Master Records > Vendor Code > Update, Delete or Archive Vendor Record

The Vendor Maintenance function allows you to update or delete a vendor record. This section discusses the procedure for updating or deleting a vendor record. The changes you make will only affect the transactions that you post after you made the changes.

Note: You can only update or delete vendor records, and edit vendor settings if you are granted the appropriate access rights. These access rights are defined in the Group/User Setup function in the System Administrator module.

To update a vendor record, perform these steps:

1.Access the Vendor Maintenance function from the Vendor group in the Maintenance main menu. The Search screen is automatically displayed when this function is accessed.

2.Enter in the Search field the vendor code that you want to update. You may browse through the pages of the results to locate the vendor code; then, double-click to select. As soon as a vendor code is selected, the vendor's details are displayed in their corresponding fields.

3.Review or amend the applicable fields in the Information page, Contacts page, Settings page, GL Accounts page, Authorized Ref Accounts page, Activity page, and Notes page of this function screen. Note however, that fields that are grayed out or inaccessible cannot be edited or changed. Refer to the appropriate sections for the detailed discussion about these pages.

Note: You can view the vendor's complete federal tax ID or credit card information provided that you are granted the access right; otherwise, these information will be encrypted and show as asterisks.

4.When you are ready to proceed, click the Save button in the function toolbar to save your changes; otherwise, click Cancel to discard your changes.

To delete a vendor record, perform these steps:

1.Access the Vendor Maintenance function from the Vendor group in Maintenance menu. The Search screen is automatically displayed when this function is accessed.

2.Enter in the Search field the vendor code that you want to update. You may browse through the pages to locate the vendor code; then, double-click to select. As soon as a vendor code is selected, the vendor's details are displayed in their corresponding fields.

3.Click the Delete button in the function toolbar. Any of the following may occur:

oIf no transactions were ever recorded for the vendor and is not assigned to another record

AccountMate will display a message requesting confirmation to delete the record. Click Yes to confirm; otherwise, click No.

oIf the vendor had a non-zero balance or is assigned to another record

AccountMate will display a message informing that deletion is disallowed. Click OK to close the message window.

oIf transactions for the vendor were posted but vendor balance was zero and is not assigned to another record

AccountMate will display a message requesting confirmation to archive the record. Click Yes to confirm; otherwise, click No.

Notes: Archiving a vendor record simply sets a flag in its record so it will not show up in any vendor Lookup or Search list; the vendor's information remains saved and intact.

Q. I want to remove a vendor record; however, I still have open transactions with this vendor. How can I prevent further posting of transactions for this vendor in the system?

A. You can prevent the use of this vendor record by changing the status to Inactive. You can find the Status field in the Settings page of the Vendor Maintenance function window.

Reactivate (Unarchive) Vendor Records

To reactivate or unarchive a vendor record, perform the following:

1.Access the Vendor Maintenance function from the Vendor group in Maintenance menu. The Search screen is automatically displayed when this function is accessed..

2.Click the New button to display the Create New screen.

3.Click the Archive Search button beside the Vendor # field. This will display the Archived Search window where you can select the archived vendor record that you want to reactivate or unarchive.

4.In the Archived Search window, enter in the Search field the vendor # that you want to reactivate or unarchive, highlight the record; then, click OK. Alternatively, you may browse through the search pages to locate the vendor #; then, double-click the record to select.

5.A message will display asking for confirmation if you want to unarchive the record. Click Yes to confirm; then, click the Save button in the function toolbar.

Update, Delete or Archive Vendor Record

Update, Delete or Archive Vendor Record

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