Master Records > Vendor Code

The Vendor Maintenance function allows you to set up vendor records for which you can enter purchase order and accounts payable transactions. The Vendor Maintenance function screen is displayed when you click on the Vendor Maintenance function menu or click the underlined Vendor # field label in any applicable function screens which is subject to the access rights assigned to you.

Before you can successfully set up a vendor record, you must first create the following maintenance records:

•Currency Code

•Bank Code

•Pay Code

•Pay Class

To set up a new vendor record, perform the steps below:

1.Access the Vendor Maintenance function from the Vendor group in the Maintenance menu to display the Vendor Maintenance function screen. Click the New button to create a new vendor record.

Note: If the Vendor Maintenance function is accessed for the very first time and there are no existing vendor records, the Information page is automatically displayed; otherwise, the Search screen is displayed by default.

2.Assign a number for the vendor you want to create. Enter the number in the Vendor # field and press the Enter key. When you have assigned a valid vendor number, the editable fields in all pages in the Vendor Maintenance function screen will be activated.

3.Enter in the Customer # field the customer code for which you want to assign as reference to the vendor record you are creating. Once a valid customer # is entered in this field, the customer code's company name will be displayed in the Company field for reference. Alternatively, you may enter directly in the Company field the vendor's company name you want to use if you do not want to assign a customer # code to the vendor.

4.Enter in the Alias field the vendor's other company name, if any.

5.In the Information page, enter the basic information about the vendor. For more information, refer to the Information Page section.

6.In the Contacts page, provide the names, titles and phone numbers of as many contact persons for this vendor as you may need. For more information, refer to the Contacts Page section.

7.In the Settings page, enter the various parameters that will govern the transactions affecting this vendor. For more information, refer to the Settings Page section.

8.In the GL Accounts page, enter the default Accounts Payable and Prepayment GL Account IDs to which payables and prepayments to this vendor will be posted as well as assign the default reference accounts. For more information, refer to the GL Accounts Page section.

9.In the Authorized Ref Accounts page, enter the GL Account IDs of the authorized reference accounts. For more information, refer to the Authorized Ref Accounts Page section. This page is enabled only if you activated the Use Authorized Reference Accounts Only option in the Settings Page.

10.In the Activity page, enter information pertaining to vendor activities by creating new activity records. For more information, refer to the Activity Page section.

11.In the Notes page, enter narrative information about this vendor. Refer to the Notes Page section for more information.

12.When you are done entering the information and settings for your vendor, click the Save button in the function toolbar to save the vendor record; otherwise, click the Cancel button to disregard the information and settings you entered.

Q. While creating a new vendor record, I decided to change the currency code that is defaulted by the system, but the field was disabled. I have set up more than one currency code in the system. How can I select the other currency codes I have set up?

A. Verify that you have marked the Use Multi-Currency option in the PO or AP Module Setup functions. When this option is not activated, AccountMate will not allow you to create a foreign vendor, even if you set up multiple currency codes.

Set Up Vendor

Set Up Vendor

See Also