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The
Vendor File is used to store information on all companies and
individuals from whom materials, supplies, and services are purchased. This
application allows entry of information into this file and then maintenance of
this data.
The
Vendor File contains information such as the vendor's name, address,
telephone number, federal 1099 information, and credit terms given your
company. For each vendor, the package also keeps track of the total purchases
made, discounts taken, and payments made so far in the current year and for the
previous year.
There
are three different entry screens used in the Vendor File application.
The first screen is where general vendor information pertaining to A/P
is entered. The second screen is where information pertaining to Elliott's
Purchase Order and Receiving package is entered. It contains default
values regarding purchasing from this vendor, such as FOB and Ship
Via, as well as historical purchasing and performance statistics for the
vendor. The third screen allows for what are called Vendor Automatic
Distributions. (This is the subject of the next paragraph.) This third
screen information is optional and will only be entered if you specify on the
first screen that the vendor is to have automatic distributions.
When
an invoice comes in and is entered into the system, the invoice amount is
posted to the General Ledger as a credit to A/P. This is counter‑balanced
by a debit to one or more expense accounts. The posting of these debits is
called expense distribution, since we are sometimes distributing the expenses
to several accounts. This distribution process is explained more completely in
the Application Overview for A/P Transaction Processing.
Automatic vendor distributions are designed to speed up this often-tedious task
of entering expense distributions, especially where the distribution is fairly
predictable ahead of time. For example: say you have a vendor called
Universal Office Supply. Whenever an invoice comes in from this vendor, the
credit to A/P is counter‑balanced by a debit to the office supply
expense account. The automatic distributions for the vendor could be set up to
automatically debit the office supply expense account for the invoice amount.
But, say you have your company divided into three-profit centers ‑ 100,
200, and 300. You find from past records that, on the average, profit center
100 uses 20% of the office supplies, 200 uses 50%, and 300 uses the remaining
30%. The automatic vendor distributions could easily be set up to distribute
the expense to three different accounts, according to these percentages.
The
Numeric_list displays a report of the information on file for a
selected range of vendors from whom you have made no purchases since a
specified date. It also prints a report of related Purchase Order And
Receiving information, and lists miscellaneous vendors.
The
Alpha_list is printed in alphabetical order by the vendor name
and only shows some of the information on file for each vendor. See the sample
report for information on exactly what is printed on the report.
By
selecting Notes from the Vendor File menu bar, you can define
any additional requirements for each vendor record on file. The benefit of this
feature is apparent when you need special information that isn't present in any
other file maintenance application. The Notes function displays a window
that enables entry of the vendor's account number. You can enter up to 5 lines
30 characters each of additional comments plus one date and 1 amount field. The
descriptions for these lines must be entered in A/P Setup in the Util_setup
pull down window before you can access this application.
By
selecting Labels from the Vendor File menu bar, you can
print mailing labels for a selected range of vendor accounts. The actual label
size should be defined in Label Code Setup in the Util_setup off
the Elliott main menu bar. The default label code setting is defined in
A/P Setup.
Select Vendor File from the pull down A/P
Maintenance window. The following screen will then be displayed:
Vendor File Maintenance Entry Screen – Screen 1
The following options are available:
* Select the desired mode
from the Vendor File menu bar
* Enter the data requested on
the screen
* To exit press the ESC
or F10 key when the cursor is positioned for entry of the first field on
the screen
To return to the menu bar, press the ESC
or F10 key. To leave this application, press X for EXIT
when positioned at the menu bar.
Entry Field Descriptions: Base Data Screen 1
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Name
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Type
and Description
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1. Vendor No
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6 alphanumeric characters.
This number is used throughout the Accounts Payable
Package to refer to the vendor.
Pressing the F7 key will allow you to search for
the vendor by number or pressing the F8 key will allow you to search
for the vendor by name. This is useful in the change or delete modes to find
a vendor when you do not know the vendor number. If you wish to use
miscellaneous Vendors, you must enter vendor number *99999. This
vendor is used to accumulate totals for all vendors after the open item file
is purged.
For more information on
miscellaneous vendors, refer to the Package Overview section of this
manual.
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2. Name
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30 alphanumeric characters.
Enter the vendor's name.
In most places in A/P
where the vendor's number is entered, the F8 key can be pressed and a
search for the vendor by this name is allowed. If you have a large number of
vendors and will be using the F8 key search, it would be best to keep
the name as simple as possible and enter it in a format that will allow it to
be alphabetized, e.g., Food Store instead of The Food Store.
