File Maintenance Menu
VENDOR MAINTENANCE
This option displays the following menu which contains several vendor-related files. The menu also contains options for a vendor report, labels, and a rolodex lookup.
Vendor Maintenance Menu
Vendor Master File
The Vendor Master file contains one record for each of your vendors. The record contains basic information about each vendor such as name, address, phone numbers, payment terms, etc.
Vendor Master File Maintenance
VENDOR CODE (6 characters) This is the unique code that identifies this vendor. It is used throughout the system to reference this vendor, so you may want to assign a code that is easy to remember and helps identify this particular vendor.
VENDOR NAME (35 characters) This is the full name of this vendor.
ADDRESS 1 (35 characters) This is the street address for this vendor.
ADDRESS 2 (35 characters) This is the second address line for this vendor. It may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this vendor is located.
STATE (2 characters) This is the state code where this vendor is located.
ZIP (10 characters) This is the zip code for this vendor's address. It may be the short 5-character zip code or the full 5+4 zip code. It may even be a 6-character postal code for Canadian addresses.
ALPHA SORT (8 characters) The system uses this code when sorting vendors alphabetically, such as in the Vendor LookUp Screen, the Vendor Rolodex, and the Vendor Master Report. For example, if you have three vendors - Johnson Supply, Johnson Inc., and Johnson Manufacturing - the alpha sort field might be JOHNSSUP, JOHNSINC, and JOHNSMAN respectively.
A/P CONTACT (20 characters) This is the name of the person that you deal with for Accounts Payable matters.
A/P PHONE NO. (10 characters) This is the phone number for the A/P Contact. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
A/P FAX NUMBER (10 characters) This is the fax number for the A/P Contact. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
PURCH CONTACT (20 characters) This is the name of the person that you deal with for purchasing matters.
PURCH PHONE NO. (10 characters) This is the phone number for the Purchasing Contact. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
PURCH FAX NUMBR (10 characters) This is the fax number for the Purchasing Contact. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
BANK CODE (6 characters) This is the code that represents this vendor's bank. It must be a valid code from the Bank Master file.
BANK ACCOUNT (16 characters) This is the vendor's bank account number.
YOUR ACCT NUMBR (20 characters) This is the account number that the vendor assigned to your company - in other words, their "customer" code for you.
G/L ACCOUNT (6 characters) This is the G/L Account Number to which this vendor's invoices are normally expensed. It must be a valid account number from the Chart of Accounts Master file. You may leave this blank if you wish.
TAXPAYER ID (11 characters) This is the vendor's federal taxpayer identification number.
DISCOUNT % (99.99) This is the discount percentage that you are allowed to take for early payment to this vendor.
DISCOUNT DAYS (999) This is the number of days that you are given to take the early discount percentage.
NET DUE DAYS (9999) This is the number of days that you are allowed to pay the full net amount of invoices to this vendor.
CREDIT LIMIT (999999) This is the maximum allowable credit limit that this vendor extends to you.
INITIAL DATE (mm/dd/yy) This is the date that this vendor was initially entered into the system. You may press [F1] for today's date.
VENDOR TYPE (1 character) This is a code that is used to categorize different types of vendors. You may choose letters or numbers to represent different vendors. This code is NOT validated against any file and is open for your own interpretation. You may use this code to select a specific vendor type in the Payment Selection option. (Refer to the section entitled For a Specific Vendor Type under Payment Selection.)
1099 REQUIRED? (Y, N, or R) This indicates whether a 1099-MISC form is required for this vendor. Enter Y to report nonemployee compensation or R to report rent on a 1099. If you leave this blank, the system assumes no 1099.
NOTE: At this printing, the IRS does not require you to file 1099s for corporations.
FAX PO's? (Y or N) This indicates whether this vendor wants purchase orders faxed. If you leave this blank, the system assumes no faxing.
Vendor Ship-From Addresses File
The Vendor Ship-From Addresses file contains one record for each of the different ship-from addresses for vendors. Each vendor may have more that one ship-from address. However, not every vendor necessarily requires a separate ship-from address.
