or press the Scan key to review the records
currently on file and select one for editing or viewing.Use this function to enter records into your Vendors master file. This file contains basic information about each vendor such as name, address, phone number, and contact as well as invoicing information such as terms, payment status, and credit limit
The Vendors (Basic Information) Screen, shown in Figure 4-6 below, appears
when you select Vendors from
the File Maintenance Pulldown
Menu. You normally enter this function in Inquire mode but you can
change mode by using the mode icons on the toolbar or the mode function
keys. Since Change mode places a hold on the selected record, use Change
mode only when you intend to change data. If desired, in key entry, you
can click on or press the Scan key to review the records
currently on file and select one for editing or viewing.
Figure 4-6. Vendors (Basic Information) Screen
This screen contains the following fields grouped by sections:
Enter a unique number for this vendor, up to 8 digits in length. This number will be used throughout the system to identify the vendor.
Enter an alphanumeric code, up to 8 characters in length, for use in sorting vendor records alphabetically during report and check processing. This field is also used as an `access key' for selecting vendor records during Scan operations. You may want to use the first portion of the vendor name or a similar convention for this purpose.
Select "yes" or 
if this vendor number is
used to signify a miscellaneous vendor; otherwise, select "no"
or 
. The initial default is "no".
Miscellaneous vendor records are normally used for one-time vendors in order to avoid having to create individual master file records for such vendors. Whenever a miscellaneous vendor number is used during invoice and hand check entry, you will be asked to enter the actual name and address. Note that Vendor History data is kept by vendor number, not separately for the actual vendors sharing a given miscellaneous vendor number. However, you can define more than one miscellaneous vendor.
Enter the name of the person to be contacted when communicating with this vendor (up to 15 characters in length).
Enter the vendor's phone number, up to 14 characters in length.
Enter the vendor's fax number, up to 14 characters in length.
The vendor's name and address will be formatted for printing on checks in accordance with the Address Format specified for the vendor's country in Countries File Maintenance (accessed from the Utilities pulldown menu on the main application menu). Country is also used to customize the labels on this screen for region and postal code.
Enter the name of the vendor, up to 30 characters in length. This name will generally appear next to the vendor number field whenever it is displayed on other screens and reports. If this is a miscellaneous vendor, it may be helpful to enter "Miscellaneous Vendor" for the name here. When you use a miscellaneous vendor number during invoice or hand check entry, you must specify the vendor's actual name at that time.
Enter up to two lines of address, up to 30 characters in length. You may want to enter the shipping address in the first line and the mailing address in the second line.
Enter the vendor's city, up to 20 characters in length.
Enter the vendor's region, up to 10 characters in length. If the vendor's country is the one defined as USA Country in the System Parameters record, enter the standard 2-letter FIPS state abbreviation (as defined in the States table in the System Parameters record).
The screen label for this field is customized according to the Region Label specified for the vendor's country in Countries File Maintenance.
Enter the vendor's postal code, up to 10 characters in length.
The screen label for this field is customized according to the Postal Code Label specified for the vendor's country in Countries File Maintenance.
Enter the vendor's country, up to 20 characters in length. If entered,
this country must be defined in Countries File Maintenance (accessed from
the Utilities pulldown menu on the main application menu). You can click
on or press the Scan key to find an appropriate entry. If
no country is entered, country is assumed to be the Country
system default specified in the System Parameters record.
When printing checks for non-miscellaneous vendors, the vendor's address will be formatted according to the Address Format instructions specified for the vendor's country in Countries File Maintenance. Screen labels for region and postal code on this screen are also customized according to the vendor's country.
If desired, enter a code for the type of vendor this is. If entered,
this code must be on file in the Vendor
Types file. You can click on or press the Scan key
to find an appropriate entry. The system displays the vendor type description
so that you can verify your entry.
Vendor type can be used to categorize vendors. Many reports and updating functions can be sorted and selected using the vendor type.
Enter the vendor's social security number only if payments to the vendor should be reported to the IRS on the 1099-MISC form and you intend to generate a 1099 for the vendor. If you have an entry in this field, the system will automatically include this vendor in 1099 form printing and will report all disbursements to the vendor for the year on the 1099-MISC form.
If the vendor is a miscellaneous vendor, this field must be blank.
If you plan to submit 1099s on magnetic media, enter a bank account number for the vendor, up to 20 characters in length. It may be a checking or savings account number, or any other unique combination of characters. Using a vendor's Social Security Number is NOT recommended. This field is informational only within the Accounts Payable application.
Select "yes" or if a corrected 1099 is needed
on magnetic media for this vendor; otherwise, select "no" or
. The initial default is "no". This field is
informational only within the Accounts Payable application.
If desired, enter any pertinent information relating to this vendor, up to 237 characters in length. This text is displayed on several inquiries and reports.
Press ENTER or click 
or the Save
button to save the information on this screen. If any information has
changed, the system may redisplay the screen to show any new or changed
system-supplied items or to report any error or warning messages. If so,
the current screen has not yet been saved; you must address any concerns
and press ENTER or click or the Save
button again. To exit without saving, press END or click 
or the Cancel
button.
When you save this screen, the system will automatically present the Vendors (Invoicing Information) Screen in Add mode; otherwise, you can click on the Invoicing Info button to access it. Also, if the Research button is enabled, you can click on it to access the Vendors Researching Overlay. Clicking on either button first saves the current screen if applicable.
The following icons are also available for use on the toolbar (unless disabled in Add mode or until a record has been selected):
List Vendors:
See Vendors List for further information.
Display Vendor Audit
Info: See Audit
Info for further information.
Click the appropriate icon to perform the desired operation (which first saves the current screen if applicable), after which you will return to where you are.