Defining a vendor

Vendor

If you use auto numbering, leave this field blank and a number is automatically assigned when you add the vendor. You must assign a vendor value if you do not use auto numbering. You define auto numbering in Vendor Group (AP00.1).

Vendor Class

You must assign the vendor to a vendor class.

Vendor Status

You can change the status of a vendor. You cannot specify invoices for an inactive vendor.

The values are Active, Inactive, and PO Add Inactive. With the PO Add Inactive status, a purchase order cannot be specified for the vendor, but an existing purchase order for the vendor can be changed and released. (PO Add Inactive vendors are not allowed on customer sales orders or requisitions.)

Address 1 to 5

You must define at least one line of address information for the vendor, but can define up to five lines.

Search Name

Search names are more familiar names that can be used to sort reports and listings. For example, BJ Plumbing instead of Benjamin Jones Plumbing, Inc. If you leave this field blank, the vendor name defaults.

Use of special characters, such as &, are not recommended in any vendor naming as they are not accepted by the IRS in 1099 processing.

Legal Name

Legal names are used for reporting reportable vendor income. If you leave this field blank, the vendor name defaults. Legal names can print on the check file or on the 1099 form.

Account Number

You can specify the customer or account number the vendor has assigned to you.

VAT Registration Country, Number

You can specify the country and number components of the vendor's VAT Registration Number. These two fields together make up the VAT Registration Number for the company.

Click the Address button to define the effective date and address information for the contact.

Handling Code

You can specify an invoice handling code that determines the processing rules that is used during matching.

Accrual Code

You can specify or select a valid invoice accrual code for the vendor. This code is used to default a general ledger accrual account to the vendor's invoices during invoice entry. If left blank, the vendor uses the invoice accrual code assigned to the process level or company.

Retainage Accrual Code

You can specify or select a retainage accrual code for the vendor. This code is is the default value for the retainage portion of invoices, payments, and distributions. Data entry on this field is allowed only if you are using Contract Management.

Distribution Code

You can specify or select a valid distribution code for the vendor. This code is used to automatically create expense distribution lines for this vendor's invoices. If left blank, the distribution code assigned to the vendor class, if assigned, defaults.

Authority Code

If using the invoice approval entry option, specify or select a valid authority code for the vendor. The code represents the person or department responsible for approving registered invoices for the vendor.

Income Code

You can specify or select a valid income code for the vendor. The code is used to track reportable income for the vendor. If left blank, the income code assigned to the vendor class, if assigned, defaults.

Tax Code

You can specify or select a valid tax code for the vendor. This code is used to automatically calculate invoice tax information. If left blank, the tax code assigned to the vendor class, if assigned, defaults.

Tax Usage Code

You can specify or select the tax usage code for the vendor. This field is required if the Accounts Payable company requires VAT reporting.

Activity

You can specify or select a valid activity for the vendor. This identifies work being done, such as work orders, phases, or products.

Default Diversity Code

You can assign a default diversity code to this vendor. This code will default onto any invoices for this vendor, but can be overridden at the invoice level. This code can be used to track vendors who meet state, local, federal, or industry-specific guidelines for procurement.

Match Prepay

Select whether the match invoice is to be prepaid.

Match Prepay Method

This field indicates the method of match prepayment (None, Prepay from Invoice, or Eligible for Prepay). Match Prepay flag should be Y if you will select Match Prepay Method 1 or 2.

Payment Terms

You can specify or select a valid payment terms code for the vendor. This code is used to automatically calculate invoice due date and discount information for the vendor's invoices.

Cash Code

You can specify or select a valid cash code for the vendor. The code represents a bank account. If left blank, the cash code assigned to the vendor class, if assigned, defaults, or the vendor uses the cash code assigned to the process level, company, or pay group.

Payment Code

You can specify or select a valid payment code for the vendor. This code represents a type of cash payment, such as a check or payment tape, or a bill of exchange payment. The code you specify must be a valid cash or bill of exchange payment transaction code in the Cash Management application. If left blank, the payment code assigned to the vendor class, if assigned, defaults, or the vendor uses the payment code assigned to the pay group.

Discount Code

You can specify or select a valid discount code for the vendor. This code is used to default a general ledger discount account to the vendor's invoices during invoice entry. If left blank, the vendor uses the discount code assigned to the process level or company.

Invoice Group

You can assign a user-defined invoice group to the vendor. This feature can be used to select invoices for payment.

Pay Immediately

Select Yes to default a Pay Immediately value to invoices created for this vendor. You can override the default value for this field on any invoice.

Currency / vendor balance

You can specify or select a valid currency code. The code represents the currency used for storing vendor balance information. If left blank, the company base currency is used.

