Vendor Master

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Vendor Master
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To access the vendor master file,
select Financials Main Menu Accounts Payable
Menu 3 A/P File Maintenance 20 Vendor
Master Maintenance
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Or, you may enter the dot jump code . VMM at
any selection line within the Financials
section. If you are not within the Financials
section, you may enter (comma) ,VMM to access the
Vendor Master.
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Vendor Number To create a new vendor account,
enter an alphanumeric vendor code 1-6
characters in length.
For company names we recommend using the first 3
characters of the first name, along with the
first 3 characters of the second name. Ex. ABC
Supply ABCSUP For personal names we recommend
using the first 3 characters of the last name,
along with the first 3 characters of the first
name. Ex. John Smith SMIJOH
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Vendor Number To recall a previously entered
vendor, enter the vendor code directly or
perform a vendor search.
To perform a vendor search, enter the dot jump
code .W, the following window will appear
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Search Options Query Thru All Vendors - allows a
look-up by vendor number. You may enter a
starting vendor number or ltentergt to display all
vendors in alpha order. A vendor may be recalled
by selecting it from the list.
Alpha Search for a Vendor - allows a look-up
based on the 6 character search key, starting
with the first character, within the vendor
master. It displays all vendors found matching
that criteria (ex. BEN). A vendor may be
recalled by selecting it from the list.
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Vendor Name 1-25 characters. Enter full name
of vendor. This name prints on
cheques/reports and displays in
inquiries/transaction entry screens.
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Address 1 2 1-20 characters each. This
address prints on cheques as well as vendor
listings.
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City 1-20 characters.
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State (Province) 2 characters.
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Zip Code (Postal Code) 1-12 characters.
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Search 1-6 characters. A cross reference to
the vendor number. Typically the first 6
characters of the vendor name. Ex. ABC
Supply ABCSUP John Smith
SMITH When performing a vendor search, you may
enter from 1-6 characters of the search
key, starting with the first character.
Ex. A, AB, ABC, ABCS, ABCSU or ABCSUP
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Phone Number Enter the phone number as a 10
digit number without dashes or parentheses.
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Fax Number Enter the fax number as a 10 digit
number without dashes or parentheses.
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Vendor Type Valid codes are 1 and 2. Used to
distinguish suppliers from
subcontractors. 1 Supplier 2 Subcontractor
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Temp/Purge Code Valid codes are 0, 1 and 2.
Controls if and when vendors are purged
from the system. 0 Normal vendor will never
be purged. 1 Temporary vendor will be purged
at month/year end if the vendors current
balance equals zero and no outstanding
activity exists. NOTE Temporary
vendors setup during A/P invoice entry are
automatically assigned a temp/purge code 1. 2
To be purged will be purged during month/year
end if the vendors current balance equals
zero and no outstanding activity exists.
If year-to-date totals exist on vendors that are
going to be purged, the totals will be
transferred to a consolidated vendor, which is
defined in the Temporary Vendor
Maintenance. Select 3 A/P File
Maintenance 21 Temporary Vendor
Maintenance The A/P Vendor Purge function may
also be run if you prefer to purge vendors before
month/year end. Select 10 A/P Period
End 22 A/P Vendor Purge
IMPORTANT We do not recommend the purging of
any master records. Instead, we recommend
flagging inactive vendors with a unique
category, therefore giving you the ability to
exclude them from reports and listings, yet
leaving them available for history purposes.
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1099 Eligible Only valid in the United States,
set to N for No.
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Category Categories must be previously defined
in Vendor Category Maintenance. Used to
categorize vendors for reporting purposes.
Select Accounts Payable Menu 4 A/P
Misc Maintenance 21 Vendor Category
Maintenance
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Remittance Code Valid codes are 0, 1 and 2.
Determines if remittances are printed on
cheque stubs or separate remittance statements. 0
If stub fills print on statement if more than
12 remittances, they will all print on a
remittance statement. The of remittances,
along with the message see remittance
statement will be printed on the stub. 1
Always print remittances on stub if stub fills
(max 12 remittances), system will void
following cheque(s) and use the stubs to print
remaining remittances. 2 Never print
remittances on stub system will always print
remittances on remittance statements.
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Contact 1-20 characters, for reference purposes
only.
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Recipient ID Used in conjunction with 1099s.
(United States only).
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GL Expense Account Must be a valid account
previously setup in the General
Ledger. Represents the expense account to
be debited when purchases are entered for
this vendor. Defaults during
invoice entry but may be edited.