This will also make for a more meaningful Alphabetical Print‑Out. This
name will also appear on checks printed for the vendor.
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3. Address‑1
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30 alphanumeric characters.
Enter the vendor's address,
as it is to appear on checks.
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4. Address‑2
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30 alphanumeric characters.
Enter the vendor's address
as it is to appear on checks.
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5. City
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15 alphanumeric characters.
Enter the vendor's city as
it is to appear on checks.
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6. State
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2 alphanumeric characters.
Enter the United States Post
Office code for the vendor's state, for example TX = Texas.
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7. Zip Code
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10 alphanumeric characters.
Enter the vendor's zip code.
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8. Country
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15 alphanumeric characters.
Enter the vendor's country.
If the vendor's country is the same as the country where you are located, you
may wish to leave this field blank so that the check will not have this
unnecessary information printed on it.
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9. Phone No
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12 alphanumeric characters.
Enter the phone number that
is used to contact the vendor for inquiries on your account.
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10. Contact
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20 alphanumeric characters.
Enter the name of the person
who is to be contacted for inquiries on your account.
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11. Federal Id No
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9 numeric digits
(999999999).
This field is used solely for vendors whose Accounts
Payable payments must be reported to federal and state governments on a
1099 form on a yearly basis.
Enter the federal ID number
of the vendor. If the vendor does not have a federal ID number, then his
social security number can be used. This field is not required.
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12. Fed Id Type
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1 alphanumeric character.
If a federal ID number was
entered above, enter F. If a social security number was used, then
enter S. Once this field has been entered, the federal ID number will
be redisplayed in the correct format. This field is not required.
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13. 1099 Category
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1 alphanumeric character.
The 1099 category entered (1 thru 8) will indicate in
which box the 1099 data will print. (ie. 1099 category 3 will print in box 3.) If the 1099 category is NOT 1 thru 8 the YTD payment amount will print in box 7.
The 1099 forms can only be
printed for one category of vendor at a time.
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14. Vendor Type
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3 alphanumeric characters.
This is a user‑defined
field. It can be used for anything you like.
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15. Vendor Status
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1 alphanumeric character.
This field has four valid values:
"
" = Normal Status ‑ Normal activity allowed and
discounts are taken according to vendor terms.
A = Always
Take Discount ‑ Discounts will be taken on all payments to this
vendor, regardless of due dates. This allows certain vendors to be flagged
as having trade discounts.
H = Hold
Payments ‑ Computer checks will not be printed for this vendor. Manual
payments can still be entered, but a warning will be displayed.
N = No
Purchases ‑ Payments will still be allowed by this package, but if the
Purchase Order Package is being used it will not allow entry of new
purchase orders for this vendor.
This field defaults to
normal status (blank).
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16. Last Activity Date
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A date in the standard date
format.
This date will be updated by the package every time a
voucher is entered into the system for the vendor. The invoice date of the
voucher entered will be used.
This field will default to
the system date.
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17. Terms
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15 alphanumeric characters.
This is a description of the
terms allowed by the vendor. The contents of this field do not actually
affect any processing in the package. The actual terms data used is entered
below.
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18. Due Days
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3 numeric digits (999).
This is the number of days
from the invoice date when it becomes due.
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19. Disc Days
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3 numeric digits (999).
This is the number of days from the invoice date when
the early payment discount can still be taken.
The number of discount days
must be less than or equal to the number of due days.
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20. Disc Pct
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4 numeric digits with 2
decimal places (99.99).
This is the early payment
discount, which is allowed by the vendor.
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21. Purchases Ytd
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount of
all purchases made from this vendor year‑to‑date (so far this
year). This field is automatically maintained.
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22. Purchases Last Year
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount of
all purchases made from this vendor last year. This field is set when the Clear
Vendor YTD Accumulators application is run.
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23. Amount Paid Ytd
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount
paid to this vendor year‑to‑date (so far this year). This field
is automatically maintained.
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24. Amount Paid Last Year
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount
paid to this vendor last year. This field is set when the Clear Vendor
YTD Accumulators application is run.
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25. Discounts Ytd
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount of
all discounts taken on payments made to this vendor year‑to‑date
(so far this year). This field is automatically maintained.
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26. Discounts Last Year
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9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This is the total amount of
all discounts taken on payments made to this vendor last year. This field is
set when the Clear Vendor YTD Accumulators application is run.
