Configure Vendors

Overview

The Vendor Definition dialog permits entry or update of vendor information. After entering vendor information the "Save" button is pressed to validate and save entered data. Multiple addresses may be assigned to a vendor via the "Address" page. Click the "Delete" button to delete the currently selected vendor and all related address and note information. The "Delete Address" button deletes the currently selected address record of the vendor.

Entry tips

Type "?" in a promptable line edit and press TAB to view and/or select a code value. Click on the desired code in the related selection display to select the code value.

Vendor

The Vendor panel permits selection or creation of a new accounts payable vendor. Type an existing vendor to retrieve the vendor or type "new" to create a new vendor number. Alternatively, type "?" to select from a list of existing vendors.

Address

The Address panel permits selection or creation of address information for the vendor currently selected on the Vendor panel. Multiple addresses may be maintained for a vendor. Address number one is required for an active vendor. Alternate vendor addresses may be selected during disbursement processing.

Select an address number from the "Address number" combo to add or change the address. Type address information and press "Save address" to save changes. Click "Delete Address" to delete the currently displayed address number. When a new address is created the Name value for the address will default from the Full name on the "Vendor" panel. This name may be changed for the address in order to create an "in care of" or alias name for this vendor related to the new address. This may be useful during disbursement processing where alternate address records and thus payee names, may be specified for a check.

NOTE: You can setup vendor address numbers to enable identification of bank transactions (cash disbursements) imported in QBO (QuickBooks) format to vendors. During bank extract import processing an identification of a non-check numbered disbursement to the vendor account is attempted by matching the bank transaction "Name" with vendor address names. Bank transactions often will report checks generated by the AP system as a debit type transaction without the corresponding check number. Additionally, non check related disbursements such as credit card payments may be identified to the vendor.

Set the address "Name" value to match the "<NAME>" tag appearing on transactions for this vendor in your bank extract file. Specify match of only the first N characters of the bank transaction by entering the sub-string length as the "In care of" value. This can be useful when a bank transaction name value contains a non-static sequence value which will vary for each transaction. e.g. to match a transaction name of ARC Electric Co 001249 the address name value could be set to "ARC Electric Co", and the "In care of" set to 15. A subsequent bank transaction extract record coming in with the transaction name of ARC Electric Co 001371 will still be identified to this vendor.

Hint:Open your extract file in a text editor to view the "<NAME>" tags for vendor transactions in your extractfilename.QBO file. Cut and paste the tag value into the address "Name".

Vendor fields

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Address fields

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Notes

The "Notes" panel permits entry of free format comments at the vendor level. The text entered will be associated with the current vendor selected in the "Vendor" panel. Type text into the text box and press TAB to save this vendor note. Additionally, a file may be attached to this vendor via the "Attach" button. An attachment may be viewed via "View attachment" or removed via the "Remove" button which is visible if an attachment exists. A vendor that has an associated note or attachment will have a document id number displayed in "Document" lineedit.

Notes entered for a vendor are available for review in the "Vendor Inquiry" dialog.