Vendor Inquiry (APIQ001A)

 

Vendor Inquiry is found on the Accounts Payable Inquiry menu, 2-1.  The Vendor Inquiry allows access of all vendors on the system.  The Vendor Inquiry provides a summarized list of all current invoices and credits per vendor.  Payment and discount amounts are also provided.  The current Vendor A/P balance and aging is included.  The information on the inquiry may also be printed.

 

Use of the Vendor Inquiry results in the following functions. 

 

All valid vendors can be accessed through input of the vendor number or an alpha search on the vendor name.

 

The vendor’s current A/P balance and aging breakdown is included.

 

All invoices, credit and debit memos, and manual check invoices are included for each vendor.  Records display until they are purged from the system with the A/P End Of Month purges.  The invoice amount, amount paid and current balance of each record is included.  The invoice number, invoice and due dates, payment status code, control number, and discount amount entered during the creation of the invoice, is included for each record. 

 

When an A/P invoice is linked to a purchase order, that was generated through the Purchase Order module, the purchase order number is displayed.

 

Entry of a specific control number is available.  If an APHistory and GLHistory File exists for the record, that individual invoice or credit is accessed in the A/P Invoice Inquiry program.  Within the Invoice Inquiry all of the details of the invoice or credit is displayed.  This includes items invoiced on a P.O. invoice, General Ledger distribution and check payment information.  Thus you may chain directly from Vendor Inquiry to the A/P Invoice Inquiry and back to the Vendor Inquiry.  Note, the APHistory and GLHistory Files are new as of Revision 11.  Thus any invoices or credits created prior to loading Revision 11 will not have an APHistory or GLHistory File.  The APHistory and GLHistory Files remain on the system until they are purged.

 

 

 

Enter Data

 

The printer selection screen appears to allow a selection of a printer, if the option to print is entered.

 

Vendor No.

 

 

Input the vendor number that you wish to access.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor Record appears.  The cursor returns for reinput.  To exit the program input END.  If at least 1 alpha character or a number greater than 8 digits is entered the program will perform 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)

 

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 16 characters of the last address line 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 will appear 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.

 

If a vendor is entered or selected and there are no records found, the prompt No Invoices Found For Vendor Name appears.  The name of the vendor is inserted into the message.  The cursor returns to Vendor No. for reinput.

 

 

 

Enter Data  (Cont’d)

 

Once a vendor number is entered or selected through alpha search the following information is displayed.

 

 

Vendor No.  The vendor number and full vendor name display.

 

Last Check No.  The last check number issued to the vendor, through A/P Check and Check Writing Conversion and Manual Check Entry.  This is stored in the Vendor File.  Note, voiding a check does not remove this.

 

Date 

 

The check date of the last check issued to the vendor, through A/P Check and Check Writing Conversion and Manual Check Entry.  This is stored in the Vendor File.  Note, voiding a check does not remove this.

 

Amount

 

The amount of the last check issued to the vendor, through A/P Check and Check Writing Conversion and Manual Check Entry.  This is stored in the Vendor File.  Note, voiding a check does not remove this.

 

 

 

Enter Data  (Cont’d)

 

 

Over 120  Over 90  Over 60  Over 30  Current

 

The balance of all included invoices and credit memos is distributed amongst the above aging categories.  Note, the aging distribution of days is hard coded in the program and is not operator maintainable.  The aging calculation is number of days from the invoice or credit memo date to the transaction date that was input at the menu prompt when entering the inquiry.

 

*AP Balance*

 

The vendor’s current A/P Balance.  Note, this is not a calculation from the records on the inquiry but is the A/P Balance stored in the Vendor File.

 

Voucher

 

This is the voucher control number that is assigned by the A/P invoicing programs.

 

Tac

 

Transaction Accounting Code, which is the type of record.  This is INV for an invoice or manual check, C/M for credit memos and D/M for debit memos.

 

 

 

Enter Data  (Cont’d)

 

 

PC

 

The payment status code.  If the voucher is flagged for payment by due date, a P appears.  If the voucher has been put on hold status for payment a H appears.  Otherwise the field is blank.

