Table of Contents

Overview

A Buying Group pools dealer purchases to earn vendor discounts. Instead of paying vendors individually, one check is sent to the group, which pays them.

TRX Enterprise simplifies this by letting you create POs to vendors, then combine multiple vouchers into one Buying Group check with a click. It auto-marks vendor accounts as paid and provides an itemized printout of all POs and vendors paid.

This feature can also be used as a way to pay a Corporate Office for other Vendors that need to remain separate.

Buying Group Setup

In order for the Buying group check process to work you must complete setup.

01 Create Buying Group Vendor Type

Buying Groups will be represented by Vendor Types. These Vendor Types will be set on any Vendors that you need to pay within this Buying Group. Create these under A/P>A/P Special Functions>A/P Definitions | Vendor Types tab.

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02 Create a Buying Group Vendor

In Order to pay a buying group, you need to have a Vendor that the checks are written to. If you don’t already have this vendor, you will need to add it. Click Here for Guide

03 Setting Current Buying Group

Once you have created your buying group and Vendor, you will need to set the default in A/P Setup and set the Vendor Type on the Vendor records.

03A Setting Default in A/P Setup

Step-by-Step

1. Open the A/P Setup screen

   1. A/P>A/P Special Functions>A/P Setup

2. Enter the Buying Group Vendor into the Buying Group Vendor field

3. Enter the Vendor Type for the Buying Group in the Buying Group Vendor Type field

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03B Setting Buying Group Vendor Type on Vendor

Step-by-Step

1. Open Vendor Record

   1. A/P>Vendors>Enter/Edit Vendors

   2. Enter Vendor # or use F9 to find it

   3. Hit enter through field to open record

2. Set the Vendor Type

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Creating a Buying Group Check

The default Bank and Vendor Information will default into the header of the screen. Any unpaid vouchers for vendors that belong to your designated buying group vendor type will appear at the bottom of the screen. You will be able choose all vouchers by using the "Pay All" icon or you may select them by double clicking on the individual voucher.

• Check Format – select the check format to be used from the drop down list.

• Bank – selecting the bank specifies the cash account to be credited for the checks.

• Next check - The next check number to be used displays but can be changed if necessary.

• Check Date – The Check Date is the date that is printed on the checks and is also used for the date of the General Ledger transactions.

• Memo – notes entered here will appear on the Memo line on the check.

• To The Order Of – enter the Buying Group code or press F9 to access the Find Vendor screen.

• Pay All. – To pay all vouchers or double-click on the vouchers to be paid.

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A/P > Buying Group Check

     3. Click on the lightning bolt to process and print checks.

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     4. Process the check to get your Buying Group Check Remittance Report