Vendor File Maintenance (APFM001)

Vendor File Maintenance is found on the Purchase Order File Maintenance menu, 3-2 and the Accounts Payable File Maintenance menu, 3-1.  All vendors that are used in the Purchase Order and Accounts Payable modules must be added into the system through Vendor File Maintenance.  No purchase orders or invoices may be entered into the system without a valid vendor.  There is also a primary vendor stored in the Item File.  In order to create the Vendor Item File, the vendor must also be a valid vendor in the Vendor File.  This includes primary and alternate vendors.  Changes to vendor information are also entered in Vendor File Maintenance.  Deletion of a vendor is made in Vendor File Maintenance.

 

Vendor File Maintenance performs the following functions.

 

Vendors are added, changed and deleted in Vendor File Maintenance.  Each individual vendor is assigned a unique vendor number, which is operator defined.

 

A miscellaneous vendor is created.  The miscellaneous vendor is used to enter an invoice or purchase order to a vendor that is rarely used or is used as a one time occurrence.  No permanent vendor is desired.  Upon entry of the miscellaneous vendor in the A/P invoicing and payment programs, the system asks for the vendor’s name.

 

On a change or delete vendors can be accessed by vendor number or an alpha search.

 

The address of the vendor is stored.  There is storage for two phone numbers, two fax numbers, two contact names, and a tax identification number.  A purchase order account number is stored.  One default General Ledger account number can be stored.  There is a 25 character open message allowed.  The total amount of purchase order dollars, month and year to date entered on purchase orders is stored.  The total amount of dollars invoiced month and year to date are also stored.  The date of and last purchase order is stored.  Vendor terms and discount percent are entered.

 

 

 

Enter Data

 

Enter Procedure Type  A'dd  C'hange  D'elete  E'nd   

 

Enter A to add a vendor.  Enter C to change vendor information.  Enter D to delete a vendor.  Enter E to exit the program.

 

 

Adding A Vendor

 

During the add an up arrow ^ to go back one space or a / slash to cancel may be input.

 

Fld-Vendor No.

 

Every vendor added must be assigned a unique vendor number.  This is not system generated but is input and designed by the operator.  This is a strictly numeric field, allowing 1 to 8 digits.  Suggestions of numbering sequences are the phone number or begin numbering vendors whose name begins with A and go from that point on.  As an example, begin with A’s assigned in the 1000’s and B’s in the 2000’s.  If using this format be sure and leave enough gap in the numbers to allow additions.  This is an important number as it is the unique number that remains with the vendor.  But be aware that you can access the vendor with alpha search in most of the data entry programs that vendor number is input.  This includes the purchase order and invoice entry programs.  If a number is entered that already exists in the Vendor File, the prompt Vendor # Already On File appears.  The cursor returns for reinput.  (8 Digits)

 

 

 

Enter Data  (Cont’d)

 

Adding A Vendor  (Cont’d)

 

1. Name

 

Enter the name of the vendor.  An important factor to note is that entry of the name in this field is how the name will print on a check generated through A/P Check Writing and also on a purchase order.  This is the name used on vendor name alpha searches.  Entry of no name is not allowed.  (25 Alphanumeric)

 

Address1

Address2

 

Enter the vendor’s address.  Address lines 1 and 2 prints on checks generated through A/P Check Writing and also purchase orders.  Also note that leaving address line 2 blank results in a blank line printing on an A/P check if address line 3 is used.  Address line 1 is included on the vendor name alpha search screens.  (25 Alphanumeric Characters Each)

 

Address3

 

Enter the vendor’s address.  Address line 3 prints on checks generated through A/P Check Writing and also purchase orders.  Also note that leaving address line 2 or 3 blank will result in a blank line printing on an A/P check if address line 3 is used.  Fifteen characters of address line 3 is included on the vendor name alpha search screens.  (25 Alphanumeric Characters )

 

 

 

 

Enter Data  (Cont’d)

 

Adding A Vendor  (Cont’d)

 

5. PO Phone No.

 

