Use this screen to view summary, detail address, voucher, and payment information for all your vendors. Use the subtasks from this screen to "drill-down" to more detailed information, including specific A/P and/or PO vouchers; vendor labor and voucher notes; payment totals broken down by check number; and vendor contacts. Use the Export pushbutton on the toolbar to export data from this screen to other files (e.g., Excel.)
This screen is blank when you enter it. To view vendor information, use Subquery to access a range of information, limited by vendor, vendor name, location, terms, status, hold payment status, or customer account. If you want to view information for a single vendor, enter the vendor's ID or use Lookup in the Vendor ID field, then select the Execute button in the toolbar. To see information for all vendors, leave the header fields blank and select the Execute button.
Use this screen whenever you need to view information for vendors that have already been created in the Maintain Vendors screen. Vendors with no voucher, check, or address information still display in the table window.
If you want to limit the rows shown in the table to a specific vendor, enter the vendor's ID here, or select a valid vendor ID using Lookup, before executing the inquiry. The Vendor field will be blank if you populate the table using Subquery, or if you Execute without entering a vendor ID.
Enter a 25-character, alphanumeric name for this vendor ID. You can also use Subquery or Lookup to locate a valid vendor name associated with this vendor. The vendor name is stored in the Vendor Address table.
Enter a six-character, alphanumeric vendor location code for this vendor. You can also use Subquery or Lookup to locate a valid vendor location associated with this vendor. The vendor name is stored in the Vendor Address table.
Select this radio button to view information by pay vendor. When you select this radio button, the table window displays only three columns - Pay Vendor, Pay Vendor Name, and Pay Location. If you select this option and enter the vendor ID before executing, the table displays only the Payments column.
This option is selected by default. Leave this radio button selected if you want to view information by vendor. When this option is selected, the table window contains all the columns listed below. If you select this option and enter the vendor ID before executing, the Vendor, Vendor Name, and Location columns are not included in the table window.
All fields in the table window are non-editable. Only these three fields display when you select the Pay Vendor radio button.
This field displays the pay vendor's ID from the Defaults subtask of the Maintain Vendors screen. If you entered a vendor ID before executing, this column is not included in the table window.
This field displays the pay vendor's 25-character name from the Defaults subtask of the Maintain Vendors screen. If you entered a vendor ID before executing, this column is not included in the table window.
This field displays the pay vendor's location code, which is up to six digits long. If you entered a vendor ID before executing, this column is not included in the table window.
All fields in the table window are non-editable. These fields display when you select the Vendor radio button.
This field displays the vendor's ID from the Maintain Vendors screen. If you entered a vendor ID before executing, this column is not included in the table window.
This field displays the vendor's 25-character name. If you entered a vendor ID before executing, this column is not included in the table window.
This field displays the vendor's location code, which is up to six digits long. If you entered a vendor ID before executing, this column is not included in the table window.
This field displays the vendor's terms from the Maintain Vendors screen.
This field displays the status you gave the vendor in the Maintain Vendors screen. Possible statuses include: "W" (Give Warning), "H" (On Hold), and O (OK).
If you selected the Hold Payments checkbox in the Maintain Vendors screen, "Y" displays in this field. If you did not select the Hold Payments checkbox, "N" displays in this screen.
This field displays the customer account number you entered in the Maintain Vendors screen.
Select this pushbutton to access summary and detailed voucher information for a highlighted vendor, including PO voucher detail, voucher notes, and vendor labor. If no voucher information exists for a particular vendor, this pushbutton will be disabled. Information on this screen may be restricted due to activation of org security. For more information about org security and how to apply it, see Special Topic SA-5, "Organizational Security," and the function documentation for org security in System Administration.
Select this pushbutton to view check information for a highlighted vendor, including check amount(s), cash account, and organization.
Select this pushbutton to view address and vendor contact information for a highlighted vendor.
The information displayed in the Vendor History Inquiry screen and its subtasks is stored in these tables. Included in the description of each table is a list of the Inquiry subtasks that use the table and the information they take from it.