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27. Automatic Distribution ?
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Y or N.
If you wish to enter
automatic distributions for this vendor, enter Y; if not, enter N.
Vendor automatic distribution is explained in the Application Overview.
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Screen 2: Purchase Order Data
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Name
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Type
and Description
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1. Buyer Contact
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20 alphanumeric characters.
Enter the name of the person
who is to be contacted with regard to new purchases.
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2. Fob Code
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2 alphanumeric characters.
Enter an FOB code from the FOB Code File. The
description of the code will display on the screen after entry. It will be
used as a default when purchase orders are entered in the Purchase Order
and Receiving package.
In add or change mode, press the F7 key to
search for FOB Code.
This field is not required.
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3. Ship Via Code
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2 alphanumeric characters.
Enter a Ship Via code from the Ship Via Code File.
The description of the code will display on the screen after entry. It will
be used as a default when purchase orders are entered in the Purchase
Order and Receiving package. In add or change mode, press the F7
key to search for Ship Via Code.
This field is required.
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4. Print Price On Po's ?
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Y or N.
This flag indicates whether the price for each item
will appear on the purchase order if the Purchase Order and Receiving
package is being used.
This field defaults to Y.
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5. Acknowledge ?
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Y or N.
There is a small box on the purchase order form marked acknowledge.
A Y or N is printed in this box by the computer. This
indicates to the vendor whether or not you want him to send an order
acknowledgement.
The value entered here
becomes the default value to be printed on the purchase order. It can be
overridden when purchase orders are entered. This field defaults to N.
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6. Confirm ?
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Y or N.
There is a small box on the purchase order form marked confirm.
A Y or N is printed in this box by the computer. This
indicates to the vendor whether or not you want him to send an order
confirmation.
The value entered here
becomes the default value to be printed on purchase orders. It can be overridden
when purchase orders are entered. This field defaults to N.
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7. Po's Ytd
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5 numeric digits (99,999).
This is the total number of
purchase orders that have been sent to the vendor year‑to‑date
(so far this year). If the Purchase Order and Receiving package is in
use, this field will be automatically updated when the Purge Closed Purchase
Orders application is run.
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8. Line Items Ytd
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7 numeric digits
(9,999,999).
This is the total number of
line items on all of the purchase orders that were sent to the vendor year‑to‑date
(so far this year). If the Purchase Order and Receiving package is in
use, this field will be automatically updated when the Purge Closed Purchase
Orders application is run.
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9. Lines Late Ytd
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7 numeric digits
(9,999,999).
This is the total number of
purchase order lines for which the shipment arrived late year‑to‑date
(so far this year). If the Purchase Order and Receiving package is in
use, this field will be automatically updated when the Purge Closed Purchase
Orders application is run.
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10. Pct Late Last Year
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5 numeric digits with 2
decimal places (999.99).
This is the percentage of
purchase order lines for which the shipment arrived late last year. This
field will be set when the Clear Vendor YTD Accumulators application
is run.
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11. Avg Cost Variance %
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5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This is the average
percentage that the cost of the items varied from the cost anticipated on the
purchase order. This field will be kept current automatically if the Purchase
Order and Receiving package is being used.
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12. Avg Rejected Items %
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5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This is the average
percentage of items, which are rejected when received. If the Purchase
Order and Receiving package is in use, this field will be automatically updated
when the Purge Closed Purchase Orders application is run.
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13. Avg Lead Time
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5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This is the average
lead-time for items received from this vendor. For example: if this figure
were 20, it would mean that, on the average, it takes 20 days from the time
an order is sent to the time the item is received in inventory. If the Purchase
Order and Receiving package is in use, this field will be automatically
updated when the Purge Closed Purchase Orders application is run.
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14. Avg No of Days Late
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3 numeric digits with an
optional minus sign (999‑).
This is the average number
of days late that the goods for a particular purchase order line item
arrived. For example: if there are 10 line items on a purchase order and the
goods for 9 of the line items arrive on time, but the goods for one line item
are 30 days late, then the average number of days late would be 3. A
negative number would indicate that, on the average, shipments from this
vendor are early. If the Purchase Order and Receiving package is in
use, this field will be automatically updated when the Purge Closed Purchase
Orders application is run.
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15. Commodity Codes
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5 codes of 4 alphanumeric
characters each.
