Enter New Vendor Record:
Accounts Payable (Module 3)
Vendor Master File (Task 17)
- Enter New Vendor Record (Sub-task 1)
- Vendor Master File (Task 17)
Line #1 -Vendor #: can be up to a five-digit number. IMPORTANT: Begin vendor numbering with 100, the numbers 1-99 are reserved for store-to-store or division-to-division transfers of merchandise within the company. Even if you don't have and or plan on having another location, the system treats vendor numbers 1 - 99 differently, so don't use those numbers for regular vendors.
However, the Miscellaneous Vendor must be 99999. Using this vendor number allows the AP clerk to type in a vendor name when vouchering.
Some companies choose to use the last 4 digits of the vendor's phone # as the vendor number. Some companies choose to relate the vendor numbers to the item (part) numbers. Example: If Blue Line supplies are going to have an item number prefix of 400, then the vendors of "Supplier of Blue Line" could be vendors in the 400 series.
If Floor Plan is utilized, the vendor must have a five-digit number, with all beginning with the same three digits. For Example:
99901 City Bank
99902 ITT Commercial Finance
99903 Blue Line Finance
Line #2 - Company name: 25 characters, user-defined. The name should be all CAPITAL letters. Having all capital letters will make it easier to search by vendor name.
Line #3 - Address 1: 25 characters, user-defined. This is for the street address.
Line #4 - Address 2: 25 characters, user-defined. This is for a P.O. box or a suite number.
Line #5 - City: 15 characters, user-defined.
Line #6 - State: 2-digit abbreviation.
Line #7 - Country: 3-digit abbreviation.
Line #8 - Zip Code: 9-digit alphanumeric - no need to enter dash, the system automatically enters the dash.
Line #9 - Phone #: 9-digit alphanumeric - no need to enter dash. The area code may be entered or left out.
Line #10-Phone #2: Same format as above.
Line#11- Purchase Agt: 4 digit code. Set up in Salesperson/Technician file, found in Order Processing, Task 20
Line #12-Vendor Type: 1-digit. The table should have already built. The table will appear on the screen.
Line #13-PP dsc% X.XX: Prompt payment discount percent. Discount allowed for paying on time. 200 = 2%. NOTE: The percent will be entered when entering the vendor’s invoice, but it can be changed in Voucher Entry and Editing.
Line #14-Entry date: The date that goods began being purchased from the vendor, or the date this vendor was entered into the computer. No need to enter "/", system automatically enters
Line #15-Contact: Up to 25 characters, user-defined. Name of person in this vendor’s Accounts Receivable department, owner, etc.
Line #16-General use: Up to 25 characters, user-defined.
Line #17-General use2: Up to 25 characters, user-defined.
Line #18-Fax #: 9-digit alphanumeric - no need to enter dashes. The area code may be entered or left out.
Line #19-Ven code #: 10 digits, user-defined. The account number the vendor has assigned to you, this number will print on the check stub.
Line #20-Credit limit: Up to 9 numeric digits or a 1 digit code. This is the credit limit the vendor has set for you - enter either a code from the table or the actual dollar amount. The table should already be built and the text from the table will appear in the field. Only whole numbers can be entered if using dollar amounts. Note: If a number higher than 10 is entered, the system treats it as a dollar amount. No decimal point is used. 1000=$1000.00 . The table is found in Accounts Payable module/32/17/3 – Credit Limit Codes
Line #21-Pay tax?: Y for YES or N for NO. When purchasing from the vendor, is tax paid, i.e. on office supplies.
Line #22-Freight Trm : One-digit code. This is the vendor's freight terms for you. A table should have already been built. The table will appear on the screen at this field. The table is found in Purchase Order module/32/17/1 – Freight Billing Terms Table.
Line #23-Ship Via: Code. This is vendor's method of shipping. A table should have already been built. The table will appear on the screen at this field. The table is found in Purchase Order module/32/17/3 – Shipment Method Table
Line #24-Bill Terms: Code. This is the vendor's billing terms for you. A table should have already been built . The table will appear on the screen at this field. The table is found in Purchase Order module/32/17/4 – Payment Billing Terms Table.
Line #25-Min Order: Minimum order in pounds or dollars that must be purchased, user-defined. Displayed during purchasing.
Line #26-Ship B/O's?: Y for yes the vendor does ship backorders or N for no the vendor does not ship backorders and backorders are automatically canceled.
Line #27-Sep. Remit: Y/N/B/Tor A Y for yes, N for no, B for both, T for totals only or A for print if stub limit is exceeded.
- When invoices are paid, the computer prints the following information on the check stub: voucher #, invoice #, invoice date, invoice amount, discount amount, amount paid.
Because of all the information that the computer prints on the check stub, only one voucher prints per line. The standard check stub is 7 1/2 X 8 1/2 inches. On that size check stub, only 28 vouchers are printed. If the vendor is being paid, for example 30 vouchers, the computer may pay the first 28 vouchers on one check and the last 2 on another check depending on which code is used.
- If Y(es) is answered, then whenever the vendor is paid - even if only one invoice/voucher is being paid- the computer will print on the check stub "See separate remittance advice". The remittance advice will print on another sheet of paper with all the voucher information. A separate remittance will ALWAYS be printed.
