Vendor Maintenance / Vendor Inquiry

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Vendor No.

Enter the vendor number representing the vendor to add, maintain, or view, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

If you have set up divisions in Accounts Payable Options, the first two characters entered must be a division number.

If the Accounts Payable Divisions check box is selected in Accounts Payable Options, you can enter up to nine characters.

 Example - Entering Vendor Numbers with a Division Number

Enter....	If....
0212345	the division number is 02 and the vendor number is 12345. When this vendor number is entered, it appears as 02-0012345.
02BELLTEL	the division number is 02 and the vendor number is BELLTEL. When this vendor number is entered, it appears as 02-BELLTEL.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

 

Name

Enter the vendor's name. You can access the vendor record and sort the Vendor file by the vendor name.

In Vendor Inquiry, this field can only be viewed.

 

1. Main

 

Address

Enter the vendor's street address. Click the Map button to view a map of the location in your Web browser.

In Vendor Inquiry, this field can only be viewed.

 

ZIP Code

Enter the ZIP Code.

If you enter a ZIP Code code that's not on file, a message asks if it's a new one. Click Yes to open the ZIP Code Maintenance window and add a new code.

In Vendor Inquiry, this field can only be viewed.

 

City

Enter the name of the city. If a ZIP Code is entered, the city name appears automatically. In Vendor Inquiry, this field can only be viewed.

 

State

Enter the state abbreviation. If a ZIP Code is entered, the state abbreviation appears automatically. In Vendor Inquiry, this field can only be viewed.

 

Country

Enter the country code, or click the Lookup button to list all country codes. If the ZIP Code field is entered, the country code appears automatically.

A new country code can be added on the fly; if a new country code is entered, the Country Code Maintenance (On the Fly) window appears. Access Country Code Maintenance at a later time to maintain the new country code.

In Vendor Inquiry, this field can only be viewed.

 

Primary Contact

Enter the name of the person to contact at the vendor's office regarding invoice payment, or click the Lookup button to list all contact codes for this vendor.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new contact can be added on the fly; if a new contact is entered, the Vendor Contact Maintenance (On the Fly) window appears. Access Vendor Contact Maintenance at a later time to maintain the new contact code.

In Vendor Inquiry, this field can only be viewed.

 

Telephone

Enter the vendor's telephone number starting with the area code.

In Vendor Inquiry, this field can only be viewed.

 

Ext

Enter the vendor's telephone extension number. In Vendor Inquiry, this field can only be viewed.

 

Fax

Enter the vendor's fax number starting with the area code. The fax number entered defaults to data entry windows, such as Purchase Order Entry. If the Batch Fax check box is selected and a fax number is entered in the Purchase Address Maintenance window, that fax number is used instead of the fax number entered in this field. In Vendor Inquiry, this field can only be viewed.

Note The fax number must include the area code to process a fax.

 

Terms Code

Enter a terms code for the vendor, or click the Lookup button to list all terms codes. The terms code helps speed processing during invoice data entry. A terms code is required, but you can enter 00 for no terms.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new terms code can be added on the fly; if a new terms code is entered, the Terms Code Maintenance (On the Fly) window appears. Access Terms Code Maintenance at a later time to maintain the new terms code.

In Vendor Inquiry, this field can only be viewed.

 

Reference

Enter a number or description that the vendor uses to identify your company. The value entered in this field can be printed on the check stub in addition to the vendor number and name. In Vendor Inquiry, this field can only be viewed.

 

Credit Card Vendor

Select this check box if this vendor is a credit card vendor; a credit card vendor is your credit card company, such as VISA or American Express. You can perform credit card transfers to and from credit card vendors in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry. Clear this check box if this vendor is not a credit card vendor. In Vendor Inquiry, this check box can only be viewed.

 

Hold Payment

Select this check box to exclude any invoices for this vendor during invoice payment selection. This protects you from automatically paying a vendor with a payment dispute. You can select excluded invoices using Check and Electronic Payment Maintenance. Clear this check box if you do not want to exclude the vendor's outstanding invoices. In Vendor Inquiry, this check box can only be viewed.

 

Electronic Payment

Select this check box to pay the vendor by electronic payment. After selecting this check box, you must enter the vendor's bank and payment information in the Vendor Electronic Payment window before payments can be processed. This check box is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options.

 

Standard Entry Class

Enter a class code to identify the type of transactions that will be transmitted for this vendor. If no code is entered in this field, the code entered in the Standard Entry Class field in ACH Maintenance will be used.

When ACH electronic payment files are generated, a separate file will be generated for each bank code/standard entry class code.

 Example

• Enter PPD for a prearranged payment and deposit.

• Enter CCD for a cash concentration or disbursement.

• Enter CTX for a corporate trade exchange.

