Navigator Supplier File

Field Name

Description/Instructions

Supplier

Enter a three-character code for the supplier you want to inquire about, update, or add to the file. Try to use the first three characters of the supplier’s name or another meaningful three-character code.

Comments

Comments or additional information.

Use as Remit to

If the supplier has a different address for purchase orders than for remittance, use this field to use the alternate address screen for the remittance address.

Default Expense Acct#

The expense account number for this supplier. For suppliers, the account for Purchases or Trade Purchases is usually used. Each time an invoice for this supplier is entered in the Accounts Payable system, the default expense account number automatically appears.

If this supplier requires split-expense invoices, press F10 to go to the Supplier Template, which provides a table for you to enter multiple expense accounts, cost centers, and so on, as needed.

Discontinue Date

Leave blank unless your company stops doing business with this supplier. If so, enter the date on which your company stops doing business.

Supplier Template

Assign the supplier to a template. Supplier templates allow you to enter more than one default expense account number, branch, cost center, and instructions as to whether to suppress discounts for each expense line when entering invoices for this supplier.

If the invoices for this supplier are in a foreign currency, you can set up default exchange rate account numbers and cost centers for AP.

Note: Use of a supplier template is required for manifest reconciliation.

Default Cash Account

A cash account number entered as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires a cash account, other than the one set in the Company File, as the default. Use this field only under special circumstances, such as for a single company with multiple checking accounts.

Default Discount Account

A discount account number entered here as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires a discount account, other than the one set in the Company File as the default. This field should be used only under special circumstances, such as for a single company with multiple discount accounts because it has a foreign, as well as a domestic, payables account.

Default AP Account

An AP account number entered here as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires an A/P account other than the one set in the Company File as the default. Use this field only under special circumstances, such as for a single company with multiple A/P accounts.

Auto-PO Sort Code

This field affects the automatic purchase orders generated as part of the Reorder Reports System. It has the following optional values:

• 1 - Sort by Item Number

• 2 - Sort by Suppliers Item Number

• 3 - Sort by Pattern Name, then Item Number (common for laminates)

• 4 - Sort by Product Line followed by Supplier’s Item Number

• 5 - Sort by any of the sorts selected when running the reorder reports and auto-purchase orders.

If this setting is blank, the default setting automatically sorts purchase orders by item number.

Default FOB Code

Unless overridden by a FOB code entered on the order header screen, the code entered here will be the FOB code used on purchase orders for the supplier.

Note:  This field works in conjunction with the System Wide Setting - Options for Purchase Orders. If the setting Default File for FOB Code on PO in Order Entry is flagged to read the FOB code from the Supplier File, the FOB code is the default set in the Supplier File.

FOB codes are one-character codes that represent shipping freight terms. Example FOB codes are: include:

• C - Customer's warehouse

• F - Factory

• P - Port of entry

• W - Our warehouse

• 1 - Freight collect

• 2 - Freight prepaid

• 3 - Freight bill to follow

Note:   FOB codes are created using the Classification Codes File on the File Maintenance menu.

If this FOB Code is left blank, the FOB code in the Purchasing Account (Account 00001 in the Billto File) is used.

Supplier Type Code

This code works in conjunction with the Inventory Summary by G/L Account report (Menu GL Option 112) to categorize your receipts by supplier type. The following supplier type codes are available:

• blank - Leaving the field blank is the same as entering an R for a regular supplier.

• C = Inter-Company Supplier - Represents a supplier within your company. For example, another division or branch.

• R = Regular Supplier - A supplier outside of your company.

Note:  Codes are established via a system table, SUPPTYPECD.

Supplier Group Code

This field allows you to assign a supplier/vendor to a group. The Supplier group provides another level of organization of payments. For example, you can group vendors by the type of product or service they provide, and generate checks by group. You can set up groups for installers, import suppliers, domestic suppliers, etc.

Note:   Supplier/Vendor groups are established via the Supplier/Vendor Groups File.

Default BO

Enter 1 if you do not want to automatically issue a back order for unfilled quantities when receiving purchase orders. Enter 2 if you want to automatically issue a back order.

Lead Time

The average number of days between placing a purchase order with this supplier and receiving the merchandise. This field is for information or reference only. The Purchasing System only uses the lead time (delivery time) from the Product Line and Item Files.

