Vendor Setup - General field descriptions

Fields are presented in alphabetical order within each section.

Vendor

Active

The Active field is automatically selected for new vendors. If a vendor is no longer active, manually clear this field. After a vendor is inactive, the vendor number cannot be entered in any transaction entry functions or updated through update reports.

A vendor can be set as inactive for a temporary period or permanently. If the inactivity is permanent, ensure that the vendor is balanced properly and no outstanding balances exist. Vendor Invoice Center Entry, and Vendor Entry Pay Invoices Due Report do not update inactive vendors.

Address

Three address lines are provided but are not required. If only one line is needed, specify the address on the first line. This address is displayed on all checks.

Address Override

The Address Override setting is part of the Address Validation feature that ensures the address is valid for taxing. The Address Override setting is selected from the Address Validation pop-up. The pop-up window is automatically displayed from the tax-related address sections of this function if there are errors or differences. The Address Validation pop-up shows the current address side-by-side with the suggested address. From the pop-up window, you can update the address. You can also select the Address Override option. This option to accommodate a General Delivery address, which overrides the default behavior of the AvaTax or Vertex Cloud's calculation. AvaTax or Vertex Cloud, instead, make the tax calculation from the General Delivery address and avoids an error.This is beneficial when the address is not in the United States Postal Service (USPS) database yet, such as with new construction.

City

Specify the vendor's city. The city, state and postal code are included on all checks.

Country
Specify the country in which this vendor resides.
Dispute

Use this option to set up a vendor as disputed without having to dispute each individual invoice in Vendor Entry Modify Change Open Item. Select this option to exclude all of a vendor's invoices from payment. If this option is selected and you look for the vendor in Vendor Inquiry, DISPUTED appears next to the vendor name.

Email

Specify the email address for this vendor. This address can be used to deliver reports set up for email delivery.

Geo Code

Use this field to further define a taxing jurisdiction. You may be located in Colorado, El Paso County, Colorado Springs, but there may be a further break down of your location for taxing purposes, for example by postal code.

The fields displayed can vary depending on the Tax Method and Tax Interface selected in SA Company Setup-Taxes. The Geo Code field and the Out of City option are only displayed with the Sovos GTD tax interface.

If you are using Sales and Use Tax application, you also must select the Geo Interface option in SA Company Setup. If selected, you can use the lookup to view all Geo codes in this postal code. If the address information entered in the Geocode lookup produces an entry with a postal code with the same starting letter as the postal code in the address, it is assumed that the address is the correct taxing jurisdiction and it is not overwritten. If the starting letter is different, data from the lookup is used.

The value in this field is validated if you are running Sovos Sales and Use Tax application. The Geo Code is also sent to Sovos SUT on Direct Orders (DO).

When processing a sales direct order that is tied to a PO DO, the ship from address is obtained from the vendor address when address data is passed to ADP Sovos Sales and Use Tax. This allows the user to enter a valid Geo code in Vendor Setup and Vendor Ship From Setup so that taxes are calculated correctly.

When you use Vertex Cloud, this Geo Code field is used to specify Tax Area IDs, which is the term Vertex uses for this type of information. This ID associates the address with a tax jurisdiction. If you select the lookup button on the field, the entered address information is passed to the Vertex Address Lookup call. The Tax Area ID returned is then loaded in the this field.

Lookup Name

The first 15 characters of the vendor name field automatically default as the lookup. The lookup name is generally used instead of the vendor name throughout Accounts Payable, appearing on most inquiries and in the browse window from the Vendor # field. Therefore, set up meaningful lookup names.

If the vendor name is changed, the Lookup name does not automatically default to the new name. Specify the new vendor name and press Enter. Use the Tab or mouse to position the cursor in the Lookup Name field. Press the Spacebar to clear the field, and then press Enter. The first 15 characters of the new vendor name display in the Lookup Name field.

Name

Specify the full name of the vendor. The vendor name appears on all reports and checks. After you specify the vendor name, the first 15 characters default as the lookup name. The lookup name is the name that appears on the banner after you establish the vendor record.

Out of City

Select Out of City only with the Sovos GTD version interface. Select this option if the address is outside of the city limits and may be subject to taxes applied by additional taxing districts.

Restricted Editing
Select the Restricted Editing option if the vendor should not be edited by users unless they have security to edit restricted vendors. This is enabled by setting the Allow Editing of ‘Restricted Editing’ AP Records option to Yes in SA Operator Setup-Other Options.
Users with the Allow Editing of ‘Restricted Editing’ AP Records option set to No are not allowed to edit the Vendor Setup record regardless of their allowed division in SA Operator Setup.
State

Specify the vendor's state. The city, state and postal code are included on all checks.