A Commodity Code is a code indicating a particular type
of commodity, such as lumber, steel, solvent, gas, etc. Each vendor can have
up to five commodities associated with it. These are the commodities that
the particular vendor supplies.
In the Purchase Order and Receiving package,
the Commodity Code Vendor Report prints the vendors by commodity code.
Five different commodity
codes are allowed for each vendor.
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Delivery Lead Time
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This is the number of times
it takes the vendor to deliver merchandise to your door. This field is user
defined for comparisons to actual in Field 13.
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Auto Distribution
Available
if Automatic Distribution as flagged “Y” in Base Data, Field 27.
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Name
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Type
and Description
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Account‑No
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Enter the account number in
the standard format.
Pressing the F7 key will allow you to search for
the account by number. Pressing the F8 key will allow you to search
for the account by description. This is useful in finding an account when you
do not know the account number.
Enter the account number of
the G/L account to which the expense distribution is to be made during
A/P Transaction Processing. (See the Application Overview.)
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Percent
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6 numeric characters with 3
decimal places and an optional minus sign (999.999‑).
Enter the percentage of the total invoice amount, which
is to be distributed to the account.
The total of all
distribution percentages must be exactly 100. This field defaults to the remaining
amount.
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Notes
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Name
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Type and
Description
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Vendor No
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6 alphanumeric characters.
Enter the vendor account
number that notes will be added to. Press the F7 key to search by
vendor name or F8 to search by vendor number.
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Vendor Note Literal 1-5
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5 lines of 30 alphanumeric
characters.
You may enter up to 30
alphanumeric characters each 5 line defined in A/P Setup.
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Date Literal
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A date in the standard date
format.
Enter the date relative to
this vendor note entry.
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Amount
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9 numeric digits with 2
decimal places.
Enter an amount relative to
this vendor note entry.
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Numeric list
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Name
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Type
and Description
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Starting Vendor No
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6 alphanumeric characters.
Enter the beginning of the range of vendor numbers,
which you wish to print on the report.
This field defaults to All.
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Ending Vendor No
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6 alphanumeric characters.
Enter the end of the range of vendor numbers, which you
wish to print on the report.
This field defaults to the
starting vendor number to facilitate printing a single vendor.
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Print PO Data ?
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Y or N.
The purchase order data is the data entered on the
second screen of the Vendor File application.
This field defaults to Y
if the Purchase Order and Receiving package is being used, N
otherwise.
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No Activity Since
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Enter a date in the standard
date format.
All vendor records have a last activity date stored for
them. This is the date of the last invoice or payment entered for the
vendor. Vendors with last activity dates later than the date entered here
will not appear on the report.
For example: if you wish to print out all vendors for
whom there has been no activity since the end of 1988, then enter Dec 31,
1988 as the date here.
This field is not required. The
default is to All vendors, regardless of their activity dates.
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Print Misc Vendors ?
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Y or N.
This will allow or disallow
printing of miscellaneous vendors on the report.
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Alpha list
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Name
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Type
and Description
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Starting Vendor Name
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30 alphanumeric characters.
Enter the beginning of the range of vendor names, which
you wish to print on the report.
This field defaults to All.
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Ending Vendor Name
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30 alphanumeric characters.
Enter the end of the range of vendor names, which you
wish to print on the report.
This field defaults to the
starting vendor name.
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Print Misc Vendors
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Y or N.
This will allow or disallow
printing of miscellaneous vendors on the report.
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Labels
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Name
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Type
and Description
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1. Starting Vendor No
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6 alphanumeric characters.
Enter the starting number of the range of vendors for
which you wish labels to be printed.
This field defaults to All.
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2. Ending Vendor No
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6 alphanumeric characters.
Enter the ending number of the range of vendors for
which you wish labels to be printed.
This field defaults to the
starting vendor number if not all vendors selected.
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Search For Vendor By Number
This
window will display when the F7 key is pressed for the vendor number in
most places where it is entered in this package. Additionally, you can setup
alternative search keys in System Global Setup.
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Name
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Type
and Description
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Vendor No
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6 alphanumeric characters.
Enter the beginning of the vendor number for which you
are searching. Any vendors whose numbers start with the characters entered
will be displayed below in vendor number order.
If this field is left blank,
all vendors will be shown in vendor number order.
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Select Vendor
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Enter the Vendor number
shown to the left of the correct vendor.
This window will then clear and the original entry
screen (where you press F7) will be redisplayed.
