is also used to add vendors for payment of sales tax, federal tax, and payroll withholding liabilities.  Be sure any necessary purchase terms information has already been entered in SM-D  Enter Terms Table.  This vendor information is accessible when you create purchase orders in PO-A  Enter Purchase Orders.

Field Explanations

STANDARD VENDOR INFORMATION

Vend Code (Required)

The code you assign to identify this vendor record in other parts of the system.  This is a 10 character alphanumeric field.

It is very important to put some thought into setting up your vendor codes.  A common format is to use the first three letters of the vendor's name, followed by the first three letters of the vendor's second name.  If the vendor has only one name, use the first six characters of the name.  Most vendor reports are sorted either by the Vend Code or by the Alpha Sort field.

Alpha Sort

This is a six character field in which you enter the name by which you want this vendor alphabetically sorted.  It defaults to the first six characters of the vendor's name, but you can override it if you wish.

Vend Name

The actual vendor name.  This is a 30 character alphanumeric field.

Address 1

Two address lines are provided.  They are both 30 character alphanumeric fields.

City

The vendor's city.  This is a 26 character alphanumeric field.

State

This is the standard 2 character state code.

Zip

The vendor's zip code or postal code.  This is a 10 character alphanumeric field.

Country

If you have vendors in multiple countries, enter the country here.  This is a 30 character alphanumeric field.

Contact 1

The person with whom you normally speak at your vendor's location.  This is a 30 character alphanumeric field.  Three additional contacts can be accessed by clicking on the Other Contacts button.

Telephone

The number you use to contact your vendor.  This is a 25 character alphanumeric field.

Fax

Your vendor's fax number.  This is a 25 character alphanumeric field.

Remittance Address

The remittance address is the address that will be used on printed checks (AP-H, Print Checks).  If left blank, the standard vendor address will be used.  It is not necessary to repeat the vendor name when entering a remittance address.

Tax ID No

This is a 15 character alphanumeric field.  Use this field for recording tax ID numbers for 1099 reporting.  1099 forms can be printed through AP-S, Print 1099 Forms.

Tax Group

If  Track PO Taxes using Tax Groups is set to Y in SD-C  Purchase Orders Defaults then enter the sales tax authority that applies to this vendor.

Send 1099?

Check this box if this vendor is to receive a 1099 form after the end of the calendar year. AP-S, Print 1099 Forms, looks at this field to determine which vendors get 1099 forms printed.

Customer at This Vendor

Your customer code at this vendor in his accounting system.

Class Cd

This is a 4 character alphanumeric field used as an additional means of grouping vendors for reports.  For example, you might want to group all of your out of state vendors, or all of your vendors who are wholesalers, into a single report.  This can also be used to differentiate between manufacturing and administrative vendors for the purpose of reports.

Terms Cd (Required)

Payment terms for this vendor.  The terms entered here are later offered as a default when you record a purchase order for this vendor in PO-A, Enter Purchase Orders, and AP-C, Enter Purchase Order Invoices, or when you enter a voucher through AP-B, Enter Vouchers.

Default GL Exp Acct

The GL account code entered here will be used as a default when entering AP vouchers through AP-B, Enter Vouchers.  This eliminates the chore of looking up GL codes each time a voucher is entered.  If items from this vendor are purchased on Purchase Orders, the GL posting will be based on the Asset/Expense account in the item classes entered in SM-C  Enter Item Classes for the items on the Purchase Order.

Start Dt

The date you started to do business with the vendor.  This can be the date of the first purchase order.

Ship Via

The shipping method you prefer when ordering from this vendor.  This will default into purchase orders.

Print File Lbls

If this is checked then this vendor will get a label when AP-M Print Vendor Mail Labels is run in File Label mode

FOB

The FOB point for purchases made with this vendor.  This will default into purchase orders.  It can be left blank.

 

INTERNATIONAL FIELDS

The program will give you access to the following fields based on settings in IM-A  International Configuration.

Currency

If multiple currency processing is activated in IM-A  International Configuration, enter the currency code in this field for the currency your vendor uses for transactions.  The currency must be previously set up in IM-B  Enter Multiple Currencies.  This is a default field that can be overridden when entering a purchase order.  You can therefore transact in multiple companies with the same vendor, if needed.

Duty Code

If landed cost processing is activated in IM-A  International Configuration and duties apply to purchases made from this vendor, enter a 3-character duty code, which must be previously set up in IM-E  Enter Landed Cost Duty Codes.  In essence the duty code represents the Country of Import when determining the duty rate to be used.

Tax-In Code

If excise tax processing is activated in IM-A  International Configuration, you must enter a Tax-In code as set up in IM-G  Enter Tax-In Codes.

CURRENT STATUS TOTALS

The following fields are filled in automatically from transaction posting in other parts of the system.

Outstanding Inv Amts

The amount (in dollars) that you owe in outstanding invoices to a vendor.  There could still be an amount in this field even if you have a credit from the vendor.

Outstanding Credits

The amount (in dollars) of credits that have not been applied toward vendor invoices.  If you receive a credit from a vendor, this is where the amount is displayed.

Last Purch

The date of the last PO received from this vendor.

Last Payment

The date of the last payment made to this vendor.

Web Site

The URL to the vendor's web site.

 

General Program Operation

Creating a New Vendor Record

First you are presented with an opening listing of existing vendors.  To create a new vendor, click on the Add button.

When you run this program, the cursor is initially placed in the Vend Code field.  Type in a new vendor code and press <Enter>.   If that code is currently in use, the corresponding record is displayed.  If you want to clear the screen so that you can use a different code, press F3.

Enter a new vendor code and then type in the rest of the appropriate information (see Field Explanations above for reference).

Notes Window

When a vendor record is on the screen you can click on the Notes button to bring up the notes window.

Changing an Existing Vendor Record
To change an existing vendor record, from the opening list of vendors you can highlight the vendor you want to change and click on the Edit button, or you can double click on the vendor.

Once the vendor record is displayed, you can change any of the fields except for vendor history.  Save the changes as described above in Creating a New Vendor Record.  The record is saved into the vendor file, and is available for access by PO or voucher operations, aging, printing vendor information, and contact management.

Deleting an Existing Vendor Record

When you delete a vendor record, the Outstanding Inv Amts and the Outstanding Credits fields must both show a $0.00 balance.  You can apply payments to your outstanding invoices in AP-F, Pick Vouchers/Invoices To Pay.  You also can not delete a vendor that has an open Purchase Order.  If there is any purchase or payment history for this vendor, rather than delete here, it is better to purge or archive using AM-O Archive/Purge Vendor Data

To delete a vendor, from the opening list highlight the vendor and click on the Delete button.

If the Outstanding Inv Amt and Outstanding Credits balances for the vendor are not $0.00, or if there are any open PO's for the vendor, a message is displayed and you are not allowed to delete the record.  If there are no outstanding balances, the program will ask you to verify the delete request.