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Insurance Expiry Date If this is a
subcontractor, you may enter their
general liability insurance policy expiration
date. (MMDDYY format). A warning
will display during invoice entry
for upcoming and past expirations.
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Workers Compensation Expiry Date If this is a
subcontractor, you may enter their Workers
Compensation insurance policy expiration date.
(MMDDYY format). A warning will display
during invoice entry for upcoming and past
expirations.
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Tax Jurisdiction This code must be previously
defined in Tax Jurisdiction Maintenance.
To access the Tax Jurisdiction File,
select Accounts Payable Menu 4 A/P
Miscellaneous Maintenance 23 Tax Jurisdiction
File
We recommend 1 GST only 2 PST only 3
GST PST 99 Tax Exempt NOTE 0 (zero)
cannot be used.
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Memo Fields 1 2 1-10 characters each. General
comments about the account.
Memo field 1 may be used for reporting
purposes.
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Payment Terms Discount Represents the
discount percentage allowed by this vendor if
paying invoices by a certain date. A
fraction of a percentage may also be entered.
Ex. 1.5. Used in conjunction with the
Discount Days and the Days Type to
calculate the discount amount. The discount
amount displays during invoice entry but may
be edited.
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Discount Days Works in conjunction with the
following field, Days Type. If the Days
Type is set to 1, this represents the number
of days from the invoice date that invoices are
eligible for discount. Ex. 15 days from the
invoice date. If the Days Type is set to 2,
this represents the date of the following month
that will be used as the discount deadline.
Ex. The 15th of the following month.
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Days Type Valid codes are 1 and 2. Works in
conjunction with the previous field,
Disc. Days. 1 Number of days from
invoice date. 2 Day of the following
month.
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Due Days Represents the number of days from the
invoice date that payment is usually
due. Used during A/P Invoice Entry to
calculate the Due Date. This date may be
edited during invoice entry for individual
invoices, if required.
THE VENDOR MASTER SETUP IS NOW COMPLETE
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Additional Features
The following options exist at the bottom of the
screen once a vendor master is created or
recalled.
E Edit Allows editing of the information
entered for the vendor currently
displayed. N Next Clears the screen and
allows entry of another vendor number. B
Balance Opens the Balance Window to view
purchase/payment information. P Pay
To Opens the Pay To Window allowing entry of
a name and address, different
from the vendors name and address, for
printing on the cheques.
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Balance Window
Current Balance The total amount currently due
to this vendor.
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Payments YTD Total year-to-date payments made
to this vendor. Reset to zero during year end.
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Purchases Current Pd Total purchases posted to
the period identified as current
in G/L Period Status Maintenance.
Replaced during period end with the amount in
the following field Purchases Next
Pd.
To access G/L Period Status Maintenance,
select Accounts Payable Menu 4 A/P Misc
Maintenance 24 G/L Period Status
Maintenance This table is automatically updated
during period end.
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Purchases Next Pd Total purchases posted to the
period following the current period in G/L Period
Status Maintenance. Invoices may be posted to
the following period before running the period
end function to close the current period. Once
the period end is run, the total is moved to
Purchases Current Pd and Purchases Next Pd is
reset to zero. NOTE Purchases posted to any
other period are added to Purchases YTD only.
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Purchases YTD Total year-to-date purchases for
this fiscal year. During year end, this
total is moved to Purchases
Last-Year-To-Date and Purchases Year-To-Date
is reset to zero.
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Purchases LYTD Total purchases for the previous
fiscal year. Updated during year end.
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Last Invoice / Date Represents the last
purchase from this vendor. Updated
by the A/P Purchases/Misc. Debits
Update. Allows quick reference to the last
purchase without having to access vendor
history.
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Last Check / Amount / Date Represents the
last payment made to this vendor.
Updated by the Post Payments to
Invoices update. Allows quick
reference to the last payment made
without having to access vendor
history.
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Pay To Window
Represents the name and address that will be
printed on the cheques for this vendor. Only
required if you do not wish for the vendors name
and address to be printed.
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After creating new vendor masters or deleting old
ones, the Vendor Rebuild Search Query function
should be run. This function re-links all of the
vendor masters and cross references the search
keys to their respective vendor numbers. This is
necessary in order to search for vendors using
the vendor search window/query.
Select Accounts Payable Menu 4 A/P Misc
Maintenance 27 Rebuild Search Query