For example, the standard entry class for vendor A and vendor B is PPD. The standard entry class for vendor C is CTX. If you pay all three vendors electronically using bank code D, two ACH electronic payment files are generated. One file is generated for vendors A and B, because they both use the same standard entry class code. A second file is generated for vendor C.

This field is available only if the Enable Electronic Payments check box is selected in Accounts Payable Options.

 

Exemption No. on File

Select this check box if you gave the vendor your resale/exemption number. Enter the exemption number in Sales Tax Account Maintenance for all tax codes within the tax schedule. Clear this check box if you did not give the vendor your resale/exemption number. This check box is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. In Vendor Inquiry, this check box can only be viewed.

 

Tax Schedule

Enter the default tax schedule to use for tax calculations for this vendor, or click the Lookup button to list all tax schedules.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new tax schedule can be added on the fly. The Sales Tax Schedule Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Sales Tax Schedule Maintenance at a later time to complete the remaining entries for a new schedule.

This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. In Vendor Inquiry, this field can only be viewed.

 

Tax Class

Enter the default tax class to use during data entry, or click the Lookup button to list all tax classes. The tax class must be valid for the tax schedule entered in the Tax Schedule field. You cannot enter a tax class type T or TF. The Tax Class field in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry defaults to the tax class entered in this field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

This field is available only if a tax schedule is entered in the Tax Schedule field and the Sales Tax Reporting and Calculate Sales Tax in A/P Data Entry check boxes are selected in Accounts Payable Options. In Vendor Inquiry, this field can only be viewed.

 

E-mail Address

Enter the vendor's e-mail address. Click the E-mail button to launch your e-mail application. The e-mail address defaults automatically to the To section of the e-mail. In Vendor Inquiry, this field can only be viewed.

Click Paperless to define electronic delivery options for purchase orders and return orders. For more information, see Paperless Office Delivery Options.

 

URL Address

Enter the URL address of the vendor's Web site. Click the Web Site button to view the Web site in your Web browser. In Vendor Inquiry, this field can only be viewed.

 

2. Additional

 

Comment

Enter a comment for this vendor. You can print this comment on vendor mailing labels. In Vendor Inquiry, this field can only be viewed.

 

Vendor Status

Select a vendor status.

• Select Active to indicate this vendor is active.

• Select Inactive to indicate this vendor is inactive.

Inactive vendors are those vendors that you no longer do business with, but for whom you want to keep the vendor's information and history. When attempting to inactivate a vendor that cannot be changed to Inactive, a message appears. Clicking Details will open the Inactive Status Exception List window with a list of reasons.

Vendors cannot be changed to Inactive for the following reasons:

• If checks, electronic payments, invoices, invoice transfers, manual checks, manual check transfers, and repetitive invoices exist for the vendor.

• If there is a link between a vendor and customer.

• If there is a link between a salesperson and a vendor in Accounts Receivable.

• If an import exists for the vendor in Mobility for Bar Code.

• If an item is tied to a primary vendor in Inventory Management.

• If a direct cost posting to a job exists, or if there is a job with a cost code and cost type of subcontractor for the vendor in Job Cost.

• If non-completed purchase orders, auto generated sales orders, auto generated reorders, receipt of goods, and returns exist for the vendor in Purchase Order.

• If receipts and returns exist for the vendor in Return Merchandise Authorization.

• If sales orders and invoices exist for the vendor in Sales Order.

• If transactions for outside processing charges exists in Work Order.

An inactive vendor cannot be used in some data entry windows. A message appears stating that the vendor is inactive and cannot be used. For a list of data entry windows, see the Display Inactive Vendors in ALE Lookups field in Company Maintenance.

• Select Temporary to indicate a temporary vendor.

Temporary vendors are suppliers with whom you do not expect to do repeat business. During period-end processing, temporary vendors with a zero balance are removed from the Vendor file if all zero-balance invoices for the vendor are purged during or prior to period-end processing. Invoices paid by or before the number of days entered in the Days to Retain Paid Invoices field in Accounts Payable Options are purged automatically during period-end processing. Temporary vendors with a balance due are not removed during period-end processing. All active vendors remain in the Vendor file until deleted.

In Vendor Inquiry, this field can only be viewed.

 

Inactive Reason

Enter an inactive reason code or click the Lookup button to list all inactive reason codes. This field is available only if Inactive is selected in the Vendor Status field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new inactive reason code can be added on the fly using Inactive Reason Code Maintenance (On the Fly).

In Vendor Inquiry, this field can only be viewed.

 

G/L Account

Enter the general ledger account number for posting invoices for the vendor, or click the Lookup button to list all general ledger accounts. This account is used as the default debit account when invoices for this vendor are recorded in Accounts Payable Invoice Data Entry.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Note To expedite data entry when entering invoices for credit card vendors in Accounts Payable Invoice Data Entry, do not enter general ledger accounts for credit card vendors.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Accounts can be created in this field if the appropriate option is selected in the Auto Create when all Segments are Valid field in General Ledger Options.

