Use this screen to maintain information on vendors including specific information related to their payment. Also use this screen to identify the vendor's terms, addresses, and relationships to customers and employees, and to place a vendor on warning or hold status for entering new purchase orders. Use the subtasks associated with this screen to enter information about a vendor's classification (size, type), contacts, phone numbers, and 1099 information, and to enter notes about a vendor and set up default accounts for recording A/P liability and cash disbursement. You can also access this screen and its subtasks in Costpoint Accounts Payable and Procurement Planning.
You can also use this screen to create a record for the Vendor Travel Info screen in Costpoint Travel upon saving a record entered in this screen. This option is available only for clients who have purchased Costpoint Travel. Costpoint Travel uses the Vendor Travel Info screen for Lookups. This option is available only in insert mode. When you save a new vendor, a message is generated that asks you if the vendor that was entered is a travel vendor. If you select YES, a record will be inserted into Vendor Travel Info screen. Selecting YES prompts you with an option to enter the vendor's default expense organization. The default expense organization will default to each expense report line when an expense report is entered for that vendor.
Set up this screen and the information in its subtasks before entering vouchers or purchase orders in the Costpoint database. You can change the information in this screen at any time. However, changing an address can cause a check or shipment to be sent to an address different from the original one entered.
Enter a new vendor ID up to 12 characters, or if you selected the Enable Auto-Assign checkbox in the Vendor Settings screen, the program will automatically assign a vendor ID when you save. If you have already set up the vendor, you can use Find if you know the ID, or you can use Query if you want to select vendors based upon some criteria. A vendor ID is automatically assigned by adding one to the right-most numeric digit for the last vendor ID from the vendor settings table. However, if it exceeds 12 characters, it will return an error message, and you will need to manually assign a vendor ID.
Enter the 25-character name with which you want to internally identify the vendor. This field is required. If you have more than one vendor with the same name, you can use the Location field to enter information that will help you distinguish between them. This vendor name will be used only on internal reports and will not be printed on checks, bills, customer statements, etc. If you tab through the Long Name field without entering a longer vendor name, the 25-character name defaults into that field as well.
Use this 40-character required field to provide more detail in the naming of your vendors. The vendor long name prints on A/P checks, the A/P Pre-Payment report, purchase orders, requisitions, customer statements, and all bills and invoices. Although this field is required, you can tab through it without entering a long name and the system automatically fills it with the 25-character vendor name. The 25-character vendor name is also defaulted into the Long Name field if the field is blank when you attempt to save.
Enter a location up to six characters long for this vendor. The location can be used to distinguish different vendors with the same name.
Select the payment terms for this vendor. This will be provided as the default when entering vouchers for this vendor. However, you will be able to override the due date as well as the discount percentage and amount.
This checkbox is not available in this screen. It is available only in the Maintain Vendors screen in Costpoint Accounts Payable to indicate that the vendor can be used when creating AP Vouchers that pay payroll liabilities.
Select this checkbox to place on hold all of the vendor's invoices that are waiting for payment.
Enter, or use Lookup to select, a customer account. Use this field to relate a vendor to a customer so that if you want more information about a vendor, you can look at the vendor's customer records. It is used for reference purposes only and does not cause any additional processing to occur. Establish customer accounts in the screens in the Customer Info menu in Costpoint Sales Order Entry.
Select the appropriate radio button for this vendor.
If you select this radio button, no warning will be provided when you use this vendor to enter a purchase requisition or purchase order.
If you select this radio button, the system will provide a warning when you enter a new purchase order.
If you select this radio button, the system will not allow you to use this vendor for new orders.
Enter, or use Lookup to select, an employee ID. This field is used to relate a vendor to an employee. It is used for reference purposes only and does not cause any additional processing to occur. Each employee can be linked to one or more A/P vendors. If the Employee field is populated, Lookup will be able to bring banking data from Costpoint People when filling the address table below. Enter employee information in the in the Basic Employee Setup menu in Costpoint Employee.
In this group box, the system displays the user ID who entered the vendor, and the date in which the vendor record was originally entered. These two fields are display-only.
This field displays the user ID.
This field displays the current date.
Enter the address code for the address that is going to be entered on this line or use Lookup to select a valid address code.
Enter the street address and any other address information other than the city, state/province, country or postal code.
Enter the city for this vendor. You can also enter the postal code in the Postal Code field; if the postal code has been used before, the city, state/province, and country code will automatically display.
Enter the state/province for this vendor. You can also enter the postal code in the Postal Code field; if the postal code has been used before, the city, state/province, and country code will automatically display.
Enter the country code for this vendor. You can also enter the postal code in the Postal Code field. If the postal code has been used before, the city, state/province, and country code will automatically display.
Enter the postal code that relates to the city, state/province, and country code. If the postal code has been used before, the city, state/province, and country code will automatically display. If the postal code has not been used before, it will be added to a table that will store the city, state/province, and country code for future use.
Enter a unique shipping ID for this address. You can use the ship ID in Costpoint Purchasing or Sales Order Entry when identifying where items should be shipped. You can also assign Ship ID information to branch locations (in the Branch Locations screen under the Purchasing Controls menu), customers (in Costpoint Sales Order Entry), and warehouses (in Costpoint Inventory). You can view all ship ID information that has been established in the Display Ship IDs screen.
This non-editable field displays the description associated with the Ship ID.
Valid values for this field are "Y" (Yes), "N" (No), and "D" (Default). If this address is a remittance or payment address, enter a "Y" in this field. All address codes that are identified as payment addresses (i.e., "Y" and "D") are included in the Lookup in the Address Code field in the Address subtask of the Enter A/P Vouchers screen and Enter PO Vouchers screen in Costpoint Accounts Payable. If you want this address code to default automatically when you enter vendor ID for a voucher, enter a "D" in this field. A "D" automatically defaults into this field if it is the first line in the table window, and a "Y" automatically defaults into this field for all new lines added thereafter. If this address code is not a payment or remittance address, enter an "N" in this field.
Valid values for this field are "Y," "N," and "D." If this address is a valid order address, enter a "Y" in this field. (A "Y" automatically defaults in this field.) All address codes that are identified as order addresses are included in the lookup displayed in the Address Code field for the Order To address. This field is located in the Address subtask of the Enter POs screen. If you want this address code to default automatically in the Purchase Order, enter a "D" in this field. If this address code is not for an order address, enter an "N" in this field. The Order To address code must be entered to save a purchase order.
Enter the phone number for the address just entered.
Enter the fax number for the address just entered.
Enter any other phone number necessary, i.e., mobile phone number, beeper number, etc.
Enter the email address for this vendor.
Enter a valid sales or use tax code for the address entered. If a Default Sales Tax code is assigned to the State/Province and Country in the Maintain States and Provinces screen in Costpoint System Administration, the Tax Code value will default into this field once you populate the State/Province field for the address line. On A/P Vouchers, it will be used as a default tax code if the voucher is taxable. On PO Vouchers, it will be used to calculate sales tax when items are shipped to this address. If you do not enter a ship ID for this address, this field is optional.
This non-editable field displays the description for the Sales/Use Tax Code.
Select this pushbutton to open the Vendor Classification Codes subtask.
Select this pushbutton to open the Defaults subtask.
Select this pushbutton to open the 1099s subtask.
Select this pushbutton to open the Notes subtask.
Select this pushbutton to open the Subcontractor Payment Control subtask.
Select this pushbutton to open the VAT Info subtask.
Select this pushbutton to open the Multicurrency subtask.
Select this pushbutton to enter Construction Industry Scheme information for the selected vendor.
Select this pushbutton to open the Contacts subtask.