If this field is left blank
and there are more vendors on file who should be displayed, a new list of
vendors will appear. When all vendors who qualify (start with the characters
you entered) have been displayed, then leaving this field blank will allow
you to enter another vendor number.
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Search For Vendor By Name
This
window will display when the F8 key is pressed for the vendor number in
most places where it is entered in this package. . Additionally, you can setup
alternative search keys in System Global Setup.
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Name
|
Type
and Description
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Vendor Name
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30 alphanumeric characters.
Enter the beginning of the vendor name for which you
are searching. Any vendors whose names start with the characters entered
will be displayed below in alphabetical order.
If this field is left blank,
all vendors will be shown in alphabetical order.
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Select Vendor
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Enter the vendor number
shown to the left of the correct vendor.
This window will then clear and the original entry
screen (where you press F8) will be redisplayed.
If this field is left blank
and there are more vendors on file who should be displayed, a new list of
vendors will appear. When all vendors who qualify (start with the characters
you entered) have been displayed, then leaving this field blank will allow
you to enter another vendor name.
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 SCREENS
Vendor File Maintenance (Vendor Search By Name)
Vendor File Maintenance (Vendor Search w/Alternative Key
searches)
Vendor File Maintenance (Screen #2)
Vendor File Maintenance (Vendor Notes)
Vendor File Maintenance (Numeric Vendor List)
Vendor File Maintenance (Alphabetic Vendor List)
 SCREENS
Vendor File Maintenance (Vendor Mailing Labels)
Vendor File Maintenance (Vendor Mailing Labels Screen #2)
Vendor File Maintenance (Vendor Mailing Labels Screen #3)
 REPORTS
REPORTS
The
Vendor File Inquiry application enables you to examine the information,
and notes that were previously entered into this Vendor File. This
function is for inquiry purposes only.
Purchases
year-to-date, the amount paid year-to-date, the vendors address and phone
number as well as their automatic distributions may be viewed. If changes are
required, then these need to be performed via change mode in the Vendor File
Maintenance application.
Select Vendor File from the pull down A/P
Inquiry window. The following screen will then be displayed:
Vendor File Inquiry Entry
Screen
The following options
are available:
* View, without the ability to
change, basic vendor information such as address, vendor type,
terms codes, PTD and YTD
figures
To return to the menu bar, press the ESC or F10
key. To leave this application, press X for EXIT when positioned
at the menu bar.
Entry Field Descriptions
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Name
|
Type
and Description
|
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1. Vendor No
|
6 alphanumeric characters.
Enter the vendor number of the vendor whose file you
wish to inquire on. This number is used throughout the Accounts Payable
Package to refer to the vendor.
Pressing the F7 key
will allow you to search for the vendor by number or pressing the F8
key will allow you to search for the vendor by name. This is useful to find
a vendor when you do not know the vendor number.
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2. Name
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30 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. In most places in A/P where the
vendor's number is entered, the F8 key can be pressed and a search for
the vendor by this name is allowed.
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3. Address‑1
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30 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed.
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4. Address‑2
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30 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed.
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5. City
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15 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed.
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6. State
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2 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. It displays the United States Post
Office code for the vendor's state, for example, TX = Texas.
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7. Zip Code
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10 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. It displays the vendor's zip code.
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8. Country
|
15 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. It displays the vendor's country. If
the vendor's country is the same as the country where you are located, you
may wish to leave this field blank so that the check will not have this
unnecessary information printed on it.
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9. Phone No
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12 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. It displays the phone number that is
used to contact the vendor for inquiries on your account.
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10. Contact
|
20 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. It displays the name of the person who
is to be contacted for inquiries on your account.
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11. Federal Id No
|
9 numeric digits
(999999999).
This field will be displayed
automatically, no entry is allowed. It is used solely for vendors whose Accounts
Payable payments must be reported to federal and state governments on a
1099 form on a yearly basis.
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12. Fed Id Type
|
1 alphanumeric character.
This field will be displayed
automatically, no entry is allowed. If a federal ID number was entered
above, enter F. If a social security number was used, then enter S.
If this field was entered, the federal ID number will be redisplayed in the
correct format. This field is not allowed.
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13. 1099 Category
|
1 alphanumeric character.
This field will be displayed
automatically, no entry is allowed. This is a user‑defined category.
It will be used at the end of the year when federal 1099 forms are printed.
The 1099 forms can only be printed for one category of vendor at a time.