 

PP

 

A Y for yes appears if a partial payment has been made, otherwise the field is blank.

 

Inv Date

 

The invoice or credit or debit memo date.

 

Due Date

 

The due date of the invoice or credit or debit memo.

 

Inv Amount

 

The total invoice amount, which includes any discount amount.

 

 

 

Enter Data  (Cont’d)

 

 

Paid

 

The total amount paid on the invoice or credit memo if any payments have been made.

 

Balance

 

The current balance of the invoice or credit memo.  This is the invoice amount minus the paid amount.

 

Disc Amt

 

The discount amount that was entered during the creation of the invoice or manual check.  Note, on an invoice that has been paid this is not the amount of discount that was accepted on the check.

 

Invoice No.

 

The complete invoice number.

 

P.O. No.

 

If a purchase order was entered on the invoice, the P.O. number displays.  If more than one purchase order is applied on an invoice, the last purchase order that was accessed displays.

 

 

 

Enter Data  (Cont’d)

 

The cursor is at one of the two following prompts.

 

Enter Voucher #, PR’int, Or E’nd

Enter Voucher #, N’ext, PR’int, Or E’nd N

 

The first prompt displays when all of the data fits on one screen.  The second prompt appears when the data exceeds one screen.  Enter E to exit the vendor and return to the Vendor No. prompt.  Enter PR to print the inquiry.  The entire contents of the inquiry is printed not just the displayed screen.  The same information displayed on the screen is also printed.  Enter N or a carriage return to accept the default of an N, to access the next screen.

 

When N for next is entered, one of the two following prompts appear.

 

Enter Voucher #, N’ext, P’revious, PR’int, Or E’nd N

Enter Voucher #, P’revious, PR’int, Or E’nd

 

The first prompt displays until the last screen is reached.  The second prompt appears when the last screen is accessed.  Enter E to exit the vendor and return to the Vendor No. prompt.  Enter PR to print the inquiry.  The entire contents of the inquiry is printed not just the displayed screen.  The same information displayed on the screen is also printed.  Enter N or a carriage return to accept the default of an N, to access the next screen.  Enter P to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

 

Enter Data  (Cont’d)

 

Enter Voucher #, PR’int, Or E’nd

Enter Voucher #, N’ext, PR’int, Or E’nd N

Enter Voucher #, N’ext, P’revious, PR’int, Or E’nd N

Enter Voucher #, P’revious, PR’int, Or E’nd

 

A specific voucher control number may be entered.  This is using the Enter Voucher # part of the above prompts.  When a control number is entered, the APHistory Files are accessed.  The file is searched to find the inputted control number in the APHistory File.  If a match is found, the specific record is accessed in the A/P Invoice Inquiry.  Note, the control number does not have to be displayed on the screen or even assigned to the displayed vendor, in order to be accessed in the A/P Invoice Inquiry.  All that must exist is the APHistory File for the inputted control number.  Note, invoices and credit memos, entered prior to loading the LMS Revision 11 will not have an APHistory File.  Also when records are purged from the APHistory File, they will no longer be accessible in A/P Invoice Inquiry.  When the APHistory File is not found, the prompt Accounts Payable History Record Not Found appears.  The cursor returns to the Enter Voucher # prompt. 

 

When an APHistory record is found, the A/P Invoice Inquiry is accessed.  The invoice or credit memo is displayed.

 

 

 

 

Enter Data  (Cont’d)

 

See page 469 for documentation on the A/P Invoice Inquiry.  Operation within the inquiry is the same when entering from Vendor Inquiry than when entering from the A/P menu.  The exception to this is the automatic access of the voucher input in Vendor Inquiry.  The other difference is that when the A/P Invoice Inquiry is exited, you will always return to the Vendor Inquiry and the vendor that you were originally accessing.  You may exit that particular invoice and view others but when an E is entered at the Invoice #/CM#/DM# the Vendor Inquiry is returned to.