View source for Help:AP1-Edit Vendor General Tab

__NOTITLE__
{{Page title|Edit Vendor General Tab }}

This tab contains the Basic information about this Vendor.

'''Active:'''   Check this box if this is an Active vendor.  Uncheck this box if this is a vendor that you no longer use.  Inactive Vendors will not appear in the pick lists.

'''Hold Payment:'''   Check this box if you wish to hold all payments to this vendor.  It is possible that this vendor owes you some money and you want to hold any payments made to this vendor.  

'''Note:''' The Print Checks > All Vendors option on the Transactions Pull-Down Menu will not automatically print checks for vendors which have this box checked.  However, the Print Checks > One Vendor option will print checks for vendors which have this box checked.  Therefore, if you need to issue an A/P check to a vendor who has a check in this Hold Payment box, then you must either temporarily remove the check from this Hold Payment box, OR you can issue a check to the vendor by using the Print Checks > One Vendor option.

'''Vendor:'''   This is the number by which this vendor is uniquely identified.  This field will accept any number between 1 and 999,999.

'''Name:'''   Enter the name of the vendor exactly as you wish it to appear on the checks.

'''Sort-Locator:'''   Enter the name of the vendor exactly as you wish it to appear on an alphabetically sorted listing.  For example, vendor Virginia Wolf would have a name of "Virginia Wolf", but a sort-locator of "Wolf, Virginia".  Vendor General Motors would have a name of "General Motors" and the sort-locator would also be "General Motors".  Press the button just to the right of this field to automatically reverse the name in the Sort-Locator field.  For instance, Virginia Wolf will be reversed to Wolf, Virginia.

'''Address:'''   Enter the mailing address for this vendor.  Please note there are two lines available for this address.  This address will print on the checks.

'''Zip Code:'''   Enter the appropriate U.S. or Canadian zip code in one of the following formats:
<ul>
<li>	U. S. Zip Code:  12345 (5 digits), 123456789 (9 digits without dash), or 12345-6789 (9 digits with dash)

<li>	Canadian Zip Code:  A1B 2C3 (6 Characters with space) or A1B2C3 (6 Characters without space)
</ul>
	Then press the '''[[Help:Common-ZipCode_Locations|View Button]]''' to the right of this field to activate the corresponding U.S. or Canadian zip code lookup file if they have been installed.  If you have entered a valid U.S. zip code, then the City, State, and County combinations which share this zip code will be displayed on the screen.  If you have entered a valid Canadian zip code, then the City, Province, and County combinations that share this zip code will be displayed on the screen.  If you select one of these combinations, then the City, State (Province), and County (if applicable) fields will automatically be filled in for you.  This saves typing time and ensures accuracy in the spelling of the City, State (Province), and County.  

'''NOTE:'''  If you enter an invalid zip code format, then a window will appear that will explain the valid formats that are recognized by our system.

'''City:'''   The system will automatically enter the appropriate City in this field based on the selection you made from the zip code lookup file.  This will print on the checks.

'''State:'''   The system will automatically enter the appropriate Postal Code (State for U.S. or Province for Canada) in this field based on the selection you made from the zip code lookup file.  This will print on the checks.  The name of the State or Province will be displayed in the '''[[Help:Standard-Drop_Box|Drop Box]]''' to the right of the state.  The state or province can also be selected from this drop box.

'''Country:'''   Enter the country, only if this vendor is out of the country.  This will also print on the checks.

'''Contact:'''   Enter the name of the primary contact for this vendor.  Additional contacts may be added by using the [Extra Phones] tab at the top of this window.

'''Phone Number''':   Enter the primary phone number for this vendor.  Additional phones may be added by using the [Extra Phones] tab.

'''Vendor Type:'''   Enter the user-defined Type of this vendor.  The description of the Vendor Type will be displayed in the '''[[Help:Standard-Drop_Box|Drop Box]]'''.  Additional Vendor Types can be added using the Vendor Types Maintenance selection in the File pull-down Menu.

'''Account Number:'''   Enter the specific account number which this vendor has assigned to your company.  This is an informational field only.

'''Default G/L Number:'''   Enter the standard general ledger expense account to which this vendor's invoices are usually posted.  This account will be used by the Record Invoices program as the default General Ledger account.  To view a list of available general ledger accounts, press the '''[[Help:Common-Select_GL_Account|View Button]]''' to the right of this field.  

'''NOTE:'''  You may override this default general ledger account number when recording invoices.

'''Print Flag:'''   This is a user-definable grouping flag.  Its only usage is for selecting the mailing labels to be printed.  Mailing labels can be selected for any or all print flags used.

'''Last Activity Date:'''   This field displays the last time that an activity took place for this Vendor.  An activity is either the recording of an invoice or the printing of a check for this vendor.

'''[ E-mail Addresses ]'''   Press this button to open a window titled E-Mail Addresses that will allow you to attach multiple e-mail addresses to this vendor.