The Vendors data entry form is used to display and enter vendors into the vendor master file. It is the same screen that is used in the Accounts Payable module. A purchase order cannot be entered for a vendor unless the vendor has been entered into the vendor master file. A picture of the Vendors screen is shown below.
This screen is displayed when Vendors data entry form is first selected from the Select, Accounts Payable menu. This screen remains displayed until the data entry session is ended. A description of the fields on this screen follows.
Vendor
required, auto-increment default
Enter a unique code to identify the vendor within the record system. The vendor code is usually abbreviated to make data entry of the vendors name quicker and easier. Input to this field is required.
Balance
display
This is a display only field and cannot be changed. When the voucher file is accessed, the current accounts payable balance is displayed
Name
optional
Enter the full name of the vendor in this field. This unabbreviated name is printed on the purchase order form, checks, and reports.
Address
optional
This is the first address line. Enter the vendors address as it should appear on the purchase order form, checks, statements, reports, etc. Input to this field is optional.
Address
This is the second address line. Enter the vendors address as it should appear on the purchase order form, checks, statements, reports, etc. Input to this field is optional.
City
optional
Enter the vendors city. Input to this field is optional.
State
optional
Enter the vendors state. Input to this field is optional.
Country
optional
Enter the vendors country. Input to this field is optional.
Zip
optional
Enter the vendors zip code. Input to this field is optional.
Phone
optional
Enter the vendors phone number. This is for reference purposes only. Input to this field is optional.
Codes
optional
This field is user defined, and can be used to flag or rate each vendor using your own predefined system. Input to this field is optional.
Last Payment
display
This field is display only and cannot be changed. The date and the amount of the last payment your company made to the queried vendor is displayed.
Payment Terms
optional, validated
Enter here the payment terms for this vendor. The terms entered here must have been previously entered into the 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 purchase order screens and on the voucher screen. Input to this field is optional.
Controlling Account
required, validated
This field is the general ledger account number that controls the accounts payable subsidiary ledger total balance. All transactions against a vendor also create an entry to this control account. Note that different vendors may be assigned different controlling accounts. You may examine the general ledger master file through the validation screen associated with this field.
Bank
optional, validated
Enter here the general ledger bank account that will be used to pay this vendor. 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 bank field on the voucher screen.
Discount
optional, validated
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 though the validation screen associated with this field. The value entered here will be the default value for the the discount account field on the voucher screen.
Future Payable
optional, validated
This account is only used with the Purchase Order module. The automated restocking process uses this account when creating purchase orders for inventory items that need to be reordered.
The account entered here is the default value for the future payable fields on the purchase order data entry screens.
When a product is received, the cost of the product is credited to this account and debited to inventory. This account is debited for the cost of the product when a voucher is entered for the purchase order.
Different future payable accounts may be entered for different vendors.
Although input is not required, an account must be entered here for the automated restocking process to work properly.