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14. Vendor Type
|
3 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. This is a user‑defined field. It
can be used for anything you like.
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15. Vendor Status
|
1 alphanumeric character.
This field will be displayed automatically, no entry is
allowed. This field has four valid values:
"
" = Normal Status ‑ Normal activity allowed and
discounts are taken according to vendor terms.
A = Always
Take Discount ‑ Discounts will be taken on all payments to this
vendor, regardless of due dates. This allows certain vendors to be flagged
as having trade discounts.
H = Hold
Payments ‑ Computer checks will not be printed for this vendor. Manual
payments can still be entered, but a warning will be displayed.
N = No
Purchases ‑ Payments will still be allowed by this package, but if the
Purchase Order Package is being used it will not allow entry of new
purchase orders for this vendor.
|
|
16. Last Activity Date
|
A date in the standard date
format.
This field will be displayed
automatically, no entry is allowed. This date is updated by the package
every time a voucher is entered into the system for the vendor. The invoice
date of the voucher entered will be used.
|
|
17. Terms
|
15 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. This is a description of the terms
allowed by the vendor. The contents of this field do not actually affect any
processing in the package. The actual terms data used is entered below.
|
|
18. Due Days
|
3 numeric digits (999).
This field will be displayed
automatically, no entry is allowed. It refers to the number of days from the
invoice date when it becomes due.
|
|
19. Disc Days
|
3 numeric digits (999).
This field will be displayed automatically, no entry is
allowed. It refers to the number of days from the invoice date when the
early payment discount can still be taken.
The number of discount days
must be less than or equal to the number of due days.
|
|
20. Disc Pct
|
4 numeric digits with 2
decimal places (99.99).
This field will be displayed
automatically, no entry is allowed. It refers to the early payment discount,
which is allowed by the vendor.
|
|
21. Purchases Ytd
|
9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. It is the total amount of all purchases
made from this vendor year‑to‑date (so far this year). This
field is automatically maintained.
|
|
22. Purchases Last Year
|
9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. It is the total amount of all purchases
made from this vendor last year. This field is set when the Clear Vendor
YTD Accumulators application is run.
|
|
23. Amount Paid Ytd
|
9 numeric digits with 2 decimal
places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. It is the total amount paid to this
vendor year‑to‑date (so far this year). This field is
automatically maintained.
|
|
24. Amount Paid Last Year
|
9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. This is the total amount paid to this
vendor last year. This field is set when the Clear Vendor YTD
Accumulators application is run.
|
|
25. Discounts Ytd
|
9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. It is the total amount of all discounts
taken on payments made to this vendor year‑to‑date (so far this
year). This field is automatically maintained.
|
|
26. Discounts Last Year
|
9 numeric digits with 2
decimal places and an optional minus sign (9,999,999.99‑).
This field will be displayed
automatically, no entry is allowed. It is the total amount of all discounts
taken on payments made to this vendor last year. This field is set when the Clear
Vendor YTD Accumulators application is run.
|
|
27. Automatic Distribution ?
|
Y or N.
This field will be displayed
automatically, no entry is allowed. It displays whether automatic
distributions for this vendor have been entered. If automatic distributions
have been entered, Y is displayed. If not, N will appear.
Vendor automatic distribution is explained in the Application Overview.
|
Purchase Order Data
|
Name
|
Type
and Description
|
|
1. Buyer Contact
|
20 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. Displays the name of the person who is
to be contacted with regard to new purchases.
|
|
2. Fob Code
|
2 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. Displays an FOB code from the FOB
Code File, as well as its corresponding description. It is used as a
default when purchase orders are entered in the Purchase Order and
Receiving package.
|
|
3. Ship Via Code
|
2 alphanumeric characters.
This field will be displayed
automatically, no entry is allowed. Displays a Ship Via code from the Ship
Via Code File as well as it's corresponding description. It is used as a
default when purchase orders are entered in the Purchase Order and
Receiving package.
|
|
4. Print Price On Po's ?
|
Y or N.
This field will be displayed
automatically, no entry is allowed. It indicates whether the price for each
item will appear on the purchase order if the Purchase Order and Receiving
package is being used.
|
|
5. Acknowledge ?
|
Y or N.
This field will be displayed automatically, no entry is
allowed. There is a small box on the purchase order form marked acknowledge.
A Y or N is printed in this box by the computer. This
indicates to the vendor whether or not you want him to send an order
acknowledgement.