Hold/Force #

This field can provide a powerful tool for automatically paying vendor invoices. There you will see a payment option for automatically paying bills for all vendors through a given vendor invoice date or due date. Sometimes you want to pay certain vendors a little later or earlier than others, based on your knowledge of the vendor’s expectations or systems. You can use this field to let the system know which vendors should be paid earlier or later. A positive number in this field tells the system to hold, or pay later, by the number of weeks you specify. A negative number tells the system to force, or pay early, by the number of weeks you specify. By assigning Hold/Force#s to all vendors you can create a flexible and automatic payment schedule for each supplier/vendor.

For example, 03 in the Hold/Force# field of a certain vendor has the following effect: If you automatically pay all vendor bills through May 31, this vendor’s bills will be paid only through May 10th. This vendor’s bills are held three weeks longer. An entry of 03- (negative three weeks) causes this vendor’s bills through June 21 to be paid. These bills are forced into being paid three weeks early.

Furthermore, you can enter a “99” to hold all payments from the supplier or vendor until removed. This applies to check runs pulled by the company or vendor. Essentially this code stops any bills from being paid by the check writing programs. The only way to issue payment to a held supplier or vendor is manually. When the Cash Requirements report is generated all of this supplier’s invoices will be placed on Hold. Furthermore the AP Inquiry Ledger will indicate that payments to this supplier are on Hold.

You may also enter values from 1-98 and negative 1 to negative 99. This will hold (or force forward) payments by the number of weeks specified. For example, a value of 1 holds payments for one week more than the specified due date on the vouchers.

Note: To enter a negative number, enter the number followed by a "-").

By assigning Hold/Force numbers to all vendors this applies to, you can create a flexible and automatic payment schedule that incorporates separate payment schedules for each vendor or supplier.

This field is used by the Accounts Payable system when using the Pull Vendor Invoices by Company Program.

Default Expense Cost Center

If you utilize the cost center for accounting purposes, and this supplier's invoices are always charged to the same cost center, enter that cost center code here. If a cost center is entered here, it automatically appears on the Accounts Payable input screen whenever invoices are entered for this supplier. If this supplier requires split-expense invoices, you may enter multiple default cost centers using the Supplier Template Screen.

Total POs this year

The number of purchase orders placed with this supplier during the current fiscal year. This is not an input field The information in this field is created and automatically updated by the system.

Total POs last year

This field reflects the total number of purchase orders placed with this supplier during the last fiscal year. This is not an input field. The information in this field is created and automatically updated by the system.

Open AP $

The total AP amount open for this supplier for all companies. This is not an input field. The information in this field is automatically updated by the system.

Paid Last Year$

The amount paid to this supplier in the last fiscal year for all companies. This is not an input field. The information in this field is automatically updated by the system.

Paid YTD$

The amount paid to this supplier in the current fiscal year for all companies. This is not an input field. The information in this field is automatically updated by the system.

Payment Terms%

This field gives you flexibility over two tier terms. Two tier terms have 2 due dates - one to get the discount, and a final “net due” date. For example, if a supplier’s terms are “2% 15 Days, Net 30”, then the AP system initially sets the due date at 15 days from the invoice date. With two tier terms activated, if the invoice is not paid by the due date, then the due date is changed to 30 days from the invoice date.

Use this field to establish a discount, the days it is effective, and the net due date of the invoice.

If you enter terms, then in Accounts Payable when you enter the invoice from this Supplier, the terms are pulled from the respective files. You can override the terms in Accounts Payable.

The following are some examples of how these settings work:

• 2.00% 15 Days, Net 30 = discount is available until 15 Days, thereafter the due date is 30 days.

• 2.00% 15 Days, Net __ = discount is available until 15 Days, and due date remains as 15 days.

• 0.00% 30 Days, Net __ = no discount is available and due date is 30 days.

• 0.00% 15 Days, Net 30 is an error, because if there is no discount, the net days should be zero

Note:  Only enter the Net Days field if there is a discount, and the net days is greater than the discount days.

Payment Terms Days

The usual (default) terms offered by this supplier. Payment terms are calculated by two interrelated fields. The first field, followed by a percentage sign (%) allows you to enter the percentage of discount, if any, that this supplier gives upon payment received within a limited period. You can use the second field, followed by the word, Days, to define the maximum number of days within which any payment discount will be given. An entry in these two fields of 00200%, 30 days means that this supplier usually offers a 2% discount if bills are paid within 30 days of receipt. Terms can also be entered or overridden for each invoice.

Policy Codes

Policy codes trigger special processing or identify certain suppliers or situations. These can be user-assigned or assigned by Dancik International.

