Vendors

Menu File | AP | Vendors

The Vendors screen displays vendors in a list showing basic contact info and amount owed.

To add a new vendor: click the New button. Or menu Records | New.
To edit a vendor: double-click the vendor. Or select the vendor and press Enter or click the Edit button. Or menu Records | Edit.
To delete a vendor: select the vendor and click the Delete button. Or menu Records | Delete.

You can select a vendor with the mouse or by the keyboard via the Page Up/Down and arrow keys. Or click the Find button, then enter the vendor no. or select the vendor name from the drop down list. Tip: You can enter the 1st letters of the vendor name then press the down arrow.

The menu has options to

- filter the list by specifying selection criteria such as currency
- sort the list by vendor no. or name
- display invoices for a selected vendor
- display cheques for a selected vendor
- refresh the data displayed to show changes entered by other users, etc.
- print the list

Tip: To display invoices or cheques for a vendor, phone, or send e-mail (via your e-mail program): select the vendor, then right-click to display a pop-up menu.

Vendor no.
Vendors can be accessed by number or name. Vendor no. is useful if you have multiple vendors with the same name, such as branches of the same company, or a large number of vendors. When setting up a new vendor, the program assigns a default vendor number which you can then change if desired. At any time you can change the vendor number and any history (invoices, cheques, etc.) will automatically still be linked to the vendor.

Suspended
Check here to prevent further invoices from being entered for this vendor.

Name
Vendor’s name.

Address
Vendor’s address.

Phone
Main phone number. Additional phone numbers can be specified on the Contacts tab. You can phone the vendor by clicking the phone button or by right-clicking on the vendors, invoices, or cheques screens.

Fax
Main fax number. Additional fax numbers can be specified on the Contacts tab.

Contact
Main contact’s name. Additional info and contacts can be specified on the Contacts tab.

E-Mail
Main e-mail address. E-mail addresses for other contacts can be specified on the Contacts tab. You can send e-mail (via your e-mail program) to the vendor by clicking the e-mail button or by right-clicking on the vendors, invoices, or cheques screens.

Web Page
URL of vendor’s web page. You can connect to this page (via your web browser) by clicking the adjacent browser button.

Discount %
Default discount %. When entering new invoices this displays as the initial discount %. The discount amount on an invoice is calculated using the discount % rather than keyed directly.
Example: 2 2%

Discount days
Default number of days from invoice date to discount date. When entering invoices the system uses this to calculate the default discount date, which you can then change if required. When paying invoices the cheque date is compared to the discount date to determine whether the discount can be taken.
Example: 10 If invoice date is 5th May, then default discount date is 15th May.

Net days
This is the vendor’s requested terms and is used for informational purposes only.
Example: 30 Net 30 days.

Default number of days to due date
Default number of days from invoice date to due date. When entering invoices the system uses this to calculate the default due date, which you can then change if required. When paying invoices the optional AutoCreate New Cheques feature uses due date to determine which invoices to pay.
Example: 25 If invoice date is 5th May, then default due date is 30th May.

Currency
Select the currency of this vendor’s invoices. If you need to add a new currency to the drop down list, click the “3 dots” button. On new vendors this defaults to the default currency on Your Company.

Vendor Type
Select the Vendor Type for this vendor, if desired, or press Delete to remove a previous selection. If you need to add a new type to the drop down list, click the adjacent button. Vendor Types are used to group vendors. Example: Inventory, Shipping, Admin, etc. This facilitates selecting vendors using the vendor search, and printing reports sorted and/or summarized by vendor type.

Default Description
Default invoice description. When entering new invoices this displays as the initial invoice description. If you do not want to record invoice descriptions you can suppress this field via Your Company preferences.

Tax no./Business no.
Some jurisdictions require that you store the vendor’s tax number or business number, such as GST Registration no. in Canada. This is used for informational purposes only.

Contacts
Use the New, Edit, and Delete buttons to add, modify, and delete contacts for this vendor. Right-click on a contact to make a phone call or send e-mail (via your e-mail program).

Notes
Enter any notes you wish to record here. Right-click to toggle Word Wrap.