- If N(o) is answered, the computer will cut off after every 28 vouchers (or however many fit on your check stub), and print the voucher information on the check stub, then another check/check stub will print. Only one check is ‘good’, the others will be marked as “Void”. A separate remittance will NEVER be printed.
- If B(oth) is answered, the computer will print a separate remittance and also print the voucher information on the check stub.
- If T(otal) is answered, the computer will print the total amount of the vouchers, the total of the discounts and the total amount paid on the check stub. Only one check will print, no matter how many vouchers are being paid. A separate remittance will NEVER be printed.
- If A is answered, a separate remittance will print ONLY if the number of vouchers being paid exceeds the check stub limit. The message “See separate remittance advice’ will appear on the check stub.
Lines #28. through #37: This is an aged trial balance of what is owed to the vendor. It is automatically updated as vouchers are posted and paid. It displays the current month with each of the 3 months before and after, anything 4 or more months from ‘current’ will in “Prior” or “Future”.
Line #38. Default G/L #: If an expense General Ledger account number is entered here, then when vouchering to this vendor, this number will automatically come up. i.e. for the telephone company, enter the GL number for telephone expense. A Distribution Table code can also be used. Press F1 on Line #37 to get a list of the template codes and descriptions. See Documentation: Distribution Template for instructions on how to set up a template. Or if left ‘blank’, a General Ledger will need to be entered during Voucher Entry and Editing. NOTE: if this is a vendor that INVENTORY is purchased from, leave ‘blank’, as the GL accounts will be picked up from the Item Master and the GL accounts from the AP Interface Setup located in the GL module.
Line #39. Send 1099?: Y for yes or N for no. Is an IRS 1099 form to this vendor at year end?
Line #40. 1099 Tax# : 14 characters, user-defined, alphanumeric.
Line #41. Route : 8 characters, user-defined, alphanumeric. Use for routing trucks for pickups. Example: Thursday
Line #42. Reverse name : Y for Yes or N for No. If Y, then when the address is printed on checks, reports, etc., the name will be reversed if there is a comma in this field.
- Example: "Office Depot, The" will be printed: "The Office Depot". If there is a comma in the name but the name should not be reversed (such as the name of a law firm), then set the flag to N.
Line #43. e-Commerce? Y or N. Should this vendor be used in e-Commerce applications with customers?
Lines #44. through #55 : Currently monthly purchases. This is updated every time vouchers are posted.
Line #56. YTD Total: Total of current monthly purchases. This is updated every time vouchers are posted.
Lines #57. through #68: Prior year monthly purchases. At the end of the year there is a function in system management that moves the current year purchases to the prior year.
Line #69. YTD Total : Total of previous year monthly purchases.
Line #70. Memo field for accounting department. 14 lines, with 64 characters per line.
Line #71. Memo field for purchasing department notes. 14 lines, with 64 characters per line
NOTE: The size and how the memo notes can be used are controlled by a few parameters. The number of lines for the memo notes is controlled by the parameters: ACCT’MEMO’LINES and PURCH’MEMO’LINES found in the AP module/32/22/1. For the Purchasing department, whether the notes are viewed automatically or accessed only by using an ‘F-key’ plus if the purchasing department can ‘edit’ the notes are controlled by the parameter: VENDOR’MEMO found in the Purchasing module/ 32/22/1
Information Needed for Each Vendor
Line #1: Vendor Number (up to 5 digits) -----
Line #2; Company Name (up to 25 characters) -----------------------
Line #3: Address One (up to 25 characters) -------------------------
Line #4: Address Two (up to 25 characters) -------------------------
Line #5: City (up to 15 characters) ---------------
Line #6: State (2 digit abbreviation) –
Line #7 Country (3 digit abbreviation) ---
Line #8: Zip Code (9 digit alphanumeric) ---------
Line #9: Phone Number (---) --- - ----
Line #10: Phone Number 2(---) --- - ----
Line #11: Purchase Agt (up to 4 digits)----
Line #12: Vendor type (one digit from pre-built table displayed) -
Line #13: Prompt Payment Discount -----
Line #14: Entry Date -------
Line #15: Contact (up to 25 characters)-------------------------
Line #17: General Use (Up to 25 characters) -------------------------
Line #18: Fax # (---) --- - ----
Line #19: Vendor Code # (up to 10 characters)----------
Line #20: Credit Limit (dollar amount or use pre-built table) ---------
Line #21: Pay Tax ? Y/N -
Line #22: Freight terms (one digit from pre-built table displayed) -
Line #23: Ship Via (one digit from pre-built table displayed) -
Line #24: Bill Terms (one digit from pre-built table displayed) -
Line #25: Min $ order (weight or dollar; 5 digits) -----
Line #26: Ship B/O ? Y or N –
Line #27: Sep. Remit (Y/N/T/B/A – one digit) -
Line #38: Default G/L #: (5 digits – GL #, Template code or blank) -----
Line #39: Send 1099 ? Y/N –
Line #40: 1099 Tax # (14 characters)
The second screen has the current purchases per month and the prior year purchases per month. Once you are using the A/P module the fields will automatically be updated whenever the vouchers are posted. They must be manually entered prior to this time.
The third screen has areas for Memo Notes that are displayed for Accounting and Purchasing.