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 Overview

Use the Delete and Change Vendors window to delete or change vendors. You can also merge vendor information by changing a vendor number to an existing number.

 Before You Begin

• Before using this utility, back up all data files. For more information, see System FAQs.

• You cannot delete a vendor with 1099 payment history. For information on deleting the vendor 1099 payment history, see Purge Vendor 1099 Payment History.

 

Use one, all, or a combination of the following to delete, change, or merge  vendor numbers:

• To delete vendors

• To change or merge vendor numbers

 

To delete vendors

1. Select Accounts Payable Utilities menu > Delete and Change Vendors.

2. On the Delete tab, enter the starting vendor number and ending vendor number to select a range of vendor numbers to delete. You can also enter the wildcard character (*) to select all matching vendor numbers. For more information, see Delete and Change Vendors – Fields.

3. Click the Resolve Wildcards button to list each vendor number in the selected range on a separate line.

4. Click the Select Files button.

5. In the Delete Vendor Files window, select the All Files Associated with Vendor check box to delete the vendor number from all available files. To delete the vendor number from specific files, clear the All Files Associated with Vendor check box and select the appropriate check boxes. Click OK. For information, see Delete Vendor Files - Fields.

6. In the Delete and Change Vendors window, click the Print button.

7. In the Delete and Change Vendors Listing window, click Print. You must print and clear the listing before you can complete another deletion.

8. Perform one of the following:

Note The delete and change process can be performed only if tasks associated with the Vendor table are not in use and all data entry in progress has been posted.

1. Click Proceed to begin vendor deletion.

2. Click Delayed to begin vendor deletion at a later time. In the Delayed Execution window, in the Will Begin at Approximately field, type the time to begin and click OK. For more information, see Delayed Execution - Fields.

The vendors are deleted.

Note If the Inventory Management and/or Purchase Order module is integrated with Accounts Payable, rebuild the Purchase Order and Inventory Management sort files along with the sort files for any other affected modules after vendor numbers are deleted or changed. For more information, see Rebuild Sort Files.

 

To change or merge vendor numbers

1. Select Accounts Payable Utilities menu > Delete and Change Vendors.

2. Enter the starting vendor number and ending vendor number to select a range of vendor numbers to change. You can also enter the wildcard character (*) to select all matching vendor numbers. For more information, see Delete and Change Vendors – Fields.

3. In the New Vendor No. field, perform one of the following:

4. Enter the new vendor number for the selected vendors.

5. Enter an existing vendor number to merge vendor information with the selected vendor.

4. Click the Resolve Wildcards button to list each vendor number, either in the selected range or selected by wildcards, on a separate line.

5. Click the Print button.

6. In the Delete and Change Vendors Listing window, click Print. You must print and clear the listing before you can complete another change or merge.

7. Perform one of the following:

Note The delete and change process can be performed only if tasks associated with the Vendor table are not in use and all data entry in progress has been posted.

4. Click Proceed to begin vendor change or merge.

5. Click Delayed to begin vendor change or merge at a later time. In the Delayed Execution window, in the Will Begin at Approximately field, type the time to begin and click OK. For more information, see Delayed Execution - Fields.

The vendor number is changed or merged.

Note If the Inventory Management and/or Purchase Order module is integrated with Accounts Payable, rebuild the Purchase Order and Inventory Management sort files along with the sort files for any other affected modules after vendor numbers are deleted or changed. For more information, see Rebuild Sort Files.

 

 Examples  - Resolving Wildcards

When a line is selected that contains a range or wildcard, the Resolve Wildcards button becomes available. The range and wildcards are validated against existing vendor records, the wildcard line is removed from the grid, and the expanded list of vendors is inserted at that line number.

 

On the Change tab, after the expansion occurs, the starting and ending vendor numbers are the same, and the new vendor number is the same number for every expanded line, unless a wildcard is entered in the New Vendor No. field. In this case, the wildcard for the new vendor number also resolves to its new value. For more information, see Wildcards FAQs.

 

 Example 1 - Expanding Range

You enter 02-SMITH1 as the starting vendor number, 02-SMITH3 as the ending number, and 02-SMITHCO as the new number. When you click the Resolve Wildcards button, the lines are expanded as follows:

 

Starting Vendor No.	Ending Vendor No.	New Vendor No.
02-SMITH1	02-SMITH1	02-SMITHCO
02-SMITH2	02-SMITH2	02-SMITHCO
02-SMITH3	02-SMITH3	02-SMITHCO

 

 

 Example 2 - Expanding Wildcards

You enter 03-******* as the starting vendor number, 03-******* as the ending number, and 04-******* as the new number. When you click the Resolve Wildcards button, the lines are expanded as follows (where Black is the first vendor and Smith is the last vendor in the Vendor file):

 

Starting Vendor No.	Ending Vendor No.	New Vendor No.
03-BLACK	03-BLACK	04-BLACK
03-JONES	03-JONES	04-JONES
03-SMITH	03-SMITH	04-SMITH