Note: If you leave the Invoice field blank, you can accept other currencies. However, if you specify a value in the Invoice field, you can accept only invoices of that same value.

Currency / invoice

You can specify or select a valid currency code. The code represents the currency used to add invoices for the vendor. This currency code defaults on the vendor's invoices during entry. If left blank, the vendor uses the invoice currency assigned to the vendor class, if assigned, or the company base currency.

If the balance currency is not equal to the base currency, the invoice currency must be the same as the balance currency.

Currency / Revalue

If the invoice currency is different from the company base currency, you can select a revalue option. Indicates whether the application recalculates the invoice currency when the invoice is paid to account for exchange rate fluctuations. If you select Yes, the application compares the exchange rate in effect when the invoice was specified to the exchange rate in effect when the invoice is scheduled for payment. If a difference exists, Payment Closing (AP170) creates a currency gain or loss transaction.

Company button

Click the Company button on the Defaults tab to assign default codes to a vendor at a company level. This option opens the Vendor, Company Codes subform. Use the subform to select codes for the vendor for one or more companies associated with the vendor group. This information can be specified on the subform:

• Payment Terms

• Cash Code

• Payment Code

• Handling Code

• Accrual Code

• Discount Code

• Distribution Code

• Authority Code

• Income Code

• Tax Code

• Tax Usage Code

• Diverse Code

• Retainage Accrual Code

Hold Code

To prevent the vendor's invoices from being scheduled for payment, assign a valid vendor hold code to the vendor.

Priority

You can assign a payment priority to the vendor when selecting invoices for payment. Select 1 for the highest priority.

Separate Payment

Indicates whether to create a separate payment for each invoice specified for the vendor.

Enclosure

Indicates whether the invoice requires an enclosure with its payment.

Max Invoice Amount

You can specify the maximum single invoice amount that can be specified for the vendor.

Anticipation Rate

The percentage used to calculate anticipation discount invoices; most often the prime rate plus one percent. To calculate the discount for an anticipation invoice, the application subtracts the invoice payment date from the invoice due date to calculate the number of days paid early, multiplies the number of days paid early by 365 days, multiplies the result by the anticipation discount rate, and multiplies the result by the payment amount to calculate the discount amount.

Anticipation discount terms codes are defined in the Terms application.

Income Withholding

Select whether the vendor's invoices are subject to reportable income withholding. If you select Yes, invoices that are assigned an income code are subject to reportable income withholding. Locations use the income withholding option defined for the vendor.

Validate PO

If you select Yes, the application verifies that the purchase order specified exists.

Require PO

If you select Yes, the application only verifies that the form field is populated.

Validate Diversity Dates

Select Yes if you want diversity code certifications to be enforced. You define diversity code certification date ranges using Vendor Diversity Code Certification (AP14.4). When this option is selected, the certification date ranges are used to ensure that a diversity code is valid, before assigning it to an invoice.

Hold Until Inspected

Set to Yes to keep receiving lines that require inspection from being matched until after they have been inspected.

Note: The Hold Until Inspected field through the Pool Option field are used by Invoice Matching.

Auto Chargeback Min

To automatically generate chargebacks in situations where you have been overcharged (invoice amount is greater than the value of the goods you received), specify the minimum amount for which a chargeback should be created. For example, you may only want to create a chargeback if there is more than a $10.00 difference between the invoice amount and the goods you received.

Auto Chargeback Hold

To have the application automatically assign a hold code to invoices with chargebacks, select the hold code to assign.

Match Table

A code representing a match table. A match table contains the processing rules that are used during matching. For details, refer to the Invoice Matching User Guide.

Rule Group

Optional. Select a rule group for this vendor. Rule groups are used for invoice matching and messaging purposes. The rule group you select here overrides rule groups assigned elsewhere (other than on the invoice itself). You define rule groups using Match Rule Groups (MA00.4).

Terms Calculation

Select which date to use when calculating discounts. The choices are Invoice Date, Receipt of Invoice Date, Earliest Receipt Date, Latest Receipt Date, or Ship to Arrive Date.

Float Days

Specify the number of days to add to the best terms calculation if the vendor allows a specific number of days for payment to reach them and still receive the discount.

Proof of Delivery

Select whether to create a proof of delivery.

Match Ref Processing

Select whether a match reference number is required for this vendor's invoices.

Pool Option

Select the combination of levels to use for matching. The more specific combination you select, the smaller the number of invoices and receipts in the matching pool. For details, refer to the Invoice Matching User Guide.

Locale

You can specify or select a valid language code for a vendor. If the language you want is not defined, the language code must first be defined in the Universe Language Definition (langdef) program. After the language code is defined, access Language Code Maintenance (GL19.1).