The value entered here
becomes the default value to be printed on the purchase order.
|
|
6. Confirm ?
|
Y or N.
This field will be displayed automatically, no entry is
allowed. There is a small box on the purchase order form marked confirm.
A Y or N is printed in this box by the computer. This
indicates to the vendor whether or not you want him to send an order
confirmation.
The value entered here
becomes the default value to be printed on purchase orders. It can be overridden
when purchase orders are entered.
|
|
7. Po's Ytd
|
5 numeric digits (99,999).
This field will be displayed
automatically, no entry is allowed. It displays the total number of purchase
orders that have been sent to the vendor year‑to‑date (so far
this year). This field will automatically be kept current if the Purchase
Order and Receiving package is being used.
|
|
8. Line Items Ytd
|
7 numeric digits
(9,999,999).
This field will be displayed
automatically, no entry is allowed. This is the total number of line items
on all of the purchase orders that were sent to the vendor year‑to‑date
(so far this year). It is automatically updated if the Purchase Order and
Receiving package is being used.
|
|
9. Lines Late Ytd
|
7 numeric digits
(9,999,999).
This field will be displayed
automatically, no entry is allowed. It displays the total number of purchase
order lines for which the shipment arrived late year‑to‑date (so
far this year). It is automatically updated if the Purchase Order and
Receiving package is being used.
|
|
10. Pct Late Last Year
|
5 numeric digits with 2
decimal places (999.99).
This field will be displayed
automatically, no entry is allowed. It displays the percentage of purchase
order lines for which the shipment arrived late last year. This field will
be set when the Clear Vendor YTD Accumulators application is run.
|
|
11. Avg Cost Variance %
|
5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This field will be displayed
automatically, no entry is allowed. It displays the average percentage that
the cost of the items varied from the cost anticipated on the purchase order.
This field will be kept current automatically if the Purchase Order and
Receiving package is being used.
|
|
12. Avg Rejected Items %
|
5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This field will be displayed
automatically, no entry is allowed. It displays the average percentage of
items, which are rejected when received. This field will be kept current
automatically if the Purchase Order and Receiving package is being
used.
|
|
13. Avg Lead Time
|
5 numeric digits with 2
decimal places with an optional minus sign (999.99‑).
This field will be displayed
automatically, no entry is allowed. It displays the average lead-time for
items received from this vendor. For example: if this figure were 20, it
would mean that, on the average, it takes 20 days from the time an order is
sent to the time the item is received in inventory. This field will not be
automatically kept up to date unless the Purchase Order and Receiving
package is being used.
|
|
14. Avg No of Days Late
|
3 numeric digits with an
optional minus sign (999‑).
This field will be displayed
automatically, no entry is allowed. It displays the average number of days
late that the goods for a particular purchase order line item arrived. For
example: if there are 10 line items on a purchase order and the goods for 9
of the line items arrive on time, but the goods for one line item are 30 days
late, then the average number of days late would be 3. A negative number
would indicate that, on the average, shipments from this vendor are early.
This field will be automatically kept current if the Purchase Order and
Receiving package is being used.
|
|
15. Commodity Codes
|
5 codes of 4 alphanumeric
characters each.
This field will be displayed automatically, no entry is
allowed. A Commodity Code is a code indicating a particular type of
commodity, such as lumber, steel, solvent, gas, etc. Each vendor can have up
to five commodities associated with it. These are the commodities that the particular
vendor supplies.
In the Purchase Order and
Receiving package, there is a report, which allows the printing of
vendors by commodity code.
|
Notes
|
Name
|
Type and
Description
|
|
Vendor No
|
6 alphanumeric characters.
To inquire about vendor
notes, enter the Vendor account number that is the subject of your inquiry.
Press the F7 key to search by vendor name or F8 to search by
vendor number.
|
|
Vendor Note Literal 1-5
|
5 lines of 30 alphanumeric
characters.
These fields display account
information entered into the Vendor File relative to the account
number you requested in the previous field.
|
|
Date
|
A date in the standard date
format.
Displays the corresponding
date relative to this vendor note entry.
|
|
Amount
|
9 numeric digits with 2
decimal places.
Displays the corresponding
amount relative to this vendor note entry.
|
Vendor File Inquiry (Vendor Search By Number
Vendor File Inquiry
Vendor File Inquiry (Purchase Order Information)
Vendor Automatic Distribution Screen
Vendor Notes Inquiry
|