Note: These policy codes created and maintained via the SUPPLIER/VENDOR POLICY CODES table (table ID SUPPPOLCY) accessed via menu option SET 29 - System Tables Maintenance.

• DU - Duplicate. Causes the supplier number to remain on the screen in the Enter Payables program after an invoice for this supplier is entered. Use this code for suppliers that have many invoices entered at the same time, to save time and keystrokes for the A/P entry clerk.

• FT - Convert P.O. rolled goods quantities to Feet + Inches.

• NC- No Cost. Unit costs are not printed on purchase orders to this supplier. If this policy code is not entered, the unit cost as entered via the Purchase Order Entry Program prints.

• NN -No name. This affects only the purchase orders that are automatically created for special orders. This policy prevents the customer’s name from appearing as a sidemark on the purchase order. Usually, for special orders, the customers’ name automatically appears as a sidemark on the purchase order. Use this policy for suppliers that can also be considered your competitors.

• RV - Restricted view. You need to enter a high-level password to view or update any supplier or vendor with this policy. Use this policy for confidential records, such as payroll accounts. For this policy code to function, the system administrator needs to assign a high-level and a low-level password. This policy applies to this program and to the A/P ledger and A/P history screens.

• SU - Causes the suppliers unit of measure to be used on purchase orders for that supplier. When purchase orders are printed for that supplier, the quantity on the purchase order is converted to the unit of measure in the Item File Supplier’s U/M field. If that field is left blank, the quantity on the purchase order is left unconverted. Use this code for the following:

— suppliers requiring purchase orders in full cartons (CT) for item sold in smaller units.

— suppliers requiring metric units of measure for items sold in non-metric units, and for suppliers requiring non-metric units of measure for items sold in metric units.

— suppliers requiring units such as EA or PC, for items sold by SF, LF, and so on.

Note: If this policy code is used, when a PO or Faxable PO worksheet is generated, the UM and associated costing is in the Supplier specified UM.

• 1C - Causes the check writing program to issue a separate check for each invoice from that supplier.

• 1P - One purchase order. This policy causes the faxable work sheets to print only one purchase order per page instead of fitting as many as possible on a single page. Printing faxable worksheets is an option in the Print Purchase Orders and Special Orders programs.

• 99 - Issue 1099. This supplier receives a Form 1099 at the end of the year.

• SI - Print Supplier’s Item only on purchase orders. Your item number is not printed.

• SD - Supplier’s data only. This policy causes the PO quantities to appear in the supplier’s unit of measure, and only the supplier’s item number prints on POs. Your item number does not print. This policy combines the effects of policies SU and SI.

Note: If this policy code is used, when a PO or Faxable PO worksheet is generated, the UM and associated costing is in the Supplier specified UM.

• AD - Allows duplicate invoices numbers to be accepted within the Accounts Payable system. This code can be useful when dealing with vendors such as the phone company which can use the account number as an invoice number. In this situation, the same invoice number would repeat every month. Unless this code is entered into the file the system does not allow duplicate invoice numbers.

• AF - Auto faxing of purchase orders can be activated on all systems configured with IBM’s Facsimile Support/400 product. Once activated, designate your auto-fax suppliers by entering policy code AF (Auto Fax) in any of the three supplier file policy code fields. Once policy AF is keyed, and a valid fax number is entered in the Supplier File Fax Field, purchase orders are auto-faxed. Auto fax means the purchase order is directed to the AS/400 fax card instead of a printer. At that point, the IBM Facsimile Support Program takes over, and provides various functions such as auto-retry, and error handling. Auto Fax PO’s are not printed. Purchase orders processed in batches, which can include a mixture of suppliers, are not auto-faxed. Auto-fax is exclusive to EDI. A supplier can receive POs auto-faxed and via EDI. In that case, the assumption is one of the delivery methods is considered a backup method. EDI does not share the limitations of auto-fax, and all forms of POs can be sent via EDI.

• 99 - Issue 1099. This supplier receives a Form 1099 at the end of the year.

• SI - Print Supplier’s Item only on purchase orders. Your item number is not printed.

• SD - Supplier’s data only. This policy causes the PO quantities to appear in the supplier’s unit of measure, and only the supplier’s item number prints on POs. Your item number does not print. This policy combines the effects of policies SU and SI.

Note: If this policy code is used, when a PO or Faxable PO worksheet is generated, the UM and associated costing is in the Supplier specified UM.