Enter the phone number of the person that is called when a purchase order is placed.  Thus this is the purchase order phone number.  Enter the phone number with the hyphens,  Ex. 608-788-8400.  (12 Digits including hyphens)

 

6. PO Fax No.

 

Enter the fax number that is used to fax a purchase order to the vendor.  Enter the fax number with the hyphens,  Ex. 608-788-8400.  (12 Digits including hyphens)

 

7. PO Contact Name

 

Enter the name of the person that is contacted when placing a purchase order with the vendor.  This name is displayed in the Purchase Order Entry programs.  (25 Alphanumeric)

 

8. AP Phone No.

 

Enter the phone number of the person that is called when there are Accounts Payable billing concerns.  Thus this is the Accounts Payable phone number.  Enter the phone number with the hyphens,  Ex. 608-788-8400.  (12 Digits including hyphens)

 

9. AP Fax No.

 

Enter the fax number that is used to fax a concern in regards to Accounts Payable billing.  Enter the fax number with the hyphens,  Ex. 608-788-8400.  (12 Digits including hyphens)

 

10. AP Contact Name

 

Enter the name of the person that is contacted with Accounts Payable billing concerns.  (25 Alphanumeric)

 

11. Tax ID No.

 

Enter the vendor’s tax or federal identification number.  (12 Alphanumeric)

 

 

 

Enter Data  (Cont’d)

 

Adding A Vendor  (Cont’d)

 

12. PO Account No.

 

Enter the purchase order account number with the vendor.  The account number prints on the printed purchase order.  (10 Alphanumeric

 

13. G/L Account No.

 

Enter the default General Ledger account number that corresponds with the vendor.  The description of the account appears.  Entering a carriage return for no default account is allowed.  Entering an invalid account produces the prompt, Invalid Account Number.  The cursor returns for reinput.  All default accounts can be overridden.  Default G/L account numbers are also stored in the Product Class Association File and Vendor Item File.  All three defaults are used for purchase order invoices.  The Vendor File default has the lowest priority on purchase order invoices.  (8 Digits)

 

14. Misc Data

 

Enter any informational data pertaining to the vendor.  Note, one use is to store 1099 in this field.  This is than used to identify that the vendor needs a 1099 at the end of the year.  Misc Data does not print on any forms.  (25 Alphanumeric)

 

15. Temp Vendor  (Y/N)

 

Enter Y for yes to classify the vendor as a temporary vendor.  Enter N for no to not classify the vendor as a temporary vendor.  A carriage return accepts the default of N.  Temporary vendors purge from the system when their invoices net to zero.  The temporary purge deletes them.  Most companies prefer to use the miscellaneous vendor instead of the temporary vendors.

 

16. Disc. Flag

 

Enter a Y for yes to signify that a discount is always taken with this vendor.  With a Y in this field the message Discounts Always Taken displays in A/P Check Writing.  Enter N for no to not have the Discounts Always Taken display in check writing.  Note you can still take a discount with a N for no.  A carriage return accepts the default of a N for no.  Discount can be overridden at the time of the A/P Invoice Entry and A/P Check Writing.

 

 

 

Enter Data  (Cont’d)

 

Adding A Vendor  (Cont’d)

 

17. Cash Disc.% (99.99)

 

Enter the discount percentage that is normally received from the vendor.  This is the default discount used when an A/P invoice is entered.  This may be overridden at the time of the invoice entry.  Enter with no decimals.  A negative number is not allowed.  (Ex. 200 = 2.00 = 2%, 1000 = 10.00 = 10%)

 

18. Vend. Terms (Days)

 

Enter the number of days available in order to receive the discount or enter the vendor’s terms in days.  This is used in the calculation of due date, when entering an A/P invoice.  The terms can be overridden during the entry of the invoice.  If a discount percent was entered you must enter a vendor terms.  If an attempt is made to not enter one, the prompt You Must Enter Terms Days If The Discount Percentage Is Non-Zero appears.  The cursor returns for reinput.  (3 Digits)

 

19. Ordered MTD

 

When a purchase order is created or items added to purchase orders in the P.O. module, the amount ordered is added to this field.  This is zeroed out with the Purchase Order MTD Vendor Clearing program.

