Vendor Master Maintenance

Program/Screen: IP120T/IP120T02

Description:

Use this screen to enter the main details for a vendor master record such as the vendor's name, contact name, payment terms, and general ledger distribution accounts.

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• Navigation

• Fields

• Function Keys

Navigation

Access this screen by entering a vendor number on the Vendor Master Maintenance - Launch screen.  Enter the main details for the vendor such as their name, contact information, federal tax ID number, and general ledger distribution accounts.  Use the various function keys to enter additional information for the vendor such as address, multiple contacts, and comments.

Unique Vendor Master Maintenance Screens

Vendor Master Maintenance - Launch

Vendor Master Maintenance

Vendor Maintenance - Address Information

Vendor Maintenance - Contacts Information

Vendor Maintenance - Vendor Orders

Vendor Maintenance - Extended Information

Vendor Maintenance - Bank Information

Vendor Maintenance - Totals

Additional Program Screens

Vendor Comments Maintenance

Fields

Vendor Number

Displays the number of the vendor you are updating or adding.

Alternate Vendor Number

Enter an alternate number for this vendor that you can use as a cross-reference with other systems you use to process purchase orders or accounts payable.

Type

Enter a user-defined code that categorizes the vendor.  This is code VT that is set up in Cross Application Maintenance.  If you do not know the code, press F4 to search for it.

Sequence Name

Enter the vendor's name that is used by the Vendor Search program.  If this name is the same as the one that you want to print on accounts payable checks, leave the field blank, and the system will populate it with the name you enter on the Extended Information screen.

DO NOT change the name in this field when there are open invoices for the vendor.  Accounts payable checks are sorted and printed by this name, so if it is changed when there are open invoices, some checks will print with the old sequence name, and some will print with the new sequence name.

Group

Enter a user-defined code that further categorizes the vendor for analysis and reporting purposes.  You can also choose invoices to pay by vendor group code in the Payment Selection program.

This is code VG that is set up in Cross Application Maintenance.  If you do not know the code, press F4 to search for it.

National Account

Indicate whether this vendor acts as a national account for other vendors in your system.  A national account is similar to a parent-child relationship where the national account receives all payments made to the child vendors.

Name (Printed)

Displays the vendor name that was entered on the Extended Information screen.  This is the name that prints on accounts payable checks and on reports.  If the Sequence Name field is left blank, this name is populated in that field.

Region

Enter the region that purchases from this vendor.  Based on settings in the CXVNDI control record, the system checks the Region and Location settings in the vendor master record during vendor search to determine which vendors to display in the results list.

Location

If applicable, enter the location that purchase from this vendor.  Based on settings in the CXVNDI control record, the system checks the Region and Location settings in the vendor master record during vendor search to determine which vendors to display in the results list.

Address

Displays the street address for the vendor that was entered on the Extended Information screen.

Date Opened

Displays the date the vendor master record was created.

Require Purchase Order

Indicate whether a purchase order is required to place an order with this vendor.

Send Purchase Order

Indicate whether purchase orders must be physically sent to the vendor to place an order.

City/State/Zip

Displays the vendor's city, state, and postal code that was entered on the Extended Information screen.

Monetary Limit

If applicable, enter the amount that represents the monetary limit for ordering from this vendor.

Phone Number

Displays the main telephone number for the vendor as entered on the Extended Information screen.

Alternate Phone Number

Displays an alternate phone number for the vendor.

Fax Number

Displays the fax number for the vendor as entered on the Extended Information screen.

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Contact Name

Enter the name of the main contact for the vendor.  Use F17 (Shift + F5) to enter information for multiple contacts.  If you do not enter a name here, the system populates the field with the first name you enter on the Vendor Maintenance - Contacts Information (F17) screen.

Tax Percent

If applicable, enter the percent of tax applied to a purchase order placed with this vendor.

Account Number

Enter the account number the vendor has assigned to your organization.

Default Number of Days for a Purchase Order

Enter the average number of days it takes to receive an order from this vendor once the purchase order has been placed.  This number is used to calculate reorder quantities for items that use the EOQ (economic order quantity) reorder point method.

Resale Card Sent

Indicate whether a resale certificate was sent to the vendor.  A resale certificate indicates that your organization will be reselling what they purchase from the vendor; therefore, all purchase should be tax exempt.

Date Sent

If a resale certificate was sent to the vendor, enter the date that it was sent.

Last Price Change

Enter the date that the most recent price update from the vendor was received and entered in the system.

Term Days

Enter the number of days in which payment must be sent to the vendor once an invoice is received.  When entering a vendor invoice in the Accounts Payable application, if the Due Date field is left blank, the system adds the number of days in this field to the invoice date to determine the due date.

The value entered in this field defaults in the header of purchase orders for this vendor, but it can be changed on a purchase order by purchase order basis.

Federal ID Number/VAT Number

Enter the vendor's federal tax ID number.  This number is printed on 1099 forms.

For vendors outside of the United States, this is the vendor's value-added tax (VAT) number.

Send 1099

Indicate whether this vendor should receive a 1099 tax form at the end of the year.

Payment Terms

Enter the payment terms the vendor has set for your organization.  Payment terms state when an invoice amount is due and what discount percentages are given.

Last Payment Date

Displays the date of the last payment made to the vendor.  The date is updated when a payment is processed for this vendor using the Print Checks/Disburse Cash program in Accounts Payable.

Additional Terms

If applicable, enter information regarding additional payment terms the vendor has set up for your organization.

Discount Days

Enter the number of days your organization can take to pay the vendor's invoice and still receive the discount in the Discount Percentage field.

Discount Percentage

Enter the discount percentage your organization can take on a vendor's invoice when they pay the invoice within the number of days in the Discount Days field.

Organization Number

For European vendors, enter their unique business identity code that is integrated with credit history.

Business Entity

Enter the code that represent the vendor's business entity type such as corporation or limited liability partnership (LLP).  If you do not know the code, press F4 to search for it.

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Cash Account Number

Enter or accept the general ledger account to credit when cash is disbursed via the Print Checks/Disburse Cash program to pay invoices from this vendor.

Discount Date Same as Due Date

Indicate whether the discount date for this vendor is the same as the due date.  This information is used in Accounts Payable when the vendor invoice is entered.

General Ledger Distribution

Enter up to five general ledger accounts typically used for this vendor to default into the invoice entry screen in Accounts Payable.  These accounts can be added to, changed, or deleted during invoice entry.

Accounts Payable Account Number

Enter the default general ledger account number to use as the accounts payable trade account for this vendor.

Require Delivery Note

Indicate whether entering a delivery note/comment is required when receiving items on a purchase order from this vendor.

Payment Method

Enter the code that represents the method of payment your organization typically uses with this vendor.  If you do not know the code, press F4 to search for it.

These payment method codes (type VP) are different from the ones used for accounts receivable transactions (type PC).

Vendor Option/Debit

This field is used only for French accounting.  Enter Y if this vendor can only use a non-cash accounting VAT code on a purchase order or an A/P invoice.

Function Keys

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