Supplier File

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.

Enter date you wish to stop doing business with this supplier. Otherwise, leave this field blank. This field prevents the entering of a Purchase Order once that date has passed.

This field also serves as information only for AP.

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.

Use of a supplier template is required for manifest reconciliation.

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.

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.

FOB codes are one-character codes that represent shipping freight terms. They are created via the Classification Codes File.

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

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.

Codes are established via a system table, SUPPTYPECD.

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.

Supplier/Vendor groups are established via the Supplier and Vendor Groups File (ACT 120).

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.

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.

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

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

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

  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.

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.

 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 Options for Accounts Payable.

 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.

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.

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.

• C - Customer Name
• T - telephone number
• F - fax number
• I - Internet/email address

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.