Use the Vendor F/M program to create and maintain records on each vendor your company uses. Each record contains a vendor number and general information relevant to the vendor.
There are four screens for entering Vendor file maintenance information:
The AP and Inventory Control systems reference this information extensively.
You cannot delete vendors that have open documents or open purchase orders.
Access this program by choosing Accounts Payable-->file Maintenances-->Vendor File Maintenances.
When you save new vendor records, the system allows you to create a Faxlink record and warehouse/vendor review cycle record directly from this program.
To create a faxlink record, select OK when the system asks if you want to create a faxlink records. Select OK , and the system displays the Quick Fax Record Entry screen. Complete the information on the screen and press Enter to add the record.
After you have created the Faxlink record or selected Cancel on the Faxlink message, the system asks if you want to create a warehouse/vendor review cycle record for the new vendor.
To create warehouse/vendor review cycle record, select OK when the system asks if you want to create a warehouse/vendor review cycle record. The system automatically displays the Warehouse/Review Cycle F/M program with the new vendor information. The first warehouse on file displays as the default. You can complete the warehouse/vendor review cycle record information and save the record to return to the Vendor F/M (APF910) program, or you can change other vendors' records and/or create new warehouse/vendor review cycle record for other vendors.
For more information how to use maintenances, refer to the following topics:
How to use file maintenance programs
*. Vendor number
Enter the vendor number (up to 10 characters). Press F1 to assign the next available vendor number from the AP Nonstatic Control F/M. The word NEXT appears until you enter all of fields and the actual number is displayed before the record is added to the file.
2. Vendor name
Enter the vendor’s name (up to 30 characters).
3. Country
Enter the vendor’s country.
4. Address
Enter the vendor’s address information.
5. City
Enter the city name (up to 15 characters).
6. State
Enter the state name using the two-character designation provided by the post office.
7. Zip code
Enter the zip code (up to 10 characters).
8. Final Address Line
Enter the final address the vendor’s address (up to 30 characters). Press Reset default to the city, state and zip entered in the previous fields. The Final Address Line may be used for international addresses and will be used for all printouts instead of city, state and zip.
9. Alpha (alphabetic sort key)
Enter the alphabetic sort key to be used to sort vendors alphabetically for printouts, displays and alpha searches (up to 10 characters). In most cases, the first ten characters of the vendor’s name are sufficient to achieve alphabetical lookup. Press Enter (CR) to default to the first ten characters of the vendor’s name as entered in the Vendor Description field.
10. Contact #1
Enter the name of the person you work with at the vendor’s office (up to 25 characters). If only one contact is needed, use the first.
11. Phone #1
Enter the vendor’s phone number including area code, dashes and extension, if needed (up to 17 characters). If only one phone number is needed, use the first.
12. Email
Enter the email address for the person entered as contact #1 above.
13. Contact #2
Enter the name of another person you work with at the vendor’s office (up to 25 characters).
14. Phone #2
Enter the vendor’s second phone number including area code, dashes and extension, if needed (up to 17 characters).
15. Email
Enter the email address for the person entered as contact #2 above.
16. Web Site
Enter the company’s Internet address on the World Wide Web.
To access the purchase history screen, click the Purchase History Tab.
The following fields should be used as a file maintenance only once to enter original information. Thereafter, this information is updated by the system and any changes you make could compromise data. Entering initial information into these fields is optional.
The update portions of the Document Entry & Adjustments Register and the Check Register programs update purchase history information.
2. Date Opened
Enter the date the account was opened with this vendor. Press Enter (CR) to default to the date this vendor was entered into the vendor file.
3. Date Last Invoice
Enter the date of the most recent invoice from this vendor.
4. Date Last Payment
Enter the date of the most recent payment made to this vendor.
5. Date Highest Balance
Enter the date the highest amount of money was owed to this vendor.
* Current Balance
7. Highest Balance
Enter the amount of the highest balance for this vendor (+/- 99999999.99). Press Enter (CR) to initially default to 0.
8. Month-To-Date Invoices, Payments, Disc. Taken, Disc. Allowable
Enter the total amount of month-to-date invoices (+/- 99999999.99). Press Enter (CR) to initially default to 0.
9. Year-To-Date Invoices, Payments, Disc. Taken, Disc. Allowable
Enter the total amount of year-to-date invoices (+/- 99999999.99). Press Enter (CR) to initially default to 0.
10. Prior Year Invoices, Payments, Disc. Taken, Disc. Allowable
Enter the total amount of prior year invoices (+/- 99999999.99). Press Enter (CR) to initially default to 0.
2. Check Name
Enter the payee’s name that should print on the AP checks (up to 30 characters). Press Enter (CR) to default to the vendor’s name.
3. Country
Enter the vendor’s country.
4. Address
Enter the first address line to print on the AP checks (i.e., remit-to address) (up to 30 characters). Press Enter (CR) to default to address 1 of the vendor.
5. City
Enter the city name (up to 15 characters).
6. State
Enter the state name using the two-character designation provided by the post office.
7. Zip code
Enter the zip code (up to 10 characters).
