One-time vendor

Before you process invoices for a vendor, you must first define that vendor in the application. The one exception to this rule is that you can create a one-time vendor as you specify the invoice. A one-time vendor is a vendor with which you will have a temporary relationship. You can use a one-time vendor more than once, but one-time vendors are most often used for one or two transactions.

When you specify an invoice for a one-time vendor, you leave the vendor number field blank and select the One-time special form action. The application automatically assigns a vendor number beginning with 999000001. When you specify the invoice, the One-Time Vendor subform displays. Use the subform to type the one-time vendor name and address.

Example

You might hire a caterer for a special corporate celebration. You will want to pay the catering company's invoice in the Accounts Payable application, but it is not worth defining the company as a regular vendor if you will never receive another invoice from them. The advantages of using a one-time vendor are:

  • You don't invest time setting up a vendor that you won't use again.

  • You can identify and purge one-time vendor records easily.