In Vendor Inquiry, this field can only be viewed.

 

Separate Check

Select this check box to pay invoices for this vendor with separate checks. Clear this check box to pay all invoices for this vendor with one check. The setting of this check box determines the default setting of the Separate Check check box in Accounts Payable Invoice Data Entry and Repetitive Invoice Entry. You can change this setting when you enter an invoice. In Vendor Inquiry, this check box can only be viewed.

 

Retention Rate

Enter the percentage rate to use when paying the vendor's job-related invoices. The rate entered is used to calculate invoice retention. You can enter the retention rate to use for this vendor on a specific job using Cost Code Detail.

This field is available only if the Job Cost module is integrated with Accounts Payable. In Vendor Inquiry, this field can only be viewed.

 

Sort

Enter the information to use to sort reports. This field provides an additional method of sorting vendor information on reports. For example, you can enter an abbreviation of the vendor name in this field for alphabetic sorting, or you can enter an abbreviation of the vendor's industry to sort reports by similar types of businesses.

You can also use information entered in this field to select invoices for payment in Invoice Payment Selection.

In Vendor Inquiry, this field can only be viewed.

 

Batch Fax

Select this check box to include the document for batch faxing. Clear this check box if you do not want to include the document in batch faxing. The setting in the Batch Fax field defaults in data entry options. This check box is available only if a fax number is entered in the Fax field. In Vendor Inquiry, this check box can only be viewed.

Note The fax number must include the area code to process a fax.

 

Use P/O Receipt of Invoice Entry for this Vendor

Select this check box to enter invoice information for the vendor in Receipt of Invoice Entry. Clear this check box to enter the invoices in Accounts Payable. If this check box is selected, a warning message appears when this vendor is selected in Accounts Payable Invoice Data Entry and Repetitive Invoice Entry or when a new invoice number is entered for this vendor in Manual Check and Payment Entry.

In Vendor Inquiry, this check box can only be viewed.

 

Primary Purchase Address

Enter the location code to use as the primary purchase address for the vendor, or click the Lookup button to list all location codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new location code can be added on the fly. The Purchase Address Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Purchase Address Maintenance at a later time to complete the remaining entries for a new code.

In Vendor Inquiry, this field can only be viewed.

 

Vendor Type

Select a vendor type to indicate whether this vendor requires a 1099 form from you at year end.

• Select None if a 1099 form is not required for this vendor or if you do not want to track 1099 payments for this vendor.

• Select Business if the vendor is a business receiving payments to report.

• Select Individual if the vendor is an individual receiving payments to report.

In Vendor Inquiry, this field can only be viewed.

 

Default Form

Select a default 1099 form type for this vendor to use during data entry in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry. This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

 

Taxpayer ID No./Social Sec No.

If Individual is selected in the Vendor Type field, type the appropriate Social Security number. If Business is selected in the Vendor Type field, type the appropriate taxpayer ID number. This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

 

Default Box No.

Select the number corresponding to the box on the 1099 form where the accumulated year-to-date 1099 payments for this vendor will print. The box numbers available change depending on the form selected in the Default Form field. The Box fields in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry default to the box number selected in this field. This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

 

Payer Made Direct Sales of $5000+

Select this check box to automatically place an "X" in Box 7 during 1099-Misc form printing. Clear this check box if you do not want to automatically place an "X" in Box 7. This check box is available only if the 1099 Reporting check box is selected in Accounts Payable Options.

 

Electronic Consent Signed

Select this check box if the vendor has provided consent to receive an electronic 1099 form instead of a paper copy. If this check box is selected, 1099 forms processed through Form 1099 Tax Reporting will be sent only as electronic copies. Clear this check box if the employee has not provided consent to receive an electronic 1099 form.

 

FATCA

Select this check box if you are required to report payments to this vendor according to the Foreign Account Tax Compliance Act regulations. Clear this check box if you are not required to report payments according to FATCA regulations.

 

3. Statistics

 

Last Purchase Date

This field displays the date you last purchased an item from this vendor. You can type a date in this field only with the appropriate security setup. In Vendor Inquiry, this field can only be viewed.

 

Last Payment Date

This field displays the date of the last check issued to this vendor. You can type a date in this field only with the appropriate security setup. In Vendor Inquiry, this field can only be viewed.

 

Last Check Number

This field displays the check number of the last check issued to this vendor. You can type a check number in this field only with the appropriate security setup. In Vendor Inquiry, this field can only be viewed.

 

Last Check Amount

This field displays the dollar amount of the last check issued to this vendor. You can type a check amount in this field only with the appropriate security setup. In Vendor Inquiry, this field can only be viewed.

 

Average Days to Pay

This field displays the number of average days to pay, and can only be viewed.