After you define your language codes, you can assign a language code to each vendor or conversion vendor that does not use the default language at your site. You do not need to define a language or assign a language code for vendors that use the default language.

Note: The locdef utility should be set up as "French", "Spanish", or "US-English."

Origin Date

You can type the origin date for the vendor, such as the date the vendor relationship began. If left blank, the system date defaults.

Diversity Codes button

Click the Diversity Codes button to view Vendor Diversity Code Certification (AP14.4). Use this form to add certification and decertification dates for diversity codes assigned to a vendor. The diversity code must be Active before you can assign it to a vendor.

By using certification dates with diversity codes, you can prevent a diversity code from being added to an invoice unless the invoice date falls within the certification date range.

To apply a certification, you must select Yes in the Validate Diversity Dates field on Vendor (AP10.1).

Certification button

Click the Certification button to view Certification Code Assignment (AP14.3). You can attach any valid certification code to this vendor. Certifications are assigned to vendors to specify that they are in compliance with a specific certifying agency related to their industry.

Merchant Cross Reference button

Click this button to view P-Card Merchant Cross Reference (PD06.1). P-Card users use this form to associate a merchant with an Accounts Payable vendor. For information about P-Cards, see the Purchase Order User Guide.

Replace Goods

You can specify whether returns to the vendor should automatically create a purchase order to replace the returned goods.

Ship or Hold Goods

You can select Ship or Hold to specify whether returns to the vendor are to be physically shipped to the vendor or held at your location.

Minimum Claim Amount

You can specify an amount that is used to determine whether a return to the vendor is justified. The application compares the amount you specify here to the value of an adjustment or rejection. The value of the adjustment or rejection must be equal to or greater than the minimum claim amount to create a return. This value can be defined at both vendor and Invoice Matching company level.

Vendor Claim Type

You can specify how the return is satisfied. Options include taking a chargeback, waiting for a credit memo, or defining it as a no charge replacement.

Vendor Claims Chargeback Hold

If a vendor return is made with a chargeback, and you want to hold the chargeback for review, you can select a hold code to assign to the chargeback.

P-Card

Select whether the vendor is a P-Card vendor.

P-Card Number

Specify the P-Card number to be assigned to this vendor.

For information about P-Cards, see the Purchase Order User Guide.

Later, you can create an attribute list to report on the vendor attributes.

Vendor Bank Identification

If using EFT, specify the bank identification used to deposit electronic payments for the vendor. This field is required for ACH or BACS payment types.

Vendor Bank Account

If using EFT, specify the bank account number used to deposit electronic payments for the vendor. This field is required for ACH or BACS payment types.

RIB key (not labeled)

If your EFT involves a French bank, specify a bank-provided number used by French banks to validate a bank account number in electronic transfers. The RIB key field is located to the right of the Vendor Bank Account field.

Vendor Prenotification Status

If you create ACH payments for the vendor, you can select the prenotification status. Indicates the status of the electronic payment between the vendor and the processing bank.

Vendor Bank Account Type

If you create electronic payments for the vendor, select the type of bank account used to deposit electronic payments for the vendor.

BACS Reference

If you want to track Building Society account information, specify the account number for the Building Society account.

BACS Name

If you want to track Building Society account information, specify a Building Society name or account name.

Intermediary Bank Identification

If using an intermediary bank, specify the bank identification used to manage intermediary payments for the vendor.

Intermediary Bank Account

If using an intermediary bank, specify the bank account number used to deposit intermediary payments for the vendor.

Intermediary Prenotification Status

If you create payments to an intermediary account for the vendor, you can select the prenotification status. Indicates the status of the payment between the vendor and the intermediary processing bank.

EDI Number

You can specify a vendor's Electronic Data Interchange (EDI) number.

ERS Capable

You can select whether the vendor has the capability to process receipts for evaluated receipts settlements.

ERS Handling Code

If you selected Yes in the ERS Capable field, you must specify an ERS Handling Code in the field to the right of ERS capable. The handling code determines the rules that is used when creating the ERS invoice.

The code you select must be defined as an Invoice Matching handling code and should not be assigned to a specific company. You define handling codes in Handling Code (MA05.1).

ERS Invoice Reference

If you set up a vendor to process using ERS, select the ERS invoice reference number to be used. The ERS invoice reference number is the number the vendor provides to reference the invoice.

EDI Invoice Automatic Release

If the vendor interfaces invoices using EDI, select an automatic release option. You can define whether to automatically release EDI invoices.

Decide whether the approval criteria applies to invoices, prepayments, employee advances, employee expenses, debit memos, and credit memos.