Vendor File - FIL 14

Associated Files

The Vendor File contains information about your vendors. It primarily consists of information that is used by the Accounts Payable system. The file supports GL account branch and cost center information as well as terms and discontinue date information.

Vendors are distinguished from suppliers, and are kept in a separate file. Suppliers sell material that is considered inventory. Vendors sell products and services that are considered expenses or non-inventory assets.

Field Name	Description/Instructions
Policy Codes	Used to trigger special processing or identifying certain vendors or situations. These can be user-assigned, or assigned by Kerridge. DU - Causes the vendor number to automatically stay on the screen in the Enter Payables program. Use this code for vendors that have many bills entered at the same time. It will save keystrokes for the A/P entry clerk. RV - Restricted View. Requires a high-level password to view or update records. Use this policy for confidential records such as payroll. Make sure your system administrator has set up two different passwords: high-level and low-level. The passwords are set up using program keyword VEND01. 1C - Causes the check writing program to issue a separate check for each invoice from that vendor. 99 - To signify that this vendor should get a Form 1099 at the end of the year. 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 the system does not allow duplicate invoice numbers.
Default Expense Acct#	Expense account number for the vendor. See Chart of Accounts for full listing. Each time an invoice for this vendor is entered in the Accounts Payable system, the default expense account number appears automatically. If multiple expense accounts are used for a vendor, enter the most frequently used expense account or leave this field blank.
Default Cost Center	If you use the cost center for accounting purposes, and this vendor'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 vendor.
Default Branch	The Default Branch field is automatically inserted into the Branch field of the Enter Payables Program when entering vouchers.
Default Payment Terms	Enter the terms of payment that are allowed for the vendor. You can enter a percentage discount and the number of days due. For example, enter 00200%, 015 days to indicate 2% for 15 days.
Disc, Days. Net Days	This field, displayed only if the System Wide Setting - Options for Accounts Payable is activated, 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. If you enter terms, then in Accounts Payable when you enter the invoice from this Vendor, 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.
Discontinue Date	Enter the date on which you have or will stop doing business with the vendor, if applicable.
Hold/Force#	This field is used by the Accounts Payable application for controlling automatic payments.
Comments	Additional information about comments on the vendor (up to 30 characters). Press F5 to go to the notepad if additional space is required.
Group	This field allows you to assign a vendor to a group. A Vendor 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 ACT 120.
D/Del	Enter D in this field to delete this record, if the security and other restrictions on your system allow.
The following fields are not accessible for update. The information in these fields is obtained from the Accounting System.
Open A/P$	Accounts payable amount currently open for this vendor.
Paid Yr-To-Dt	Amount paid to this vendor in the current fiscal year. Paid Yr-to-Dt total is an accumulation of checks recorded through AP 1 or AP 8, and checks issued through AP 105.
Paid Last Year	Amount paid to this vendor in the last fiscal year.

Function Keys

Function Keys	Description
F1	Go to the Alternate Address screen. The alternate address can be printed on accounts payable checks or simply stored here for reference. The main vendor address is the address to which purchase orders should be mailed. Enter Y on this screen to use the alternate address as the remittance address on payments to the vendor.
F5	Go to the Vendor Notepad screen.
F6	Search for vendor numbers.
F7	End the job and return to the File Maintenance Menu.
F8	Return to the Vendor File Entry screen.