• AD - Allows duplicate invoices numbers to be accepted within the Accounts Payable system. This code can be useful when dealing with vendors such as the phone company which can use the account number as an invoice number. In this situation, the same invoice number would repeat every month. Unless this code is entered into the file the system does not allow duplicate invoice numbers.

• AF - Auto faxing of purchase orders can be activated on all systems configured with IBM’s Facsimile Support/400 product. Once activated, designate your auto-fax suppliers by entering policy code AF (Auto Fax) in any of the three supplier file policy code fields. Once policy AF is keyed, and a valid fax number is entered in the Supplier File Fax Field, purchase orders are auto-faxed. Auto fax means the purchase order is directed to the AS/400 fax card instead of a printer. At that point, the IBM Facsimile Support Program takes over, and provides various functions such as auto-retry, and error handling. Auto Fax PO’s are not printed. Purchase orders processed in batches, which can include a mixture of suppliers, are not auto-faxed. Auto-fax is exclusive to EDI. A supplier can receive POs auto-faxed and via EDI. In that case, the assumption is one of the delivery methods is considered a backup method. EDI does not share the limitations of auto-fax, and all forms of POs can be sent via EDI.

Installers Retainage Terms

These settings define defaults used when systematic retainage is calculated.  Retainage represents a percentage withheld from labor payable.  The retained amount is documented and stored for individual vendor / supplier. Use of these settings are activated via the System Wide Setting - Options for Accounts Payable.

Retainage%

The percentage to withhold from the installer’s payment.

Max Retainage$

The cumulative amount that can be withheld from the installer's payments.

Accrued Retainage Amount

Cumulative retainage amount withheld to date.

Billto Offset Account#

AR account used during the calculation of credit payable when labor payable report is loaded into AP entry.  Credit amounts are determined by open receivables within this account.

Default Liability Account#

Liability account used by retainage calculations.  This account number overrides system default liability account.

If no entry is made the default G/L accounts payable account number entered in the Company File is used.

When you enter a vendor’s invoice, you usually debit expense and credit Accounts Payable. When you issue checks, you debit Accounts Payable and credit Cash, and sometimes credit Purchase Discounts.

Default Liability Cost Center

You can allocate the expense to a specific three-character cost center number or code, or to no cost center by leaving the field blank.

This cost center overrides system default cost center.

Template Section

The template settings allow you to enter more than one default expense account number, branch, cost center, and instructions as to whether to suppress discounts for each expense line when entering invoices for this supplier. When you create a Supplier File Template screen, it becomes the default AP Entry screen for all invoices entered for the supplier.

Invoice Amount in Foreign Currency

Enter Y if the invoices processed in AP for this supplier are in foreign currency. Otherwise, enter N. If you enter Y, you must also enter into the next two fields.

When you enter invoices for this supplier you enter the foreign currency invoice amount, and the conversions and exchange account number entries are created automatically by the AP program.

To use this feature, you must first set up the Exchange Rate Table and the Supplier Currency Code Table in the System Settings Menu.

Default Exchange Payable Account and Cost Center

The default exchange payable account number and cost center code.

Default Exchange Clearing Account and Cost Center

The default exchange clearing account number and cost center code.

The default Exchange Payable account and default Exchange Clearing account are automatically inserted as FXP and FXC entries when invoices are entered for the supplier via AP 1.

Template Settings:

Account$

Discount$

Account

Branch

Cost Center

Suppress

Use the settings in the Supplier Template table to assign default values for this supplier. In most situations, you only need to enter an Account, Branch, and Cost Center. These defaults are automatically imported in the AP Entry screen when paying invoices for the supplier.

For recurring invoices where the invoice amount is the same, such as for rent payments, you can enter an Amount$ and Discount$ (if applicable).

Field Name

Description/Instructions

Number Type

• C - Customer Name

• T - telephone number

• F - fax number

• I - Internet/email address

Area Code

Specify area codes except for Telephone and Fax numbers.

Phone#/Email

The phone number, fax number or email address.

Description

Description of what the number or email represents.

Extra Digit

This setting is used for distinguishing local fax numbers (numbers that do not require an area code) and for distinguishing 10-digit fax numbers that require the 1 prefix. The following options are available:

• Leave blank if no prefix should be dialed prior to the fax number.

• Enter L if this is a local number and you want the area code to be ignored.

• Enter 1 (or other applicable digit) if a prefix number should be dialed before the fax number.

PL (pick list)

AK (acknowledgements)

IN (invoices)

Enter a “Y” to use the fax number or email address to send these documents.