Creating vendor groups

Vendor groups are used to identify a set of vendors that are shared by one or more companies.

  1. Select Vendor Groups.
  2. Click Create.
  3. Specify this information:
    Vendor Group
    Specify a vendor group code.
    Description
    Provide a description for the vendor group.
  4. On the Main tab, specify this information:
    One Time Vendor Class
    Specify a one-time vendor class.
    Last Vendor
    Specify the last vendor used by the company.
    Invoice Number Edit
    Select whether to edit duplicate invoice numbers by current Company Vendor or by Vendor Group Vendor.
    Effective Date
    Specify the date the vendor group becomes effective.
    Validate OFAC
    Select this check box to validate Office of Foreign Assets Control.
    OFAC Compare Threshold
    If you selected Validate OFAC, then specify a threshold.
    Global Withholding
    Select this check box to enable international withholding options.
    Vendor Offset
    Select this check box to intercept and redistribute portions or the entire amount of the vendor payment to accounting entities where debt is owed.
    The Vendor Offset Default and the Vendor Debt tabs are now available.
  5. On the Main tab, in the Hold Codes section, specify this information:

    If these fields are blank, then the value that is specified in Retainage is used.

    Manual Payment
    This code is assigned to invoices that have been paid manually. This prevents a check for the invoice from being generated.
    Credit Balance
    This code is applied to open invoices and credit memos when the vendor has a credit balance. When the vendor has enough credits to put invoices in a credit balance, this code prevents a payment to a vendor for invoices due.
    Prepayment
    This code is applied to system-generated credit memos until the credit memo is applied to the prepaid invoice.
    Return On Investment
    This code is used to hold an invoice when it is more advantageous to bypass a discount in favor of earned interest.
    Maximum Payment
    This code is applied to invoices that, if paid, would exceed the maximum cash outlay for the company.
    Retainage
    Specify the retainage hold code.
    Minimum Payment
    This code is applied to invoices that, if paid, would not exceed the minimum cash outlay for the vendor.
    Tax Tolerance
  6. In the Period Ending Dates section, specify the various period end dates for processing year-end closing.
  7. In the Diversity Requirements section, select the check box of the valid diversity requirement for a document attachment.
  8. In the Attachment Size section, specify the maximum size of the attachment and the unit of measurement.
  9. In the Document Management Interface Vendor Search Fields section, select the vendor values to use when matching vendors to invoices in the interface:
    Reference 1, 2
    Select these check boxes to search for vendors by reference fields. Select the search priority order.
    Tax ID
    Select this check box to search for vendors by the Tax ID field. Select the search priority order.
    EDI Number
    Select this check box to search for vendors by the EDI Number field. Select the search priority order.
    VAT Registration Number
    Select this check box to search for vendors by the VAT Registration Number field. Select the search priority order.
    Legacy Vendor
    Select this check box to search for vendors by the Legacy Vendor field. Select the search priority order.
    Vendor Account
    Select this check box to search for vendors by the Vendor Account field. Select the search priority order.
    Global Location Number
    Select this check box to search for vendors by the Global Location Number field. Select the search priority order.
  10. In the Vendor Bank Code Labels section, specify labels as needed for 20 generic bank codes. The bank codes are defined in Vendor and Vendor Location and used for the payment output file.
  11. On the Payables Invoice Approval tab, specify this information:
    Corporate Calendar
    Specify the default calendar settings of the company.
    Allow Distribution Entry During Invoice Approval
    Select this check box so that your approvers can create or update distributions during the approval process.
    Invoice Post Date Default Option
    Select whether the default posting date on the invoice is Invoice Date or Current Date.
    Using Document Management System
    Select this check box if you are using a third-party imaging vendor. When you select this option, additional fields become available.
    Document Management Partner
    If you selected the Using Document Management System check box, then specify your imaging vendor.
    Document Management System Key
    If you selected the Using Document Management System check box, then specify your document management system key. This is used by the Document Management System to access the documents. This key may be filled depending on the requirements of your imaging vendor.
    Store Document Locally
    If you selected the Using Document Management System check box, then select this check box to save a local copy of the invoice image. This occurs when an invoice is created from a Document Management System.
  12. In the Invoice Email Settings section, the Email Subject and Email Content fields are populated. The content is used when invoice emails are sent for specific reasons. The Email Subject is also displayed in the Work Description field on the Work Items tab in invoice approvals. You can use the template or you can customize the messages in these sections:
    • Invoice Submitted For Approval
    • Invoice Rejected
    • Email Invoice
  13. On the Document Templates tab, specify this information:
    Remittance Advice From Email Address
    Specify the email address from which to send remittance advice.
    Use IDM Template For Vendor Statement
    Select this check box to use IDM templates for vendor statements. See Document Output Management for Infor Financials and Supply Management User Guide.
    Use IDM Template For US 1099 Forms
    Select this check box to use IDM templates for US 1099 forms. See Document Output Management for Infor Financials and Supply Management User Guide.
  14. Click Save.