Vendor Ship-from Addresses File Maintenance
VENDOR CODE (6 characters) This is the vendor code to which this ship-from address refers. It must be a valid code from the Vendor Master file.
SHIP-FROM CODE (2 characters) This is the code that represents this ship-from address for this vendor. It must be a unique code within this vendor. However, other vendors may have the same ship-from code.
VENDOR NAME (35 characters) This is the name for this ship-from address.
ADDRESS 1 (35 characters) This is the street address for this ship-from address.
ADDRESS 2 (35 characters) This is the second address line for this ship-from address. It may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this ship-from address is located.
STATE (2 characters) This is the state code where this ship-from address is located.
ZIP (10 characters) This is the zip code for this ship-from address. It may be the short 5-character zip code or the full 5+4 zip code. It may even be a 6-character postal code for Canadian addresses.
CONTACT NAME (20 characters) This is the name of the person that you deal with for Accounts Payable matters at this shipping address.
PHONE NUMBER (10 characters) This is the phone number for the contact at this shipping address. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for the contact at this shipping address. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
Vendor Remit-To Addresses File
The Vendor Remit-To Address file contains one record for each vendor that has a special address for receiving checks. The system uses this address for the "Pay To" instead of the address in the Vendor Master file. If no record exists in this file, the regular address in the Vendor Master file is used. You may want to keep vendor P.O. addresses in the Remit-To file and vendor physical addresses in the Vendor Master.
Vendor Remit-to Address File Maintenance
VENDOR CODE (6 characters) This is the vendor code to which this remit-to address refers. It must be a valid code from the Vendor Master file.
VENDOR NAME (35 characters) This is the name for this remit-to address.
ADDRESS 1 (35 characters) This is the street address for this remit-to address.
ADDRESS 2 (35 characters) This is the second address line for this remit-to address. It may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this remit-to is located.
STATE (2 characters) This is the state code where this remit-to is located.
ZIP (10 characters) This is the zip code for this remit-to address. It may be the short 5-character zip code or the full 5+4 zip code. It may even be a 6-character postal code for Canadian addresses.
CONTACT NAME (20 characters) This is the name of the person that you deal with for Accounts Payable matters at this remit-to address.
PHONE NUMBER (10 characters) This is the phone number for the contact at this remit-to address. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for the contact at this remit-to address. Do not enter any punctuation. Just enter the number with or without the area code. The system automatically formats the phone number in inquiry screens and reports. For example: 9999999 becomes 999-9999, 9999999999 becomes 999-999-9999, and 99999999 becomes 9-999-9999.
Vendor Notes File
The Vendor Notes file contains one record for each vendor that has a note. The record consists of fifteen lines of comments, remarks, notes, etc. about the vendor.
Vendor - Notes File Maintenance
VENDOR CODE (6 characters) This is the vendor code to which this record refers. It must be a valid code from the Vendor Master file.
NOTE 1...15 (60 characters) These fifteen lines may be used for any miscellaneous notes that you want to make concerning this vendor.
Vendor Master Report
This option allows you to print a report which lists each vendor's code, name, address, contact information, account number, payment terms, taxpayer ID number, 1099 status, vendor type, open balance, and year-to-date and last year's purchase figures.
The report may be sorted by vendor code or by the vendor name (ALPHA SORT field). You may include all or just a range of vendors. You may even include remit-to addresses. A sample Vendor Master Report appears below.
VENDOR MASTER REPORT
Vendor Master Report Criteria
Vendor Master Report
Vendor Label Printing
The vendor label option allows you to print 1-up labels from the Vendor Master file. You may choose to print labels for all vendors, for a range of vendors, or just a few select vendors. You may print one or more labels for each vendor. You may also choose to use remit-to addresses, to sort the vendors alphabetically, and to suppress vendors with whom you have not done business this year. You may print vendors for a specific vendor type or for a specific date that they were entered into the system.
Vendor Label Printing Criteria
Vendor Rolodex LookUp
The Vendor Rolodex Lookup option allows you to view the code, name, address, and purchasing and payable contact information of the vendors in the Vendor Master file. For each contact, the name appears on the first line, then the phone number, and on the third line the fax number. The Vendor Rolodex screen appears as follows:
