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Overview
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The Enter/Query Vendor screen consists of six tabs and vendor contact information. Vendors are entered and modified using the Vendor Entry/Edit screen. All vendor information such as name, address, phone number as well as default terms, buyer, expense account for voucher entry, and all contacts for the vendor are managed on this screen. Purchasing information such as minimum order amounts, discounts and prepaid freight quantities can be added in this screen and will be used by the purchasing department in the PO Assistant and PO generator to help streamline the inventory.
Through this screen you can also set alerts and notes for the vendor that other departments can see throughout TRX. A complete purchase order history is available via the PO History tab. Over the next couple of pages we will outline what each box contains and how it affects the vendor setup.
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Vendor Number – TRX assigns a vendor number automatically if the setup function is checked off in the AP A/P setup screen. You also have the option of not checking it and adding your own numbering scheme manually. This vendor number is up to 20 characters and is used on all other screens in TRX Enterprise. If vendors are automatically numbered, leave this field blank. If a number is entered, it will be ignored and replaced with the automatic number.
Active Check Box – If this box is checked the vendor will be considered active and you will be able to use it throughout TRX. If it is not checked the customer will not show up on any F9 searches or reports.
Hold Payments – If you need to suspend payments to this vendor you can check this box. Vouchers for the vendor can still be entered but they will not print on a check run until the hold on the vendor is removed.
Name – This would be the name of the Vendor.
AP Account - This is the default AP A/P account to use when entering vouchers for this vendor. The AP A/P account can be changed when entering vouchers. Press F9 to display a list of valid AP accounts. The AP A/P account is also a branch transaction trigger when using the Branch add on.
Default Charge – This is the default expense account to use when entering vouchers for this vendor. The expense can be changed when entering vouchers. The user can press F9 to display a list of valid expense accounts. This field is very rarely filled in here. An example of when to use it would be for a mortgage payment when you want to hit the mortgage expense account instead of the cost of goods sold.
Account # - This is where you would store the account number that the vendor has given to you.
Payment type – The vendor can have a default payment type set for it here, the options are Check, ACH, and Credit Cards.
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Comments – This is where you can store general notes about the vendor, comments about the vendor can be entered up to 200 characters.
Terms – This is the default terms to use on vouchers and purchase orders for this vendor. The terms on vouchers and purchase orders can be modified at the time of entry as well. Press F9 for a list of valid terms.
This field can be locked so no one can change them.
Terms are setup in AR A/R > Special Functions > Terms.
FOB - This is the default FOB code that will show on the vendors PO's. FOB codes must be defined in the SYS > FOB Codes before they can be used.
Vendor Types – You can segregate your vendors for reporting purposes by assigning a vendor type code. These codes are defined in Vendor Setup. This field is also used to declare which vendors are Buying Group vendors and whose vouchers will be eligible for the buying group check screen.
Fed. ID Number – If the customer is a tax-exempt customer you can store the Federal ID exempt number here.
Last PO Date – For reference purposes, we list the date of the Last PO to this vendor. This is a program function and cannot be edited.
Default Buyer – If there is a default buyer for this vendor that you would like to show on the purchase orders you can assign it here. Buyers are set up in PUR > Purchasing Special Functions > Buyers.
Alternate Pay to - This field is used if a different name is to be printed on the check for this vendor. This feature might be used if the vendor is part of a buying group and payments are made to the buying group. When leaving this field blank, checks will be written to the person in the Name Field.
Discount - If the vendor gives you a discount it is stored in this field.
Minimum Order – Some vendors may have minimum order quantity or you may have one yourself to avoid high shipping cost. Either way: that minimum is set here. This will interface with the PO generator in Purchasing.
PPD Frt $ - If the vendor has a set prepaid freight dollar amount it can be placed in here, this will also interface with the PO generator.
PPD Frt QTY – Same as prepaid freight $, just driven by quantity instead of $ amounts
Auto Cancel Backorder – When checked any amount remaining on an un-received PO will be cancelled upon partial receipt of the PO.
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The miscellaneous tab is a variable tab that will only appear if a flex field is defined for the vendors. Vendors flex fields are set up in purchasing setup. The user can create up to five Flex Fields for AP A/P vendor Records. For more information see Flex Fields.
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Alerts are a great way to remind users of specific issues regarding a vendor.
Possible Reason:
AP A/P needs to change a charge off account
Receiving needs to expedite a shipment
You would like the purchaser to request special delivery.
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1099 check box - Check this box if the vendor is to receive an IRS 1099 form at the end of the fiscal year. Only Vendors with this box checked will show up on print 1099 vendor report screen and report. You can print the 1099 form report in AP A/P > Reports
Use Field #1-16 - Use these radio buttons to decide which field in the 1099 you wanted to use.
RNT, RLT, OTI, FTW, FBP, MHP, NEC, PLD, CIP, BLANK, EGP, GPA, SDF, STW- Based on which field you selected, TRX will put what is in that field next to the Calculate button
Calculate - Hitting this button will populate the field next to it with their 1099 info based on the Year selected.
Year - Here is where you can enter the date you wanted to create the 1099 on.
Print - This button will print the selection
Clear - This button will clear what was selected by the user.
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The last element of the Enter/Query Vendor screen is Vendor Contacts. Vendors can have an unlimited number of contacts, but they must have at least one and they each must have a distinct name, address and phone number. One and only one vendor is designated as the primary contact. This is the default contact for new purchase orders and will be the record we use the email address of when sending out our distribution emails. You should also only designate one contact as the payments contact. This is the address used on all AP A/P checks.
To create a contact you should:
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