Help:AP1-Edit Vendor

Adding a Vendor

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The window titled Adding a Vendor is used to add a new vendor to the Vendor Master File. The window titled Changing a Vendor is used to change information for an existing vendor in the Vendor Master File.

Please note there are four different windows of information for each vendor (General, Memo, Extra Phones, and YTD Amounts). Each window of information may be accessed by pointing your mouse cursor to the appropriate tab at the top of this window and left-clicking your mouse one time. Following is an explanation of the information on each of these windows:

GENERAL:

Active: Check this box if this is an Active vendor. Uncheck this box if this is a vendor that you no longer use.

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.

Important: The Print Checks > All Vendors option on the Transactions Pull-Down Menu will not 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".

[ Reverse Name ] Press this button 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:

• U. S. Zip Code: 12345 (5 digits), 123456789 (9 digits without dash), or 12345-6789 (9 digits with dash)
• Canadian Zip Code: A1B 2C3 (6 Characters with space) or A1B2C3 (6 Characters without space)
• Then press the Tab Key or drop down button to the right of this field to activate the corresponding U.S. (ZIPCODE.TPS) or Canadian (ZIPCAN.TPS) zip code lookup file. 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. Press the drop down button to the right of this field to view the existing Postal Codes. For additional information, see Select Postal Code.

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 at the top of this window.

Category: Enter the user-defined category for this vendor. The description of the category will be displayed to the right of this field.

The usage of this field is totally up to the user. It may be used to sub-group the vendors. It is also a valid selection field when printing mailing labels. Press the drop down button to the right of this field for a listing of the current categories.

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 drop down 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.

[ Print ] Press this button to print a report of the information in the Vendor Master File for this specific vendor.

[ Add ] This button will be available only if you pressed the [Insert] button on the Vendor Master File Maintenance window. Press this button to add this new vendor to the Vendor Master File. NOTE: This [Add] button will save any data entered on the General window or on the Memo window. Since the Extra Phone Numbers and YTD Amounts reside in separate data files, this [Add] button does not control the addition of information to either of those files.

[ Save ] This button will be available only if you pressed the [Change] button on the Vendor Master File Maintenance window. Press this button to save any changes made to this vendor's information in the Vendor Master File. NOTE: This [Save] button will save any data entered on the General window or on the Memo window. Since the Extra Phone Numbers and YTD Amounts reside in separate data files, this [Save] button does not control the addition of information to either of those files.

[ Cancel ] Press this button to close this window and return to the Vendor Master File Maintenance window. This [Cancel] button will cancel any data entered on the General window or on the Memo window; however, it will not cancel data entered on the Extra Phones or YTD Amounts windows as that data resides in separate data files. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.

[ Mail Label ] Press this button to print a mailing label for this specific vendor.

Controls: The Controls tab will open a window where you setup the following controls for this vendor:

Terms: Enter the standard number of days that this vendor gives you to pay the invoice. This field will be added to the Invoice Date when invoices are recorded to derive the Due Date for the invoice. The normal is 30 days.

Use Discount: Check this box if this vendor offers a discount for early payment. The fields to the right will become available if this Use Discount box is checked. You must then complete those fields as appropriate for this vendor.

Discount Type:  %-Percentage or $-Dollar Amount This field will only be available if the Use Discount box is checked. Select the appropriate Discount Type that this vendor offers.

Discount Rate: This field will only be available if the Use Discount box is checked. Enter the appropriate discount percentage rate or discount dollar amount for this vendor.

If paid with ___ days: Enter the number of days that you have to pay this invoice in order to qualify for the discount.

Send 1099: Check this box if you need to send a Forms 1099-MISC to this vendor. The fields to the right will become available if this box is checked. You must then complete those fields as appropriate for this vendor.

SSN/EIN: Enter the Social Security Number or Employee Identification Number, as appropriate, for this vendor.

Box on 1099: You must enter the appropriate Box # in which the totals payments to this vendor should print on the 1099 Form. Press the drop down button to the right of this field to view the available options.

The MoverBiz System only prints Forms 1099-MISC. All other types of 1099 forms (INT, etc.) must be manually prepared.

IMPORTANT: Forms 1099-MISC for Commission Agents MUST be printed in the Commissions Manager module, NOT in the Accounts Payable Manager module.

Use for Description on Check Stub: You have several options as to what Description will print on the check stub for this vendor. Click on the option you desire to mark that selection.

Print Account Number on Check Stub: Check this box if you want the Account Number found on the General screen for this vendor to be printed on the check stub.

MEMO: The Memo tab will open a notepad where you may enter any notes regarding this vendor.

Extra Phones: The Extra Phones tab will open a window where you may view the additional contact persons and their various phone numbers. This window will allow you to add a new contact person, change an existing contact person, or delete an existing contact person and his/her contact information. NOTE: You may have as many additional contacts/phone numbers as needed. NOTE: These extra contacts and phone numbers actually reside in a separate data file named Extra Vendor Phone Numbers File (AP1D09.TPS).

[ Insert ] Press this button to add a new additional contact person and his/her phone number to the Extra Vendor Phone Numbers File. This will open a window titled Adding an Extra Phone Number. For additional information, please see Update the Vendor Extra Phones File.

[ Change ] Press this button to change the information for the highlighted contact person in the Extra Vendor Phone Numbers File. This will open a window titled Changing an Extra Phone Number. For additional information, please see Update the Vendor Extra Phones File.

[ Delete ] Press this button to delete the highlighted additional contact person and phone number from the Extra Vendor Phone Numbers File. This will open a window titled Removing an Extra Phone Number. For additional information, please see Update the Vendor Extra Phones File.

YTD Amounts: The YTD Amounts tab will open a window where you may view the total amounts which have been paid to this vendor during each year represented in the MoverBiz system. All MoverBiz programs modules utilize continuous posting. Each amount is kept in its own proper year and updated continuously. NOTE: These year-to-date amounts actually reside in a separate data file named Vendor YTD Amounts Paid File (AP1D10.TPS).

[ Insert ] Press this button to add a new YTD Amount. This will open a window titled Adding a Vendor Year. For additional information, please see Update Vendor YTD Amounts File.

[ Change ] Press this button to change the highlighted YTD Amount. This will open a window titled Changing a Vendor Year. For additional information, please see Update Vendor YTD Amounts File.

[ Delete ] Press this button to remove the highlighted YTD Amount. This will open a window titled Removing a Vendor Year. For additional information, please see Update Vendor YTD Amounts File.