Accounts Payable - Vendor Maintenance - Display Additional Options
About the Vendor Maintenance OptionsUse 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.
Select to reveal a dropdown list to other Vendor Maintenance tasks. AP Vendor 'Display additional options' menu: Vendor Codes and History (back to top)
Select in the Vendor Master window and then Vendor Codes and History from the dropdown list.
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.
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. 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...
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... 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... 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 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.
In the IRS Form 1099 Type field... Disabled unless "1099?" is checked on the Vendors maintenance form.
When done making selections...
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 sectionWhen 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. 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 Year To Date fields... Fields are display only, unless the form's "Edit History" addition option is selected and the password entered.
In the Prior Year fields... Fields are display only, unless the form's "Edit History" addition option is selected and the password entered.
In the Next Year fields... Fields are display only, unless the form's "Edit History" addition option is selected and the password entered.
Vendor Master, Fax, and Email Maintenance (back to top)
Select in the Vendor Master window and then Vendor Master, Fax, Email from the dropdown list.
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 Email
About the Fields
To enable edits to the form select .
In the Website field...
In the Email To field...
In the Email Cc/Email Bcc fields...
In the Fax To field...
In the Fax No field...
When done entering comments...
Vendor Purchasing Addresses (back to top)
Select in the Vendor Master window and then Vendor Purchasing Addresses from the dropdown list.
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
About the Fields
To enable edits to the form select .
In the Address Code field...
In the Country ID field...
When done making changes...
Vendor Replenishment Detail (back to top)
Select in the Vendor Master window and select Vendor Replenishment Detail from the dropdown list.
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
About the Fields
To enable edits to the form select .
In the Buyer Code field...
When done making changes...
Invoice Detail Report (back to top)
Select in the Vendor Master window and then Invoice Detail Report from the dropdown list.
Use this function to quickly create a report of the open invoices for the selected vendor.
Invoice Detail Inquiry
In the Vendor ID field... The queried vendor number and name are populated from the Vendor Master record.
In the AP Type field...
In the Beginning Invoice Number field...
From the Paid/Unpaid/Both dropdown...
When done making selections...
Sample Invoice Detail Report
See Output Options.
Hard Copy (back to top)Select in the Vendor Master window and select Hard Copy from the dropdown list.
Vendor Detail Listing About the Fields
In the Beginning/Ending Vendor ID field...
Include Comments checkbox...
From the Vendor Type dropdown...
When done making selections...
Sample Vendor Detail Listing
See Output Options.
Receipt History Report (back to top)
Select in the Vendor Master window and select Receipt History Report from the dropdown list. Use this query to quickly create a report in summary or detail of this particular vendor's receipt history.
Receipt History Inquiry
About the Fields
In the Vendor ID field... The queried vendor number and name are populated from the Vendor Master record.
From the Summary or Detail dropdown...
In the Beginning PO Number field...
In the Beginning/Ending Receipt Date field...
When done making selections...
Open Invoices (back to top)
Select in the Vendor Master window and select Open Invoices from the dropdown to display a query of Open Invoices by Vendor grid. Display additional options
Open Invoices by Vendor
See Query Functions
Historical Invoices (back to top)
Select in the Vendor window and select Historical Invoices from the dropdown to display a query of Historical Invoices by Vendor grid. Display additional options
Historical Invoices by Vendor
See Query Functions
Report Control (back to top) Use the Report Control form to add, change or delete information about which documents the specified vendor wishes to receive via email or fax. This is a filtered version of the Report Control Recipients form available in the AddonSoftware Administration > Report Control menu, available here as a convenience, and for users who may not have security access to the administration menu. See that topic for more information - Report Control Recipients. Report Control Vendor Recipients ______________________________________________________________________________________ Copyright BASIS International Ltd. AddonSoftware® and Barista® Application Framework are registered trademarks. |