Task 13 - Vendor Reports and Forms

Accounts Payable (Module 3)
- Vendor Report/Forms (Task 13)
  - Vendor Labels (Sub-task 1)
  - Form Letters (Sub-task 2)
  - Purchase Summary By Vendor Name (Sub-task 3)
  - Purchase Summary By Vendor # (Sub-task 4)
  - Print 1099-Misc Forms (Sub-task 5)

Vendor Labels - Sub-task 1:

These labels are generated from the information in the Vendor Master File - Task 17 in A/P.

Step 1: Answer the system prompts.

Starting and Ending Vendor #: Enter the individual or range of vendor numbers or press the ENTER key for all.
Starting and Ending State: Enter 2 digit codes for state, or press the ENTER key for all.
Starting and Ending Zip Code: Enter the individual or range of codes or press the ENTER key for all.
1099 Vendors Only: Y/N= Field #38 on the Vendor Master must be a Y for a vendor to be considered a 1099 vendor.
Enter Vendor Types: Field 11 on the Vendor Master is the Vendor Type indicator. (Vendor Types are setup in the AP Module, System Mgt. Functions - Task 32; Modify Application Tables - Sub-Task 17; Vendor Type - Option 1)
Sort Order: How the labels should be sorted for printing. Options are: 1) Vendor Number; 2) Vendor Name; 3) Zip Code and 4) State. If Zip Code or State are chosen, then the system prompts for a 'Secondary Sort' of vendor name or number.
Label Format: TAB for list of valid label formats
Number Across: Number of labels that will be printed across the label form. Maximum is 4.
Number of Copies: Defaults to 1, maximum is 99.
It’s Optional to have the Phone #, Contact and Vendor Account # print on the labels. Answer Y or N. Note: the system will not allow both contact & phone number to print, select one or the other.

Step 2: Put the proper form in the printer. System will prompt: “Does first page have any missing labels?” Yes or No. If Yes, you will be prompted to let the system know where it should start printing the labels.

Form Letters - Sub-task 2:

Step 1. First. the printer information screen appears - do not use the VUE in field #5 (spool rpt). On the next screen, the system prompts:

Enter ‑ form letter name: ______ 6 Characters. User-defined.
Number of copies: ___ Numeric, up to 99 copies.
Vendor types: ______ From field 11 on the Vendor Master (Task 17). Press the ENTER key for All.
The third screen prompts:
- Please enter ‑ starting Vendor #:‑ ending Vendor #:______ Enter single vendor, range of vendors or press the ENTER key for All.

Step 2. The system now takes you into the Alpha Vue word processor, in command mode. The cursor will be at the top of the screen. This function allows the vendor file to merge with a business letter. Since we recommend typing the customer file using all capitals, this means that any computer‑ inserted data drawn from the vendor file will appear in all capitals. If you want the appearance of the letter to be uniform, then we suggest that the whole letter be typed in capitals. “Codes” need to entered to pull the information from the vendor’s file. The codes are:

<DATE> - is today’s date
<NAME> - Vendor’s name
<ADD1> - Vendor’s first address line
<ADD2> - Vendor’s second address line
<CITY> - City
<STATE> - State
<ZIP> - Zip code
<COUNTRY> - Country
<PHONE> - Telephone number
<ÇONTACT> - from field 14 on the Vendor’s Master file
Three things to remember when using this program:

The above data codes must be in ALL CAPS
They must be spelled exactly as they appear in the list above.
They must be enclosed in <> marks.

NOTE: the date will print in the “MM/DD/YY format if the <DATE> code is used. If you prefer the date printed out (i.e. June 5, 20xx), then type the date on the screen rather than using <DATE>.

An example of a letter could be:

<DATE>

<NAME>

<ADD1>

DEAR <CONTACT>,

WITH THE PRICE OF STAMPS INCREASING AGAIN, BEGINNING JULY 1, 20xx WE WILL NO LONGER BE PAYING INVOICES ON A WEEKLY BASIS. WE WILL BE PAYING OUR VENDORS ON THE 15^TH AND END-OF-THE-MONTH. WE HOPE THIS DOESN’T INCONVENIENCE YOU. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT ME AT: 800-555-1111

THANK YOU,

MARIE IN ACCOUNTS PAYABLE

When you are finished with the letter, press the Esc key and type an F at the > and press the ENTER key. The letters will begin printing.

Purchase Summary By Vendor Name - Sub-task 3:

This will print out current and prior year purchases from the Vendor Master file (Task 17) in Vendor Name order.

This report is broken out month-by-month, and does not give any detail.

Enter Vendor Type:_________ Enter a vendor type or press ENTER for all vendor types.. Vendor Types come from field 11 on the Vendor Master.
1099 Vendors Only: Y(es) or N(o)
Starting/Ending Vendor Number: Enter single vendor, range of vendors or press the ENTER key for all vendors.

Purchase Summary By Vendor # - Sub-task 4:

This will print out current and prior year purchases from the Vendor Master File (Task 17) in Vendor Number order.

The report is broken out month‑by‑month, without detail.

Enter Vendor Type:_________ Enter a vendor type or press ENTER for all vendor types. Vendor Types come from field 11 on the Vendor Master.
1099 Vendors Only: Y(es) or N(o)
Starting/Ending Vendor Number: Enter single vendor, range of vendors or press the ENTER key for all vendors.

Print 1099-miscForms- Sub-task #5:

This will print the 1099-Misc forms from the Vendor History file (Task 18). If needed, you will be allowed to override the company name and address printed on the 1099 form.

Selectable ranges are vendor number, date paid range, and the current government amount indicated as the threshold that requires reporting.