Zip

Specify the vendor's city postal code. The postal code can accommodate ten-digit numbers. The city, state and postal code are included on all checks.

Contact

Comment

The Comment field is a user-defined field and can be used for further information. The comments display in the Vendor Inquiry and can be used to further define a vendor or give specific details; for example, slow delivery, out of stock.

Fax Phone

If the vendor has a fax phone number, specify it here. If you are using an automatic fax interface, do not specify any formatting characters such as parentheses and dash delimiters. If you are dialing long distance, specify 1 before the phone number. A 1 is not automatically placed in front of a 10-digit fax number. If the fax number is a local number, you can also specify L in front of the number to indicate the number is a local number.

The same conditions and rules apply as described with the phone description.

Phone

Specify the vendor's telephone number, including the area code. The last four characters are designated for an extension number.

The phone number field uses the format you set up at the company level in SA Administrator Options-System-Options. The default for the setting enables U.S. and Canadian companies to use the existing default format.

Sales Representative

Specify the name of the vendor's sales representative. This is the person who generally receives credit and handles sales recruited from your company.

Sales Representative Phone

Specify the salesrep's phone number if the number differs from the previously typed vendor's phone number.

The same conditions and rules apply as described for the Phone field.

Billing

Check to Vendor #

The standard default for this field is zero (0). Accept this default and the checks are sent to the same vendor that appears in the vendor banner.

If the vendor has all checks sent to another party (for example, the parent company), type that third party's vendor number here. The vendor must exist in Vendor Setup or an error message appears and you are not allowed to continue.

This field can also be used to indicate the bank from which you purchase foreign currency drafts, if appropriate. In this case, the bank must be set up as a vendor in Vendor Setup.

Duns #

Duns # refers to the number assigned by Dun and Bradstreet. If your vendor is also your customer, you may want to cross reference their Dun and Bradstreet rating. This is an optional field.

Expediter

The expediter is the person who facilitates the delivery of the needed purchase orders when there are issues or obstacles. If a purchase order is past due or there are unexplained delays in delivering the order, this person would be contacted. This may be a supervisor, manager, or president of the company.

The information you type in this field appears on the PO Expedite Report.

Expediter Telephone

Specify the expediter's phone number. The same conditions and rules apply as described previously for the Phone field.

Invoice Type

The Invoice Type is a user-defined field. The invoice type, which is also used by Vendor Cash Requirements Report and Vendor Pay Invoices Due Report, may be used to group all transactions for this vendor together.

You can use this field to increase the flexibility of the system. For example, all invoices with an "A" invoice type are paid on the 10th, "B" invoice types are paid on the 15th.

The advantage to using invoice type versus vendor type is evident in Vendor Invoice Center Entry. Each invoice entered defaults to the invoice type that you specify on this setup window, but the field is enterable. Therefore, the default can be accepted or changed if it needs to be placed within a different invoice type. Vendor type cannot be overridden.

Vendor type and invoice type can be used in combination with each other. For example, vendor type "A" is paid on the 10th but only for invoice type "S," which represents your user-defined category for Supplies.

The invoice type is also included on credit memos created or entered in Vendor Invoice Center Entry, PD Rebate Reconciliation Entry or the EDI Entry Processing Rebates Report.

Our Customer Number

Specify the customer number assigned to your company by this vendor. This is an optional field. This can be useful when placing purchase orders to identify yourself by the customer number the vendor uses. This customer number appears on purchase orders.

If the National Program functionality is enabled, specify the customer number assigned to your company by this vendor or National Program manufacturer. This is an optional field. This number can be useful when placing purchase orders, or submitting National Program claims, to identify yourself by the customer number this vendor uses for you. This customer number is displayed on purchase orders, and National Program claims.

Pay Method

Use this field to set up this vendor for BACS processing. Select one of these values:

  • Standard Process: Processes payments for this vendor with standard methods. For ION transactions that use BOD-based electronic AP payment remittance, including BACS, select this option.

  • Remittance/BACS: Processes payments for this vendor when the Vendor Entry Check Print Report is run. For BACS transactions that use BACS flat files, select this option.

    Note: For BACS transactions that use BACS flat files, before you select Remittance/BACS as the pay method, we recommend you complete these BACS-related fields in Vendor Setup-eCommerce-EDI Payment and Bank: Account Type, BACS Reference, Bank Account Name, and Bank Sort Code.

  • Manual: This setting does not apply to BACS processing.