 

Average Days Overdue

This field displays the number of average days overdue, and can only be viewed.

 

Balance Due

This field displays the balance due for the vendor, and can only be viewed.

 

Aged by Invoice Date

These fields display the default aging information based on the system date, and can only be viewed. The information in these fields can be different from the aging information on the Invoices tab, because the information on the Invoices tab can be changed based on the invoice date or invoice due date.

 

4. Summary

 

Fiscal Period

Select the fiscal period to view summary information for.

 

Fiscal Year

Select the fiscal year to view summary information for.

 

Purchases

This field displays the total amount of purchases for the period to date, year to date, and prior year, and can only be viewed.

 

Payments

This field displays the total of all payments to this vendor for the period to date, year to date, and prior year, and can only be viewed.

 

Discounts Taken

This field displays the total amount of discounts taken on this vendor's invoices for the period to date, year to date, and prior year, and can only be viewed.

 

Discounts Lost

This field displays the total amount of any discounts lost on invoices paid for the period to date, year to date, and prior year, and can only be viewed.

 

5. History

 

This tab displays purchases, payments, discounts taken, and discounts lost for each period in the year selected in the Fiscal Year field. Click the Fix button to change the information. The Fix button is available only with the appropriate security setup. Click the Switch View button to view the purchase and payment information for the fiscal year selected and for the prior year.

Note The fiscal years available are defined in Fiscal Year Maintenance.

 

Fiscal Year

Select the fiscal year to view history information for.

 

6. Invoices

 

Invoices List Boxes

The primary list box displays all open invoices for the vendor. The secondary list box on this tab displays all transactions for the invoice selected in the primary list box. Negative and prepayment amounts appear in red. Invoices with zero balances are displayed only if the Display Invoices with Zero Balance check box is selected in Accounts Payable Options. A Cleared and Cleared Date fields appear only if the Display Cleared Checks in Vendor Maintenance check box is selected in Accounts Payable Options.

The invoice number for Accounts Payable from Accounts Receivable clearing transactions appears as ARM-MMDD-X (where ARM represents an Accounts Receivable merge, MMDD is the month and day of the clearing transaction, and X is the sequence number for the transaction cleared on that day for that vendor). A debit amount appears in the Trans Amount field, representing the total dollar amount cleared to Accounts Receivable.

Use the buttons located to the right of the list box to search for open invoices and to drill down to invoice history inquiry information.

For more information, see:

Search for Open Invoices

A/P Invoice History Inquiry

Payment History Inquiry

 

7. Transactions

 

Transactions List Box

This list box displays all transaction history for the vendor for all invoices.

The invoice number for Accounts Payable from Accounts Receivable clearing transactions appears as ARM-MMDD-X (where ARM represents an Accounts Receivable merge, MMDD is the month and day of the clearing transaction, and X is the sequence number for the transaction cleared on that day for that vendor). A debit amount appears in the Trans Amount field, representing the total dollar amount cleared to Accounts Receivable. A Cleared and Cleared Date fields appear only if the Display Cleared Checks in Vendor Maintenance check box is selected in Accounts Payable Options.

Use the buttons located to the right of the list box to search for transactions and to drill down to invoice history inquiry information.

For more information, see:

Search for Transactions

A/P Invoice History Inquiry

Payment History Inquiry

 

8. Checks

 

Checks List Box

This list box displays check, electronic payment, and wire transfer history for the vendor. Only the checks, electronic payments, and wire transfers that were not purged during period-end processing are displayed.

Wire transfer numbers begin with the letter W, and electronic payment numbers begin with the letter E. If the Allow Partial Allocation of Payment Amount check box is selected in Accounts Payable Options, and a payment is paid partially by check and partially by electronic payment, that payment will be treated as a check. The check type will be Auto, and the check number will not begin with an E. An asterisk appears next the value in the Amount column if any portion of the payment was paid electronically. A Cleared and Cleared Date fields appear only if the Display Cleared Checks in Vendor Maintenance check box is selected in Accounts Payable Options.

Note Check information displays only if the Track Detailed Invoice/Payment History check box is selected in Accounts Payable Options.

Use the buttons located to the right of the list box to search for checks and to drill down to payment history inquiry information. The Payment History button is available only if the Track Detailed Invoice/Payment History check box is selected in Accounts Payable Options.

For more information, see:

Search for Checks

Payment History Inquiry

Credit Card Payment Transfer Details (Vendor Maintenance)

Paperless Office Vendor Viewer

 

9. P/Os

 

P/Os List Box

This list box displays purchase order information for the vendor. Use the buttons on the right to search for purchase orders and view details about the selected purchase order.

For more information, see Search for Purchase Orders.

 

Total Ordered

This field displays the total purchase order amount, and can only be viewed.

 

Total Invoiced

This field displays the total amount invoiced, and can only be viewed.