 

20. Ordered YTD

 

When a purchase order is created or items added to purchase orders in the P.O. module, the amount ordered is added to this field.  This is zeroed out with the Purchase Order YTD Vendor Clearing program.

 

21. Date Of Last Order

 

When a purchase order is created the order date is written to this field.

 

22. Last PO Number

 

When a purchase order is created the purchase order number is written to this field.

 

 

 

Enter Data  (Cont’d)

 

Adding A Vendor  (Cont’d)

 

When you are first creating the Vendor File you must add the miscellaneous vendor.  The vendor number must be 999999.  Miscellaneous vendors are used for vendors that you do not need a permanent Vendor File.  An invoice for that vendor is a one time or very uncommon occurrence.  You may also use the miscellaneous vendor when creating a purchase order.  When the miscellaneous vendor is entered on an A/P invoice the actual name of the vendor is entered in and stored with the invoice.  This prints on the Cash Requirements reports.  When the invoice is paid, the address and name is keyed in and that is what prints on the check.  In order for the entry of the name and address to occur, the vendor number must be 999999.  This vendor number should not be used for any other purpose other than the miscellaneous vendor.  The name of the vendor should be added as Miscellaneous Vendor.

 

 

 

 

 

 

Enter Data  (Cont’d)

 

Changing A Vendor  (Cont’d)

 

When a C to change is entered at the Enter Procedure Type prompt, the cursor goes to the following prompt.

 

Fld-Vendor No.

 

Input the vendor number that is to be accessed for a change.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor appears.  The cursor returns for reinput.  A slash / or up arrow ^ returns to Enter Procedure Type.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.  When the alpha search on the vendor name is made, the cursor is at one of the two following prompts.

 

Select Vendor Choice Or E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

 

 

 

Enter Data  (Cont’d)

 

Changing A Vendor  (Cont’d)

 

Select Vendor Choice - E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the second and last lines of the vendor's address.  Only 15 characters of the last address line will display.  A computer assigned number is associated with each vendor.  The first prompt appears when there is less than 15 vendor choices.  The second prompt appears when there is more than 14 vendor selections.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  When a N for next is input the cursor is at one of the two following prompts.

 

Display N’ext P'revious, Select Vendor Choice, Or E'nd          

Display P'revious, Select Vendor Choice, Or E'nd          

 

The first prompt appears until the last screen of vendor choices is accessed.  The second prompt appears when the last screen is reached.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Cont’d)

 

Changing A Vendor  (Cont’d)

 

After the selection or input of the vendor, the cursor is at the Fld. prompt.  You may change all of the fields from fields 1 through 22.  After selection of the desired field the New Data prompt appears.  Enter the new information.  Input at New Data for each specific field is the same as described on an add, see page 506.  If a carriage return is entered at New Data the information is replaced with nothing.  Entering an up arrow ^ at New Data returns to the Fld. prompt and the data remains unchanged.  Entering a / slash at Fld. or New Data cancels any of the changes that were made from the entry of the vendor as a change to the input of the slash.

 

 

 

Enter Data  (Cont’d)

 

Deleting A Vendor

 

When a D to delete is entered at the Enter Procedure Type prompt, the cursor goes to the following prompt.

 

Fld-Vendor No.

 

Enter the vendor number of the vendor that is to be deleted.  You may also perform an alpha search.  See page 511 for details.  Deletions of vendors that have an A/P balance is not allowed.  If an attempt is made to delete a vendor with a balance, the prompt Vendor Has Non-Zero A/P Balance - Deletion Not Allowed displays.  The delete is not allowed.  It is always a good idea to access the vendor in Vendor Inquiry prior to deletion and verify that not only is the balance zero but all of the invoices have purged.  If there are still records do not delete the vendor.  Also note that deleting a vendor also deletes the year to date total purchase amount for the vendor.

 

When a vendor can be deleted the following prompt appears.

 

 Please Verify  D'elete  C'ancel   

 

 

Enter D to delete the record.  Enter C to cancel the delete.