Proc Type

The processing type that you select in this field defaults when you enter transactions in Vendor Invoice Center Entry. Valid choices are Expense, Trade, and Addon. Expense is the default. Expense is selected for expense invoices; utilities, rent, and so on. Trade is for merchandise invoices, those that are tied to a vendor PO that you are costing. Addons is selected when recording 3rd party addons. To change the Processing Type for ALL vendors, you can run a conversion program. Contact Infor Support for more information.

Rental Invoice Source

If you use the re-rent function in Service Management, select a workflow to process recurring vendor invoice payments for re-rented items. Select Accounts Payable to base the workflow on invoices that you receive from the vendor. If you manually enter the vendor invoices in Vendor Invoice Center Entry, you must enter the invoices as expense invoices. Specify the rental contract number on the Invoice Detail page to associate the payment with the original purchase order and purchase order line. If the vendor sends invoices electronically through the SupplierInvoice BOD, an invoice is automatically created in Vendor Invoice Center Entry. The rental contract number should be included in the BOD so it can be applied to the invoice.

Select Accounts Receivable to base the workflow on invoices that are created for the customer in Service Management. Vendor invoices are automatically created in Vendor Invoice Center Entry when Distribution SX.e consumes the Invoice BOD that is sent when a rental contract invoice is generated in Service Management. For each line on the Invoice BOD with a rental contract number, the number is used to find the line for the re-rent item on the original purchase order. The cost per rental period is included on the original purchase order line. Total invoice amounts are used to create expense invoices for each vendor in Vendor Invoice Center Entry.

Terms

Select the terms assigned by this vendor. The terms entered default on each purchase order and in Vendor Invoice Center Entry, but you can override it. Terms set the parameters for cash discounts and service charges. For example, 2/10 N/30 offers a 2% discount if the invoice is paid within 10 days. If the discount period expires before payment, the entire invoice amount is due in 30 days. After 30 days, service charges may be assessed to the account.

The terms are set up in SA Table Code Values Setup.

Their Cust #

If the vendor is also a customer of yours, specify their customer number from Customer Setup.

If a customer number exists in this field, the Customer Cash Requirements Report checks the customer's balances. If a balance exists, the vendor number appears on the report under the heading A/R Balance with a message listing the amount of the balance. This is beneficial if your vendor is past due with their payments to you, and you have outstanding payments to make.

If the National Program functionality is enabled, you must specify the manufacturer’s Customer # created when you set up this manufacturer with a Customer Setup record. This customer record represents a National Program Claim Account associated with this Vendor [Manufacturer]. Their customer number is used for National Program claims processing only.

Settings

Bank

Select the bank to be used to accumulate the total amount of the checks sent to this vendor.

Class

The automatic default for this field is zero (0). The vendor class is automatically assigned by Vendor Administrator Vendor Classification. A class can be manually entered, but you can change it when the Vendor Administrator Vendor Classification report is generated.

Currency

This field is used if you deal with vendors who invoice you with foreign currency amounts. SA Currency Setup provides the necessary setup fields to use this function.

Note:   

After you have generated activity for a vendor, do not change the Currency field. This causes General Ledger to be out of balance. If you change the currency and attempt to cost a PO, this message is displayed: "Cannot Cost a PO With Currency Different From AP Vendor (6115)" If you must change the currency for a particular vendor, set up a second vendor record for transactions using the new type of currency.

Division

Division is used for reporting purposes only, unless you use full Divisionalized Accounting; the Divisional option is selected in SA Company Setup. Vendors can be grouped into specific divisions on the Vendor Trial Balance Report and Vendor Transaction Activity Report.

The division is set up in SA Table Code Values Setup.

If you use full Divisionalized Accounting, the division number set up here is the default in Vendor Invoice Center Entry. If you do not want to have the division number default, leave this blank. That may be the best option when you are setting up vendors that are shared by multiple divisions. The operator must select the correct division for the invoice in Vendor Invoice Center Entry.

Exclude from eComm
Select this field to exclude this vendor from your eComm searches, from having its vendor products included in the Recordsync table for use by eCommerce Catalog, and from the Storefront data export process. Clear this field to include this vendor and vendor data in those processes.
Language

Use this field to define different terminology when you have warehouses in different countries or import goods from vendors abroad. Blank defines domestic terms; all other codes are user defined and are set up in SA Table Code Value Setup.

Sync to CRM

This option is not available.

Vendor Type

This field is table-driven and is used for reporting purposes. The value entered in this field is validated against the SA Table Code Value Setup record.

The Vendor Type field can be found on the Vendor Cash Requirements Report and Vendor Pay Invoices Due Report. For example, vendors can be grouped together for cycle payments. All "A" vendor types are paid on the 10th of the month, "B" vendor types are paid on the 15th, and so on.