AP Vendors

Viewing/Editing an A/P Vendor Record

Open Accounting / Vendors / A/P Vendors

Key in the first 3-4 letters of the vendor name in the search box and hit the Enter key. Double-click the Vendor name or click the Edit button on the button bar to open.

Add a New Vendor

Search the vendor name first to make sure that it is not already in the system. If not found, click the New button at the bottom of the screen.

Enter Vendor Familiar Name and Phone and Fax numbers at the top

General tab

Select the Terms and Vendor Class and Enable EFT if applicable.

Terms

To apply discounts to terms, go to Setup/ Accounting / Accounts Payable / AP Terms.

The "COD - Payment Due on Delivery" term is linked to an Operator's bank permissions. If the Operator has permission for "COD Vendors Only", they can only print checks for Vendors with COD terms.

Invoices default to the Terms Code from the Vendor Master file. Only one terms code can be used on an AP Invoice.

When grouping multiple AP Invoices into a Payment Batch, the invoices must be on Terms by definition since they were not concurrently paid at that time.

For vendors that are always paid by credit card and at the same time concurrently, uncheck the "Paid on Terms" in the vendor master file and then choose a credit card when saving the AP Invoice.

Vendor Class

For Vendor Class, you will primarily be choosing between Operations (parts) and Overhead (equipment, utilities, etc), Vendor classes. This will tie to the A/P Vendor class tab on Operator Permissions and will also set up any Operations vendors for sourcing.
Credit Card and Employee are really the only two other options that are used, but les frequently. Crediit Cards and Employees can both be set up as vendors so that on the A/P invoice, you can choose them as a "Pay To" (for if a part is paid for by credit card or by an employee that you need to reimburse).

On the right-side, there are three checkboxes which automatically default to checked:

    -Paid On Terms: This allows checks to be written to this vendor. Unchecked means you will not be allowed to pay the vendor with a check.

   -Centralized Billing: This means that the vendor sends one statement for the whole company. Does the supplier treat you as a single customer or as several customers?

    -Require Invoice Number: checked- will not allow duplicates; unchecked- will allow duplicates.

Addresses Tab

Financial Categories tab

Under financial categories, you will select which financial categories are available on the AP Invoice screen to distribute costs when keying an invoice for this vendor.

Check the boxes to make the financial categories available for that vendor. Then select the default financial category from the drop down menu at the top of the screen. The default will automatically be assigned on any A/P invoices when entered for this vendor.

1099 Tab

Fill out the information under the 1099 tab to send a new vendor a W9. The address here will default to the address you enter in the Pay to section. If the address for sending the W9 is different, you can change it here.