Use this subtask to set up default accounts that will be used with this vendor. The expense accounts simplify data entry by providing you with the authorized default expense accounts. You can change the expense accounts during data entry.
The vendor ID, name, and location are displayed from the main screen.
If you need to print the check to a third party for the vouchers for this vendor, enter a different vendor. The pay vendor name will default in the untitled field to the right. You should use this only for third-party payments. For example, you purchased goods from vendor ABC but their receivables are assigned to vendor XYZ.
These fields are required if you selected the PR Vendor checkbox on the main screen.
Enter an A/P account description that corresponds to an A/P account, organization, reference 1, and reference 2 combination set up in the A/P Accounts screen in the Controls menu. This will serve as the default A/P Account/Org/Ref 1/Ref 2 for the vouchers entered for this vendor. If you entered a default A/P account description in the Vendor Settings screen, that value will default in this field; however, it can be overwritten.
Enter a cash account description that corresponds to a cash account, organization, reference 1, and reference 2 combination set up in the Cash Accounts screen in the Controls menu. This will serve as the default Cash Account/Org/Ref 1/Ref 2 for the vouchers entered for this vendor. If you entered a default cash account description in the Vendor Settings screen, that value will default in this field; however, it can be overwritten.
Select this checkbox to allow the Pay Vendor field to be changed on the voucher. If you do not select this checkbox, the Pay Vendor will default into the voucher and cannot be edited. This checkbox is not available if you selected the PR Vendor checkbox on the main screen.
Select this checkbox to auto-create PO vouchers from purchase orders. This option is available only if you allow the system to auto-create PO vouchers. You determine this in the Auto-Voucher Creation group box in the PO Voucher Settings screen. In this screen, you select autocreation based upon a 3-way match only or a 2- or 3-way match; or you can disallow autocreation entirely. Only vendors with this checkbox selected will be eligible for auto-creation of PO vouchers. This checkbox is not available if you selected the PR Vendor checkbox on the main screen.
Select this checkbox to hold voucher payment until cash receipts have been entered for this vendor. This checkbox is disabled if you selected the PR Vendor checkbox on the main screen.
Select this checkbox to have the system print a separate check for each voucher entered.
Enter an alphanumeric code of up to six characters to associate this vendor with a group of vendors. The Print/Void Checks screen uses the vendor group for organizational purposes when printing checks.
Enter a memo of up to 25 alphanumeric characters. The memo will print out on blank stock checks below the pay vendor name and address.
Fields in this group box are not available if you selected the PR Vendor checkbox on the main screen.
Enter the FOB method you use, e.g., Destination.
Enter the method by which you want to ship, e.g., UPS.
Use this column to order the rows in this subtask as necessary. Editing this field will affect the defaults in the Enter A/P Vouchers screen. When you enter a voucher in the Enter A/P Vouchers screen, the default for a row being entered will be in direct correlation with the order of the rows entered in this subtask.
Enter, or use Lookup to select, an account number. The system performs the following validations for the Account field when you enter an account and organization without a project:
Verifies the account/org combination exists;
Verifies the account/org combination is active; and
Verifies the account was provided.
The system performs the following additional validations for the Account field if you enter an account, organization, and project:
Verifies the account/org/project combination exists; and
Verifies the account/org/project combination is active.
Please note that, in addition to the above, the system performs a validation on the account independently when you leave this field, regardless of whether or not you enter an organization and/or a project.
Enter, or use Lookup to select, an organization number. The system performs the following validations for the Organization field when you enter an account and organization without a project:
Verifies that the account/org combination exists;
Verifies that the account/org combination is active; and
Verifies that the org was provided.
The system performs the following additional validations for the Organization field if you enter an account, organization, and project:
Verifies that the account/org/project combination exists; and
Verifies that the account/org/project combination is active.
Please note that, in addition to the above, the system performs a validation on the organization independently when you leave this field, regardless of whether or not you enter an account and/or a project.
Enter, or use Lookup to select, a project number. The system performs the following validations for the Project field when you enter an account, organization, and project:
Verifies that the project allows charges;
Verifies that the project is active;
Verifies that the account/org/project combination exists; and
Verifies that the account/org/project combination is active.
Please note that, in addition to the above, the system performs an independent validation on the project when you leave this field, regardless of whether or not you enter an account and/or an organization.
Enter a percentage of up to two decimal places. The percent columns must total to 100%.
Enter, or use Lookup to select, a reference number 1.
Enter, or use Lookup to select, a reference number 2.
The name of the account displays in this non-editable field.
The name of the organization displays in this non-editable field.
The name of the project displays in this non-editable field.
The name of the reference number 1 displays in this non-editable field.
The name of the reference number 2 displays in this non-editable field.