Creating vendor options

  1. Select Manage Vendors.
  2. Open a vendor record.
  3. On the Options tab, in the Invoice section, specify this information:
    Maximum Invoice Amount
    Specify the maximum invoice amount for this vendor.
    Anticipation Rate
    Specify the anticipation rate. This is the percentage that is used to calculate anticipation discount invoices. Most often, anticipation rate is the prime rate plus one percent.
    Priority
    Specify a payment priority.
    Excluded Invoice Templates
    Use this field to exclude invoice templates. For example, if a vendor must only have match invoices, then the vendor can be updated to exclude other invoice templates. Selecting the Basic, Tax Invoice, Service Contract, and Freight check boxes leaves Match Invoice as the only invoice template available for use.
    Restricted Company
    Specify the restricted company.
    Restricted Process Level
    Specify the restricted process level.
    Restricted Company Group
    Specify the restricted company group.
    Automatic Emailing of Credit Memo
    Select this check box to email the credit memo automatically.
    Automatic Emailing of Debit Memo
    Select this check box to email the debit memo automatically.
    Validate Diversity Dates
    Select this check box to validate diversity dates.
    Validate Certification Date
    Select this check box to validate certification dates.
    Validate Certification Amount
    Select this check box to stop payments from exceeding the max spend amount as specified on the Certifications tab.
  4. In the Payment section, specify this information:
    Payment Terms
    Specify the payment term.
    Cash Code
    Select a cash code. This code represents a bank account.
    Discount Code
    Specify the discount code.
    Pay Immediately
    Select this check box if the invoice requires immediate payment.
    Enclosure
    Select this check box if the invoice requires an enclosure with its payment.
    Invoice Group
    To select invoices assigned to a specific user-defined invoice group, select the corresponding invoice group code. See the Financials Setup and Administration Guide.
    Payment Code
    Specify the payment code.
    Process Group
    Specify the process group.
    Separate Payment
    Select this check box if the invoice requires separate payment.
  5. In the Codes section, specify this information:
    Authority Code
    Specify the authority code.
    Distribution Code
    Specify the distribution code.
    Accrual Code
    Specify the accrual code.
    Retainage Accrual Code
    Specify the retainage accrual code. This is the default accrual code of invoices, payments, and distributions for vendor contracts with retainage.
    Foreign Economic Regulatory Code
    Specify the foreign economic regulatory code.
    Tax Code
    Specify the tax code.
    Tax Usage Code
    Specify the tax usage code.
    Tax Indicator
    Select if the tax indicator is Exempt, Taxable, Exclude, or None.
    Invoice Routing Category
    Specify the invoice routing category.
    Default Diversity Code
    Specify the default diversity code.
  6. In the Match section, specify this information:
    Match Prepayment
    Select this check box if the invoice is prepaid for match invoices.
    Match Prepayment Method
    Select the method of match prepayment. Options are None, Prepay from Invoice, or Eligible for Prepay.
    Proof Of Delivery
    Select this check box to generate proof of documentation.
    Hold Until Inspected
    Select Yes if the receiving lines for this vendor should not be matched until they are inspected.
    Pool Option
    Select the combination level of invoices to use for matching. The more specific combination you select, the smaller the number of invoices and receipts in the matching pool.
    Require Purchase Order
    Select Yes to require purchase order.
    Require Match Reference
    Select this check box to require match reference.
    Auto Chargeback Minimum
    To automatically generate chargebacks when your company is overcharged, specify the minimum amount for which a chargeback is created. For example, when the invoice amount is greater than both the value of the goods you received and the minimum amount that you specified.
    Auto Chargeback Hold
    To automatically assign a hold code to invoices with chargebacks, select the hold code.
    Terms Calculation
    Select which date to use when calculating discounts.
    Float Days
    Specify the number of days to add to the best terms calculation. This field is only valid if the vendor allows a specific number of days for payment to arrive and still gives the customer the discount.
    Apply Float Days To Due Date
    Select this check box to apply the specified float days to the invoice due date.
    Allow Zero Cost Invoice
    Select Yes to allow zero cost invoice.
    Match Table
    Specify the processing rules to use during matching.
    Rule Group
    Specify the rule group used for invoice matching and messaging purposes.
    Cost Component Match
    Select this check box to determine the cost component match and to include the add on charges in the match.
  7. In the Returns section, specify this information:
    Replace Goods
    Select whether a purchase order must be created to replace the returned goods.
    Ship Or Hold Goods
    Select whether goods that are returned are physically shipped to the vendor or held at your location.
    Minimum Claim Amount
    Specify an amount that is used to justify the return of the item. This amount is compared to the value of an adjustment or rejection. To create a return, the value of the adjustment or rejection must be greater than or equal to the minimum claim amount.
    Vendor Claim Type
    Select the method by which the return is considered satisfied. Options include taking a chargeback, waiting for a credit memo, or defining the return as no charge to replace.
  8. In the Miscellaneous section, specify this information:
    Locale
    Specify a language code for a vendor. If the language is not defined, then the language code must be defined in the Universe Language Definition (langdef) program.
    Case Number
    Specify the case number.
  9. In the Procurement Card section, select the Use Procurement Card check box if the vendor is a procurement card user.
  10. In the EDI section, specify this information:
    EDI Number
    Specify the vendor's Electronic Data Interchange (EDI) number.
    EDI Invoice Automatic Release
    If the vendor imports invoices using EDI, then select this check box. You can define whether to automatically release EDI invoices.
    ERS Capable
    Select this check box if the vendor can process receipts for evaluated receipts settlements.
  11. In the Expense Management section, select the Default Finance Structure account type.
  12. In the Global section, specify the External Accounting Entity and the External Location.
  13. Click Save.