Set Up Vendor Records

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:

•Entity Code

•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 Maintenance menu to display the Vendor Maintenance function tab. Click the New button to create a new vendor record.

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 tab will be activated.

3.Enter in the Entity field, the entity code that you want to assign to this vendor record. Alternatively, you may click the List box button to view a list of all available unassigned entity codes. Click on the entity code to select. You may click the underlined Entity field label to directly access the Entity Maintenance function screen where you can create a new entity code.

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

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

6.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.

7.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.

8.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.

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

10.In the Notes Page, enter narrative information about this vendor. For more information, refer to the Notes Page section.

11.When you are done entering the information and settings for your vendor, click the Save button in the Maintenance 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. The Currency Code is a one-time setup in the Entity Code. If you want to change the vendor's currency, you must first create a new Entity Code that is assigned the correct Currency Code that you want. Verify also 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 Records

Set Up Vendor Records

See Also