1. Click Accounts Payable>Inquiries>Vendor Inquiry.
2. Specify the vendor.
Select whether to sort vendor records by vendor number, alpha lookup or contact.
Click Options>Filter Values if you want to limit the number of records in the inquiry browser.
3. Select a view.
View descriptions
General Displays 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.
Click:
Codes to display code information including vendor class, terms code, freight code and general ledger posting table.
Contacts 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).
Check to display the financial institution’s address for the check.
Contacts to display phone numbers, contacts, email addresses, customer company website, and any message entered about the customer (on the Customer F/M Invoicing screen).
Activity Displays 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, highest balance amount and 1099 balance.
Check History Displays 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.
Select:
Archived Chk to view the check in the archive. If the 'check' is electronic (type of A for ACH, or type of W for Wire) then there is no check, but, if the voucher was archived, then electronic voucher in the archive is displayed.
Line Detail to view the details of an AP transaction that was paid by this check.
On the Line Detail screen the browser displays columns for: Document #, 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 of the transaction is open, the system displays the same window 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 status of the transaction is deleted, the Doc Detail button will be disabled.
Open Documents Displays open documents, from oldest to newest, for the selected vendor. Summary information includes document number, document type (Invoice, Non-invoice), purchase order number, register number, entry period, date entered, date due, original amount and current amount.
Getting more information on an open document: in the view area, select the line and click Line Detail.
Detail information displays summary plus the memo, original and current discount amounts and any transactions against the open documents. Transaction information includes sequence number, transaction date, entry period, register number, payment and discount amounts and memo.
Paid Documents Displays, for the vendor selected, paid documents that have been removed from the open documents file by the Document Removal Register. Information includes document number, original amount and discount, entry period and register number, document removal register number, last check number and purchase order number.
Getting more information on a paid document: In the view area, select the line and click Line Detail or double click the icon at the beginning of that line.
Detailed transaction information includes sequence number, transaction date and period, register number, payment amount, discount amount and a memo. Memo information displays check type (Manual, Regular) and check number.
1099 Reporting Displays 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 Displays all ledgercard information for the selected vendor. The inquiry lists ledgercards from newest to oldest by default. To view oldest to newest: Click the Date column header. (You can also click on any other column header to resort ledgercards.)
In either order, select the beginning date to view. Information includes date, debit amount, credit amount, balance, transaction register name, document and register number.
Click View Doc at the bottom of the screen to display additional document detail information. The system checks to see if detail info exists for currently highlighted ledgercard line for its transaction type. For AP ledgercards there are 4 transaction types: B – Begin Balance, E – Doc Entry Register, C – Check Register, and V – Vendor Balance. Only ledgercards of type E will result in a drill down to. Doc Entry Register type documents display additional either the Open Docs line detail window (API614) or the Paid Docs line detail window (API615).
Notes Displays notes for the specified vendor. In the browser in the lower portion of the screen the system displays the date the note was created, note category, urgent note indicator, and subject. You can double click a note line in the browser to display the View Note screen, which lists the note subject and text, note type, category, date created, and date edited.
You can access the Notes Entry (SME710) program from the Options-->1 Vendor Note Entry to enter or modify notes for the specified vendor.
User-Defined The data that displays on the User-Defined view of Vendor Inquiry comes from the User-Defined view of Vendor F/M (APF910). 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 view displays user-defined fields entered the major file maintenances and makes them available in FACTS Inquiry programs for information only. There are 5 user-defined fields that can be entered on the User-Defined screen of Vendor F/M (APF910). There user-defined field must first be configured by a user that has administrator privileges for User-defined Fields setting on the Security tab of User Code F/M (SMF410).
RM Contacts Displays contact information in the optional Relationship Management module.
Doc Routing Displays document routes for the specified vendor.
Note: The Line Detail screen from the Open docs and Paid Doc History and Check History views of Vendor Inquiry contain GL Posting, 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.
4. When you are finished reviewing information for vendors, click Exit.