Billable Labor Category (BILL_LAB_CAT): This table contains project labor categories (PLCs) and their descriptions, entered through the General Labor Categories screen in Costpoint Labor. The Vendor Labor subtask takes the PLC Description from this table.
Purchase Order Line (PO_LN): This table contains all the purchase order information entered in the Enter POs screen in Costpoint Purchasing. The Enter PO Vouchers application in Costpoint Accounts Payable also accesses this table for purchase order information corresponding to the voucher being entered. The PO Detail subtask (accessed through the Vouchers subtask) uses the Purchase Order Line table to populate the fields in its table window. These fields display quantity and cost amount information from the purchase order.
Voucher Header History (VCHR_HDR_HS): The Voucher Header History table stores header information (i.e., information that is not included in the table window) for all posted vouchers. This table provides information for all the fields in the Vouchers subtask, as well as the header information for the Voucher Detail subtasks (both A/P and PO). It also provides all the header information for the Vouchers Checks subtask, and the voucher number and vendor ID, name, and location for the Vendor Labor subtask.
Voucher Labor Vendor History (VCHR_LAB_VEND_HS): After you have posted an A/P or PO voucher, this table stores the data you entered in the Vendor Labor subtask of the Enter A/P or PO Vouchers screens. It also contains a Billable Labor Category Code, which is linked to a PLC description in the Billable Labor Category table. The Vendor Labor subtask uses this table to populate all the fields of its table window, except for the PLC Description.
Voucher Line Account History (VCHR_LN_ACCT_HS): This table stores account, organization, project, cost, and tax information for each voucher line after the voucher has been posted. It provides the data for all the fields in the Voucher Detail (A/P) subtask, except for the Line No and Description fields. It also provides account, organization, project, reference number and amount information for the Vendor Labor subtask.
Voucher Line History (VCHR_LN_HS): This table stores discrepancy, tax, and amount information for each PO voucher line after the voucher has been posted. It also stores line notes and line numbers for all vouchers after they have been posted. The Voucher Line History table provides information for all the fields in the Voucher Detail (PO) table window, as well as the information for the Notes subtask. It also populates the Voucher Detail (A/P) Line No and Description fields.
Vendor (VEND): The Vendor table contains information you entered for vendors in the Maintain Vendors screen, including the 1099 checkbox, hold payments status, terms, customer account number, and the vendor's ID, name, and location. This table provides the information for all the fields on the main Vendor History Inquiry screen, except for the Payments field.
Vendor Address (VEND_ADDR): This table stores the vendor address information you entered in the Maintain Vendors screen. All the information in the Address subtask comes from this table.
Vendor Address Contact (VEND_ADDR_CNTACT): This table stores the contact information you entered for the vendor in the Contacts subtask of the Maintain Vendors screen. All the information in the Contacts subtask comes from this table.
Vendor Check History (VEND_CHK): The Vendor Check History table stores check number, date, posting, and cash account and organization information for checks that have already been posted. The Checks subtask on the main Vendor History Inquiry screen uses it to populate all the fields in its table window, as well as the Pay Vendor field. This table also provides the information for the FY Posted, Pd Posted, Subpd Posted, Seq, Ref 1, and Ref 2 fields in the Checks subtask on the Vouchers screen.
Vendor Check History Voucher Detail (VEND_CHK_VCHR): The Vendor Check History Detail contains information that links posted checks to particular vouchers. This information includes the voucher's vendor ID, the amount of the check that was applied to the voucher (many vouchers can be paid by one check), and cash account and organization numbers. The Checks Disbursed subtask accessed through the Vouchers subtask in the Vendor History Inquiry screen uses this information to populate its Check No, Check Date, Voucher Amt Paid, Discount Taken, Cash Account, and Cash Organization fields.
Vendor Year-To-Date Payments (VEND_YTD_PMTS): The vendor's year-to-date payments are stored in this table.