Vendors

Setup Vendors

Purpose:

This Form allows you to add modify and delete vendors. The information entered in here tightly connects to the Item

Usage:

1- Vendor Bill to Information. Enter in the right side of the form all the Bill To Information for this vendor. First you need to assign a unique ID to this vendor. Some very popular choices are the Initials of the customer name plus a Number. You should only user numbers and letters. In addition to this, try to enter a meaningful customer name that does not exceed 50 characters. Address, Phone and contact information is optional, but you should enter as much as possible as it is used in the statements and other AP reports.

2- Vendor Remit to Information. The Vendor Remit To information is located in the left side of the vendor setup form. All of the Address, Phone, Contact, and Bank information has to be filled if you are planning to send PO's to this vendor. The URL field is used to enter the website address of your vendor in case you need that information to place orders online.

3- Vendor Type. Select the appropriate vendor type from the dropdown list. The information here comes directly from the Vendor Types Setup table (See Vendor Type Setup Help Topic)

4- Default GL. Select using the Button the appropriate AP account for this vendor. (See Setup Chart of Accounts)

5- Default Terms. Select the appropriate vendor Terms from the dropdown list. These terms will be assigned by default to any new PO that is placed to this vendor. However the user will always have the chance of changing that if needed. (See Setup Payment Terms)

6- Shipping Method. Select the appropriate shipping method from the dropdown list. This shipping method will be assigned by default to any new PO placed to this vendor. However the user will always have the chance of changing that if needed. (See Setup Shipping Methods)

7- Tax Id. The Tax Id Information is required by many state governments in order to sell taxable items to other resellers. It is very important to enter the right information in here and check with your customers at least once a year for the validity of this number.

8- Customer Id. This is an optional field designed to enter the customer Id that your vendor assigned you. This information can then be included in the purchase order so that your vendor recognizes you faster when they receive an order

10- Vendor Financials. Press the vendor financials button located at the button of the form to see all the AP information related to this vendor. The Vendor Financials Form will show you the AP Balances by periods, and the default terms with this vendor. In addition to this you can see the purchases and payments amounts and count Year to Date, Last Year and Lifetime. The information in this form is updated real time and it will reflect all posted transactions.

11- Vendor Transactions. Press the vendor transactions button located at the button of the form to see a summary of transactions for this vendor. The grid will bring by default the number of days back that was setup (see Setup Company). This lookup will show a summary of all PO, Receiving, Payments, Vouchers and Credit Memos, Beg Invoices and Payments for his vendor

12- Beg Invoices. Press the Beg Invoices button located at the button of the form to enter a Beg Invoice for this vendor. This form allows you to increase the amount owed to this vendor without doing a PO or a voucher. This function is mostly used when the user starts with the system having a number of AP transactions on the old system. This utility allows the user to enter all of those charges without entering the whole PO again. Then when the payment is received it can be applied to one of these Beg Invoices.

13- Beg Receipts. Press the Beg Receipts button located at the button of the form to enter a Beg Receipts for this vendor. This form allows you to decrease the amount owed to this vendor without entering a payment. This function is mostly used when the user starts with the system having a number of AP transactions on the old system. This utility allows the user to enter a credit in the vendor account without doing a credit memo. Then this Beg Receipt can be applied to any receiving or voucher using the pay one vendor screen.