Overview
Below are descriptions of each field on the A/P Vendor Master screen.
Table of Contents
General Tab
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Vendor
Enter a vendor code, up to 5 alphanumeric characters. When you enter an existing vendor, the information set up for the vendor appears.
Click the Search button or enter “?” to look up a vendor.
NOTE: You cannot change the vendor code once it is created (after the OK button is clicked at the bottom of the screen). The only thing that you can do is delete the vendor and start over.
NOTE: The vendor code is case-sensitive.
Vendor
The vendor name, address, city, state and zip code are printed on the Accounts Payable checks.
Name
Enter the vendor name.
Attention
Enter the name of the person to send correspondence to.
Do not leave the address fields blank if the Accounts Payable check is to be mailed in a window envelope.
Address 1
Enter the first line of the vendor’s address.
Address 2
Enter the second line of the vendor’s address.
City
Enter the vendor’s city.
St
Enter the vendor’s state.
Zip
Enter the zip code for the vendor. If desired you can enter the full nine-character zip code, which includes the post office carrier code (last four digits), that prints on mailing labels for bulk mailing purposes.
E-mail
Enter the vendor’s email address.
Phone
Enter the primary phone number for the vendor. Do not include hyphens.
Ext
Enter the vendor’s phone extension.
Fax
Enter the primary fax number for the vendor. Do not include hyphens.
Alt Phone
Enter an alternate phone number (e.g. cell number) for the vendor. Do not include hyphens.
Contact
Rep Name
Enter the vendor representative’s name.
Address 1
Enter the vendor representative’s address.
City
Enter the vendor representative’s city.
St
Enter the vendor representative’s city.
Zip
Enter the vendor representative’s city, up to 9 characters.
E-mail
Enter the vendor representative’s email address.
Phone
Enter the primary phone number for the vendor representative. Do not include hyphens.
Ext
Enter the vendor representative’s phone extension.
Fax
Enter the primary fax number for the vendor representative. Do not include hyphens.
Pay To Vendor
Enter the vendor that will be paid for merchandise received on purchase orders. This vendor can either be the same one that is currently being set up/accessed, or it can be another vendor already on file.
NOTE: If you press the Tab key in this field, the entered vendor code will automatically display.
Active
Select “Yes” if the vendor is active.
Select “No”‘ if the vendor is inactive.
Select “Hold” if the vendor is on hold.
Start of Fiscal Year
Select the month of the year that the vendor’s Fiscal Year begins. For example, if their Fiscal Year begins in April, select ’04.’
Corporation
This field is only applicable if you are using Multi-Corp processing (your company has multiple A/P Control accounts).
If applicable, enter the corporation to which this vendor belongs. This field can be set to any corporation for which an A/P control account has been set up in Auto IF Post Acct Entry (15-14).
NOTE: Once the entry in this field is saved (the OK button is clicked at the bottom of the screen), it can only be changed when the vendor balance is zero.
When you are not using Multi-Corp, this field will be set ’00’ and cannot be changed.
Type
Enter a 1-character vendor type in this field.
Vendor types are defined by your company and are used during the Aging Detail print (11-20) to view how much money is owed to a specific type/group of vendors. If you chose to incorporate payment discounts in the cost of Inventory Items, the vendor type can also be used for the purpose of costing Inventory items.
Example types include:
- ‘A’ – Audio
- ‘V’ – Video
- ‘ S’ – Service
- ‘ R’ – Rent
- ‘ L’ – Loan
- ‘U’ – Utility
- ‘ F’ – Freight
- ‘ M’ – Merchandise
- ‘ O’ – Other
Floor Plan Vendor
Check this box if this a floor plan vendor. The invoice number and maturity date for floor plan vendors are written to the serial number file during P/O-A/P Update (04-21).
Foreign Vendor
Check this box if this is a foreign vendor and the system will need to perform a currency conversion.
Currency
If you checked the ‘Foreign Vendor’ box, enter the currency code for the vendor. The currency code is defined by your company and is for informational purposes only. It can be up to 2 alphanumeric characters and is entered during Purchase Order Receiving Entry (04-11).
Payment Codes
Terms
Enter the net due date code that is used to determine the net due date from the invoice date. The field is a maximum of 4 alphanumeric characters.
The first character must be one of the following: “N” for “Net Due”, “E” for “End of Month”, “T” or “F” for Split Payments
For more information, please see the Payment Codes section of this document.
Discount Date Code
Enter the discount date code that is used to determine the discount date from the invoice date. The field is a maximum of 4 alphanumeric characters.
If “D” is entered, then the 2nd, 3rd, and 4th characters after the “D” will be the number of days after the invoice date. For example: An entry of “D10” means that the ‘Disc Due Date’ is 10 days after the invoice date. “D20” means that the ‘Disc Due Date’ is 20 days after the invoice date.
If “E” is entered, then the 2nd and 3rd characters after the “E” will be the number of days after the end of the month. The maximum is 31 days.
Using the “Exx” code: If the invoice date is before the 25th of the month, then the discount date is determined by the xx number of days into the following month. The xx days will be the 2nd and 3rd characters of the ‘Disc Due’ field. If the invoice date is after the 25th day of the month, the system interprets the date as being the xx number of days into the second following month. For example: E10 means that for an invoice dated October 15, 2099, the discount date would be November 10, 2099. If the Invoice was dated October 28, 2099, the Discount Date would be December 10, 2099.
Discount Percent
Enter the discount percent that will be applied if the invoice is paid by the discount date.
The entry in this field can range from ‘.01’ to ‘99.99’.
