This will be the default reference to be assigned when posting invoices from the vendor. You can use this information to group invoices when applying payment. For example, you may want to enter here that the invoice is for “Office Supplies,” “Maintenance Supplies,” “Shipping Services”, and the like. References vary depending on your company’s need.

This is the start date for the accumulation of purchase transactions for this vendor for a given year. Total purchases for a given year gives the company relevant information regarding volume of transactions for this particular vendor. Having ready information on YTD purchases for each vendor may help you negotiate extended credit terms and higher credit lines.

This is the bank account against which checks to this vendor are to be drawn.

This is a short message that will be printed below the payee’s name and address in each AP check issued to the vendor. For example, you may enter “For Payee’s Account only”. This field is optional. You can leave it blank if you do not want to use the check memo feature.

This is where you can define a payee other than the vendor. This is useful when the payable is sold by the vendor to some third party.

4.1. Mark the Use Last Received Cost option if you want the system to use the last received cost as the default cost when creating purchase orders.  The system will use the last received cost if the purchase order is created within the allowable period.

4.2. Enter in the Expire Days field the period within which the system will use the last received cost as the default unit price when you create purchase orders for this vendor; provided that the inventory items have no inventory vendor records set up. A value "0" means an indefinite period.

5.1. Mark the Credit Card Vendor option if you are creating a credit card vendor record. This vendor number will be available for selection in the Record Credit Card Transaction function when recording credit card payments. This is a one-time setup. You cannot unmark this box after you save the vendor record.

5.2. Enter in the Credit Card # field, your company credit card number information. For example, if this vendor record is created for Citibank VISA credit card, enter your Citibank VISA credit card number in this field. This field is enabled only if the Credit Card Vendor checkbox is marked; otherwise, it is inaccessible and grayed out.

5.3. Mark the Reconcile Credit Card Statement to activate the feature. The Reconcile Credit Card Statement feature allows you to reconcile a credit card account similar to reconciling a bank account using the Reconcile Bank Account in Bank Reconciliation module. See Reconcile Bank Account topic for details on how to perform bank reconciliation.

Mark this checkbox to configure AccountMate to display the vendor Notes Page as the default in the applicable Transaction function when the user records transactions for the vendor. The vendor Notes Page must contain notes before it is displayed as the default page in the applicable Transaction function.

This option will direct the system to automatically authorize payments to invoices at the time they are created.

Marking this checkbox will configure AccountMate Enterprise to match PO line item receipts against AP invoices. The default setting comes from the PO Module Setup function. This checkbox is enabled and accessible only if both the Accounts Payable and Purchase Order modules are activated.

This option will direct the system to require a purchase order number to be entered in the PO # field when creating AP invoice transactions.

This option will direct the system to validate the purchase order number entered in the PO # field when posting AP invoices. The system will automatically compare the purchase order number you enter in AP invoices to the Purchase Order file. This option is applicable only if you mark the Require PO # for AP Invoice option discussed earlier.

This option will direct the system to use only those predetermined set of GL Account IDs as reference accounts. Define those GL Account IDs to be referred as authorized reference accounts in the GL Accounts Page.

This option will direct the system to hold any invoice amounts for payment to the vendor.

This option will direct the system to hold printing checks for the vendor. Even if the invoice has been authorized payment, they will not be displayed in the Print AP Check function, if this option is marked.

This option will direct the system not to print invoice details such as invoice numbers, amounts paid and finance charges paid, on the check stubs.

Mark this checkbox to print a separate check for each invoice.

This option will direct the system to use the vendor’s inventory item numbers in the purchase order transactions.

This option is enabled only if the Use Vendor Item # for PO Entry option is marked. Mark this checkbox if you allow flexibility to use your own inventory item numbers with the vendor item numbers on the purchase orders.

This option is activated only if you mark the Use Vendor Part # for PO Entry option. Mark this checkbox if you want the system to print the inventory item numbers on the purchase orders.

This option will direct the system to allow export of purchase order information. If this checkbox is marked, the Customer # field beneath it is enabled.

Enter in this field the customer's code or number.

9.1. In the Prenote Status field, click the List box button; then, select from the list the appropriate option, as follows:

Select this option if you want to generate prenotes with which you can test your electronic payment transmission for this vendor. Also, select this option if you have changed the bank account number, account type, and/or routing number since the last time you performed prenotification.

Select this option if you have generated a prenote for the vendor's bank account set for electronic payment and have confirmation that the generated prenote is correct.

9.2. Enter in the Last Prenote Date field the date when this vendor record was last included in a prenote file.  The system automatically updates the last prenote date on the vendor record when you include the vendor when you perform Generate Prenotes.

9.3. Enter in the Bank Name field the name of the bank to which you will electronically deposit the payment to the vendor.  

9.4. Click the List box button next to the Account Type field; then, select the bank's account type either Savings or Checking account type.

9.5. Enter in the Account # field the bank's account number to which you will electronically deposit the payment to the vendor.  

9.6. Enter in the Bank Routing # field the routing and transit code that directs the electronic payments to the financial institution to which you will electronically deposit the payment to the vendor.