Vendor Maintain Balance Entry overview

Vendor > Entry > Maintain Balance

Function acronym: APEMB

Use this page only in rare situations. You should not initially set up balances and should not manually change balances. If you do make manual balance changes, specify a reason for the change. All manual balance changes are displayed in the Maintain Balances grid.

The balance information applies to the Vendor and Purchase modules. The Balance and YTD fields are updated through these functions:

  • Purchase Receipt of Inventory Entry
  • Purchase Order Entry
  • Vendor Entry Batch Update Report
  • Vendor Entry Pay Invoices Due Report
  • Vendor Invoice Center Entry

During the initial setup of the system, post balances through Vendor Transaction Entry to create an audit trail. If you enter balances in Vendor Maintain Balance Entry, the Vendor Transaction Activity Report will not balance to the totals printed on the Vendor Master List Report. The vendor is considered out-of-balance.

Note:  When you delete a vendor record, all history records are deleted for that vendor. All active balances must be zero before you can delete the record. Active balances include current, on order, and rebates due balances.

If the vendor uses foreign currency, all values other than the domestic balance will be expressed in the currency of the vendor. The system automatically calculates conversions for General Ledger and reporting purposes.

Workflow

To use this function, conduct a search to initiate workflow. Otherwise, the Update button is not available. Specify a vendor and select a Change Field value. Click Search. The particular record meeting this combination of search criteria is displayed and any previous history records are displayed in the grid. The current balance of the record in the grid is displayed in the Old Value display.

Your selection in the Change Field affects which field is displayed. If you select a date-related value, a date field and a date picker are displayed. If you select a integer-related value, a number field is displayed.

Select either Change By or New Value. Specify an amount, date, or number. Specify a reason for the change. Click Update. The change is reflected in the new history record in the grid.