The percentage is later converted to a dollar amount and is pre-prompted in P/O-A/P Entry (04-20) or Invoice Entry (11-01).
Manufacturer A/R Number
Enter your company’s A/R account number with the vendor. This number prints on all vouchers and checks for easy identification by the vendor.
Credit Limit
Enter the credit limit for the vendor. This field is for informational purposes only.
The next four fields are automatically maintained by the system.
Last Pay Date
This is the date that the last payment was made to the vendor.
Last Pay Amt
This is the amount of the last payment made to the vendor.
YTD Purchases
This is the total net amount of all transactions (with this vendor as the ‘Order From’ vendor) written to Accounts Payable from P/O-A/P (04-21) and A/P Audit Update (11-03) since the last time Year to Date Reset (11-43) was run.
Balance
This is the current balance for the vendor.
Comment
Enter any comments for the vendor here.
Payments Tab
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YTD
All fields in this section of the screen are automatically maintained by the system.
Invoices
This is the total net amount of all transactions (with this vendor as the ‘Pay To’ vendor) written to Accounts Payable from P/O-A/P (04-20 (04-21) and A/P Audit Update (11-03) since the last time Year to Date Reset (11-43) was run.
Co-Op
This is the total amount of all Accrued Co-op Advertising written to Accounts Payable since the last time Year to Date Reset was run.
Cr. Memo
This is the total amount of all Accrued Credit Memos written to Accounts Payable since the last time Year to Date Reset was run.
Rebates
This is the total amount of all Accrued Rebates written to Accounts Payable since the last time Year to Date Reset was run.
Disc Earned
This is the total amount of all Payment Discounts, taken at the time of running Disbursement Update (11-12), since the last time Year to Date Reset was run.
Disc Lost
This the total amount of Payment Discounts lost for the current year.
Key City Funds
This is the total amount of all Key City Funds written to Accounts Payable since the last time Year to Date Reset was run.
Market Development
This is the total amount of all Market Development Funds written to Accounts Payable since the last time Year to Date Reset was run.
1099
If this is a 1099 vendor, complete the following fields. If not, leave these fields blank.
IMPORTANT: The settings in these fields are used to build the 1099 file during Year to Date Reset (11-43). Once the 1099 file is built, any changes to these setting must be made through 1099 Maintenance (11-42-01).
Type
Select ‘M’ to use the 1099 Miscellaneous Income (1099-MISC) form.
Select ‘N’ to use the 1099 Non-Employee Compensation (1099-NEC) form.
Tax ID
Enter the vendor’s Federal ID Number. This is often the vendor’s social security number. The field is a maximum of 11 alphanumeric characters.
Box ID
Select the box number on the 1099 form where the amount should be printed.
If ‘M’ was chosen in the ‘Type’ field, select any one of the box numbers from the drop-down list.
If ‘N’ was chosen in the ‘Type’ field, you must select one of the following box numbers from the drop-down list:
Balance
This field is automatically maintained by the system and tracks the year-to-date payments made to this 1099 vendor.
Options Tab
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Freight Percent
Enter the freight percent. This amount can be any percent from .01 to 99.99.
This field is used during Purchase Order Entry (04-01) or Purchase Order Maintenance (04-50) to calculate an entered item’s net cost (by multiplying the freight percent P/O cost and adding the result to the P/O cost.)
FOB (SHIP/DEST)
Select “DEST” if the freight charges are paid by the vendor.
Select “SHIP” if the freight charges are paid by your company).
NOTE: This entry is a pre-prompt for Purchase Order Entry (04-01) and overrides the preference set up in P/O Preferences (04-90).
Warehouse Lead Time
Enter the lead-time for the vendor. This is the number of days that it takes for merchandise to get from the vendor to your warehouse/branch.
Minimum P/O Amount
Enter the minimum purchase order amount that is accepted by this vendor.
Co-op Percents
Accrued
Enter the vendor’s Accrued Co-op percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
NOTE: Do not enter anything in this field if Co-op amounts are not to be updated into Accounts Receivable.
DFI
Enter the vendor’s Co-op DFI (deduct from invoice) percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
Rebate Percents
Accrued
Enter the vendor’s Accrued Rebate percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
NOTE: Do not enter anything in this field if Rebate amounts are not to be updated into Accounts Receivable.
DFI
Enter the vendor’s Rebate DFI (deduct from invoice) percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
Key City Funds Percent
Enter the vendor’s Key City Funds percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
NOTE: Do not enter anything in this field if Key City Funds are not to be updated into Accounts Receivable.
Market Development Percent
Enter the vendor’s Market Development Funds percent.
The entry in this field can range from ‘.01’ to ‘99.99’.
NOTE: Do not enter anything in this field if Market Development Funds are not to be updated into Accounts Receivable.
Disburse Tab
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G/L Number
Enter a G/L number, which is already setup on the system, for this vendor.
Click the Search button to look up a G/L Number.
Percent
Enter the percent of the invoice total that should be allocated to this G/L Number. Then click Accept.
If the total of all listed G/L Disbursement percentages does not equal 100, a message displays in red at the bottom of the disbursement listing.
Buttons
OK
This button saves any changes to the current vendor and closes the current vendor. The cursor moves to the ‘Vendor’ field.
Cancel
This button closes the current vendor without saving changes. The cursor moves to the ‘Vendor’ field.
Delete
This button is used to delete an existing vendor. When it is clicked and the vendor meets the criteria for deletion (see Special Notes), a confirmation prompt appears.
Print
This button is used print the information on the screen to a physical printer or spooler.
Close
This button exits the A/P Vendor Master screen without saving changes to the current vendor.