8. Final Address Line
Enter the final address line for the vendor’s address (up to 30 characters). Press Reset default to the city, state and zip entered in the previous fields. The Final Address Line may be used for international addresses and will be used for all printouts instead of city, state and zip.
9. Tax Exempt #
Enter your company’s tax-exempt number applicable for this vendor (up to 10 characters). Tax-exempt numbers may vary by state. This number prints on any purchase order for this vendor so that you are not charged tax.
10. TIN
Enter the vendor’s 1099 Tax Identification Number (up to 12 characters). This is used to print on the 1099 forms for sales more than $400. This number is most often used for contract labor situations.
11. Terms Code
Enter the terms code for this vendor (up to 5 characters). The entry must be a valid terms code. Press F2 to search.
2. Our Customer #
Enter your customer number from this vendor (up to 10 characters). It should be the number this vendor has assigned to you for their records.
3. Vendor Class
Enter the vendor class (up to 3 characters). The entry must be a valid vendor class. Press F2to search.
4. GL Table
Enter the GL posting table to which this vendor belongs (up to 3 characters). The entry must be a valid AP general ledger posting table. Press F2 to search.
5. Doc Group (document group)
Enter the normal document group for this vendor (up to 2 characters). Document groups are optional and this field may be skipped.
6. Ship-From
Enter the normal (default) ship-from number for purchase orders for this vendor (up to 5 characters). Press Enter (CR) to default to SAME meaning this ship-from name and address is the same as the vendor’s name and address. If the number is not SAME, the screen will display the number. After the vendor record is entered, the ship-from number and address should be entered in the Ship-From F/M program in purchase orders.
7. Default Freight
Enter the default freight code for this vendor. This freight code is used as the default for warehouse-ship purchase orders created in PO Entry and PO Receipt Entry programs. You can select from: B-Bill Later, C-Collect, P-Prepaid, A-Prepay/Add.
8. Perm/Temp (Permanent/Temporary)
Enter whether the vendor is Permanent or Temporary. Temporary vendors who have a zero balance are removed during the End-of-Period Update. The temporary vendor numbers may be reused. Press Enter (CR) to initially default to P.
9. Temporary Item Lead Time
Enter the default lead time for temporary items. This field represents the default lead time for this vendor for temporary items for use in determining when to release a request on a blanket sales order. This value can be overridden during blanket sales order entry. Press Enter (CR) to initially default to 0.
10. Message
Enter a message if desired (up to 30 characters). This message only appears on the screen during document entry programs.
11. Def Action for Customer Returns
Specify the default for the handling of items purchased from this vendor that are being returned through the CRS system: W - Return to Warehouse, R - Return to Vendor for Replacement, C - Return to Vendor for Credit, S – Scrap, or P - Repair. This is the default when a new customer return is created.
12. Vendor Return Consolidation Warehouse
Specifying a Vendor Return Consolidation Warehouse here indicates that returns from the customer to other warehouses are transferred to the consolidation warehouse prior to being returned to the vendor. Leaving this field blank or using F3-None means that each warehouse handles its own returns to the vendor.
13. Active
Indicate whether the vendor is active. If N is entered, no processing is allowed for this vendor (i.e., no checks may be processed and no documents may be entered). Press Enter (CR) to initially default to selected.
12. On Hold
Indicate whether to place the vendor on hold. If selected, no checks may be written to this vendor. Press Enter (CR) to initially default to unselected.
13. Use Ledgercards
Indicate whether to store ledgercards for this vendor. Press Enter (CR) to initially default to the value set for the Use Vendor Ledger Card checkbox on the General screen of AP Static Control F/M.
14. Store Past POs
Indicate whether to store past purchase orders for this vendor. Press Enter (CR) to initially default to selected (yes).
Vendor F/M Costing Screen
2. Default Cost Class Prompt
Enter the default cost class. Press F1 for no cutoff date. Press F2 to search, or F4 to backup. If your company does not use costs classes for cost contracts, enter None in this field.
3. Cost Hierarchy Prompt
Enter the cost hierarchy types. You can select from: S=Standard PO cost, I=Contracts for specific items, C=Contracts for items in a cost class, or A=Contracts for all items. Press Enter (CR) to default to I+C+A+S. Press F1 for None or F4 to backup.
4. Use Lowest Cost
Select the Use Lowest Cost checkbox to indicate you want to ignore the cost hierarchy and use the lowest cost the system can find.
Vendor F/M User-Defined Screen
Many users have a few pieces of information about customers, vendors, and items that are unique to their business that they would like to enter into FACTS for reference purposes. The User-Defined screen displays user-defined fields in the major file maintenances and makes them available in FACTS Inquiry programs for information only. There are 5 user-defined fields available to any user that has access to Vendor F/M. You will be able to configure these fields within the following constraints: If the user has administrator privileges for User-defined Fields setting on the Security tab of User Code F/M (SMF410): Each field can be designated by a type--text, numeric, validated list, and date, as well as a label that can be edited in the F/M to create custom labels for each field. This allows the user to have a meaningful label other than "User Defined 1" and so on.