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Last modified on 12/7/2015 2:52 PM by User.

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Inactive, Vendors

Inactive Vendors

Retaining Inactive Vendors in Profits Plus.

Suggestion:  By using a Vendor Type and/or Bill Terms you can mark the Vendor as Inactive, and still keep the vendors in Profits Plus versus deleting them.  Then at a later date you could run a report using the Vendor Type for Inactive Vendors and review for future re-establishment of a vendor relationship.   Using the Bill Terms will keep a voucher from mistakenly being placed for the vendor (see below for instructions on how to enter/use Type and Terms)

 

Vendor Type:

Vendor Type is entered on the Vendor Master (Task 17 in A/P) and set up in:

  • Accounts Payable (Module 3)
    • ​System Management Functions (Task 32)
      • ​Modify Application Tables (Sub-Task 17)
        • ​Vendor Type Definitions (Selection 1)

If a vendor type “Z-Inactive” is used, reports may be printed for starting vendor type A & ending vendor type Y to exclude the inactive vendors.  Be sure to follow the pattern exactly on the table.  Set the vendor type on the Vendor Master once a vendor has been determined to be inactive. A/P Vendor reports/forms PURVEN or PURVNN can be used to view the inactive vendor types.

 

 

Terms:

A vendor is rendered “inactive” by setting the Billing/Payment Term on the Vendor Master to reflect a HOLD status.  Go to:

  • Purchase Order (Module 7)
    • ​System Management Functions (Task 32)
      • ​Modify Application Tables (Sub-task 17)
        • ​Payment/Billing Terms (Selection 4)

A payment term must be setup with the word HOLD in it.  A payment term called, for example, “Inactive HOLD” may be added.  Should you choose to add a new term, be sure to follow the pattern exactly and the word HOLD must be in capital letters.  Read the instructions in the table, especially concerning columns D, E & F for the HOLD terms.  When done making changes to the table either ‘close’ the window if using WordPad or press the ESC key, then type f at the > symbol to save the new term.

 

 

Once the new Payment/Billing Term (or if using an existing HOLD term) and/or vendor type are setup, place the term and vendor type on the Vendor Master record.  Go to:

  • Accounts Payable (Module 3)
    • ​Vendor Master (Task 17)
      • ​Change Existing Vendor Record (Sub-task 2)
        • ​Vendor type (Field 12)
        • Billing Terms (Field 24)

 

Helpful Hint:

A way to keep the vendor from showing up on reports is to put an asterisk OR ZZZ at the start of the vendor name in the Vendor Master.  A vendor name that begins with an asterisk OR ZZZ will not show up on reports when an alphabetical range is selected (this includes vendors with a Vendor Type of ‘Inactive’.).  For example, go to the Vendor Master record in AP, then field #2 (Company Name).  Change a vendor’s name from:  ‘Acme Industries’ to ‘*Acme Industries’ or “ZZZAcme Industries”.  Now when a vendor name search is done for A, Acme Industries won’t come up. 

 

 

Deleting Inactive Vendors from Profits Plus

 

Once it has been determined which vendors you want to delete from Profits Plus, go to the Vendor Master program (Task 17 in A/R) and use Sub-task 3 (Delete existing vendor record) to delete the vendors one at a time.  Note:  if there is any money owed you can not delete the vendor.   You will have to enter a voucher Credit Memo for the amount owed and apply the CM to any open invoices using Apply A/P credits (Task 4).   In other words….the vendor’s account must have a zero balance on it.   Use Task 27 (Vendor Account Inquiry) to verify. 

 

Sub-task 5 (Erase  selected vendor records) can also be used to delete vendors by a vendor number or vendor name range….however,  the Erase function DOES NOT check to see if there is an outstanding balance on the Vendor’s account, which will cause A/P to not balance at month end.  Verify before using Sub-task 5 that the vendors do not have an open A/P balance on their account. Sub-task 4 Print selected vendor records, asks the same questions as Sub-task 5 Erase. It is suggested to first go to Sub-task 4 Print, use the same selections which will be used in the Sub-task 5 Erase.  Then look at this report to make sure these are really the vendors which need to be erased.  If the vendors which need to be erased have an * or ZZZ at the beginning of the name, Sub-task 5 can be used to erase vendor names starting with * (or ZZZ) & ending with *ZZZ (or ZZZZZZ).  But first print a report for these vendor names and make sure they have nothing owed to them.

 

Erasing vendors automatically:

  • In the A/P module, Vendor reports/forms (Task 13), Purchase summary by vendor # PURVNM (Sub-task 4).  This report includes the option of deleting inactive vendors along with their P/O alternate order from locations. 
  • It is very important to read the information screen and print the inactive vendor list to edit it, BEFORE choosing the option to delete. 
  • These inactive vendors are based on the A/P Vendor master (Task 17) Current year purchases and/or prior year purchases, field 44 through 69. 
    • ​Contact us to reset the current year to any period desired.  For example: The current year can be reset to the dates of 01/01/01 through 12/31/11.  This inactivity report can then be printed for the “Current year” (10 year) inactivity.  Then if desired the inactive vendors based on the “Current year” (10 year) can be deleted.  Then the current year can be reset to the correct current year purchases.   

 

NOTE: If a report is printed for deleted or erased vendors, some reports may say “***UNKNOWN VENDOR***” in place of the vendor name.  Other reports may have the vendor name it depends on the report.  All reports will have the vendor #.