Vendor Inquiry (API610)

How To

Use the AP Vendor Inquiry program to view vendor information. Access this program by clicking Accounts Payable>Inquiries>Vendor Inquiry.

Program Details

When you first access Vendor Inquiry, the upper portion of the screen contains a Go to field, which is used locate specific vendors. The Go to field is case sensitive. This means that if you enter v100 to lookup a vendor number when someone entered it as V100, the customer record you are looking for will not appear in the browser.

You can select the Filters icon if you want to limit the number of records that appear in the inquiry browser. Choose Option-->Filter Values.

Sync Feature

Sync is a method of connecting the entry programs with information displayed in customer, item and vendor inquiries. It is a helpful feature because it enables you to get real-time information such as customer balances, vendor balances and warehouse quantities, while you are working in entry programs.

You can sync to change or update the information displayed in this inquiry. When you use the  

Inquiries are synchronized on a per user basis. In other words, if you are signed on to FACTS in one window with one name and signed on in another window with another name, it will appear as if the Sync function is not working.

Processing

The Activity view displays by default. From the Windows menu, you can select other windows of information to open.

The Vendor Inquiry program you can access seven views of information in the lower portion of the screen. The available views are:

• Activity, which is used to display vendor activity information including month-to-date, year-to-date and prior year figures for invoices, payments, discounts taken and allowable discount. Also included are the account opening date, last invoice date, last payment date, highest balance date, and highest balance amount .
• Check History, which is used to view check history for the selected vendor. Information displayed on this view includes: Check #, Bank, Check date, Check type, Check amount, and Register #. The view can be sorted by: descending check number, ascending check number, descending check date, and ascending check date. You can select:
  Archived Chk to view the check in the archive. If the check is electronic (type A for ACH or type W for Wire) then there is no check viewable in the archive but if the voucher was archived, then the electronic voucher is displayed.
  Line Detail to view details of an AP transaction that was paid by check. On the Line Detail screen the browser displays columns for: Document #, Line Status, Original amount, Document date, Current Amount, Transaction date, Payment amount, Discount amount, Memo, PO #, and Branch.
  Doc Detail to display information that varies by document status. If the status is open, the display is the same as the line detail of the Open Docs view. If the status of the transaction is past, the system displays the same window as the line detail of the Paid Docs view. If the transaction status is deleted, the Doc Detail button is disabled.
  
• Code information, which is used to display code information including vendor class, terms code, freight code and general ledger posting table.
  
• Contacts, which is used to display phone numbers, contacts, email addresses, customer company web site, and any message entered about the customer (on the Customer F/M Invoicing screen).
  
• General information, which is used to display general information including phone number(s), contact(s), message, vendor status, our customer number, our tax exempt number, normal document group, 1099 ID, ship-from, store past PO’s flag and use ledgercards flag.
  
• Open/detail documents, which is used to display open documents, from oldest to newest, for the selected vendor.
  
• Paid documents, which is used to display, for the vendor selected, paid documents that have been removed from the open documents file by the Document Removal Register.
  
• Payment history, which is used to display the total of all payments made to the vendor for the next period, current period and the 26-prior periods.
  
• 1099 Reporting, which is used to display the 1099 balance and printing details for the last print for each reporting year. The print details include the print time, date, printer, user that printed the vendor's 1099, and whether the last print was a reprint.
• Ledgercards, which is used to display all ledgercard information for the selected vendor.
  
• Notes, which is used to view notes for the specified vendor.
  
• User-Defined, which is to display any user defined fields entered on the User Defined tab of Vendor F/M (APF910).
  

Line Detail Screen

The Line Detail screen from the Open docs and Paid Doc History and Check History views of Vendor Inquiry contains the GL Posting button, which is enabled when the transaction highlighted in the browser is one that allows for drill back from the source document to the GL posting that was created by the register. If the GL posting records can be found, then the inquiry will display defaulting to showing transactions for this document only.

GL Drill Down for Document Adjustments

For Document Adjustments, a drill down to GL is available from the Line Detail Screen from the Open Docs and Paid Docs views of AP Vendor Inquiry. In the browser of the Line Detail screen, you can highlight an adjustment transaction, right-click and see the option for GL Posting . The GL Drill down window shows the GL transactions created from the adjustment transaction. This right-click menu option is only available on adjustment type transactions.

GL Drill Down for Payment Transactions

For Payment Transactions, a drill down to GL is available from the Line Detail Screen from the Open Docs and Paid Docs views of AP Vendor Inquiry. In the browser of the Line Detail and Doc Detail screens, you can highlight an payment transaction, right-click and see the option for GL Posting. The GL Drill down window shows the GL transactions created from the payment transaction.

See also

Using Inquiries

Viewing vendor information