This screen accesses the accounts payable vendor master file. All vendors must be created here prior to entering transactions against the vendor. A description of the fields on this screen follows.
Vendor
A unique user-generated code to identify the vendor within the record system. The vendor code is usually abbreviated to make data entry of the vendor's name quicker and easier.
Balance
This field is display only and cannot be changed. This balance represents all transactions entered into the system that pertain to this vendor (past, current, and future.)
Name
The full name of the vendor is entered here. This unabbreviated name is printed on checks, vendor reports, and most financial reports.
Address, City, State, Country, ZIP, Phone
Enter the vendor's entire address as you would want it to appear on checks, statements, reports, etc. The vendor's phone number is also entered here for reference purposes. Data entry in all of these fields is optional.
Codes
This field is user-defined, and is used to flag or rate each vendor using your own predefined system.
Last Payment
These fields are display only and cannot be changed. The amount and date displayed in these fields represent the last payment made to this vendor. These fields are updated each time a check is printed for the vendor.
Payment Terms
Enter here the payment terms for this vendor. The terms entered here must have been previously entered into the payment terms file. You may examine the pay terms master file through the validation screen associated with this field.
The value entered here will be the default value for terms on the voucher screen and on the purchase order screens.
Controlling Account
This field is the General Ledger Account that controls the accounts payable subsidiary ledger total balance. All transactions pertaining to a vendor create an entry to this controlling account. The balance in the controlling account is equal to the sum of all the individual vendor balances. Note that multiple controlling accounts are possible. This field has a validation screen associated with it.
Bank
Enter here the general ledger account that will be used to pay this vendor. The general ledger file may be examined from this field through the validation screen associated with it.
The value entered here will be the default value for the bank account on the voucher screen.
Discount
Enter here the general ledger account for applying discounts. If a discount is taken when paying a voucher, the amount of the discount is credited to this account. You may examine the general ledger master file through the validation screen associated with this field.
The value entered here will be the default discount account on the voucher screen.
Future Payable
This account is only used with the Purchase Order module. Enter here the general ledger account used to accumulate the cost of the purchase order after the purchase order is received but before a voucher is entered. When a voucher is entered for a purchase order this account is debited and the accounts payable (controlling) account is credited for the amount of the purchase order. This account should be a credit account and appear on the balance sheet. You may examine the general ledger master file through the validation screen associated with this field.
The value entered here will be the default value for the future payable account on the any of the purchase order screens. This field is also used in the automated restocking process.
Input to this field is optional, but is strongly recommended if you have the purchase order module and plan to use the automated restocking process.