Vendor File

Adam de Yong

Jun 07, 2022

309

CLASS DESCRIPTION

In this class we will discuss the vendor file. This will be important in maintaining a database of who we pay and who we order inventory from.

TRAINING PHILOSOPHY

Our goal is to streamline your implementation and staff training. To make this process effective, we have created a training system designed specifically for your business. We ask for your commitment to preparation and training. Your commitment to Vision Training will make a significant impact on your cash flow, processes and overall profitability.

KEY TERMS

Vendor ID - The Vendor ID is very important and will be required to enter new vendor accounts. This is a unique code. Vendors are sorted alphabetically by this code. You will want to make this something intuitive to recognize this vendor.

GL - General Ledger

SECTION 1. MAIN SECTION

Vendor ID
1. A unique 3 or 4-digit code that is used to identify the vendor
2. This will be required to enter new vendor accounts and you will be prompted for it when pressing the New (F2) function button
3. Make this something intuitive for you to easily recognize vendors
4. Vendors are sorted alphabetically by this code
Name
1. Your Vendor’s business name
Remit Box
1. Identifies remit vendors if applicable.
2. Set up for vendors that you will remit payment to if there are multiple locations but a main office is where payment should be sent.
3. Remit Vendor is built so that checks will print with the correct name and address but all history and details will remain with the actual location that the orders were made through.

CLN#
1. This is used for connecting to a Fax Server (Y/N)
2. Type 1 or 9 to get an outside line
Phone/Fax #
1. First box is for vendor’s primary phone number
2. Second box is for vendor’s fax if applicable
Address
1. Used for the physical address
Address (2)
1. Optional, used for mailing address, such as a PO Box
Contact
1. Primary person you speak with (shipping person, sales, etc.)
2. Contact Manager
  1. Can add multiple contacts for a single vendor
Last Check
1. Auto populated field that shows last check number printed to vendor
Check Date
1. Auto populated field that shows the date of the last check printed to the vendor
Check Amount
1. Auto populated field that shows the amount of the last check printed to the vendor
AP GL
1. Designates Accounts payable GL for this vendor
Method
1. This is for information purposes to notate how you normally pay (click dropdown for ref)
Tax ID#
1. Reference field to identify the vendor's Tax ID number
2. You’ll need this if you must submit a 1099 for this vendor
Print 1099
1. Reference field to identify vendors you need a 1099 for
2. When you physically go to print the 1099’s, you will need to tag each vendor you will be printing the 1099 for here using 'Y'
Acct #
1. Good place to store account numbers for vendors for reference
2. Placing an asterisk (*) before the account number will print the account number on printed checks
E-mail
1. Main contact or general email for the vendor
Notes
1. Used for any pertinent notes for the vendor
2. This can be used when preparing a purchase order for this vendor
3. More detailed and time stamped notes can be entered using the Notes (CTRL+N) function button

NOTES

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SECTION 2. RIGHT HAND COLUMN

Prev Year Purch (system generated) -Previous year's total purchases

YTD Purchases (system generated) - Total purchases this year

YTD Paid (system generated) - Total payments to vendors current year

Acct Balance (system generated) - Current balance due to vendor

Terms - Terms of payment with the vendor

If due on a certain day of the month, simply type the date (Example: 10th)
If due within a certain amount of days, simply type the number of days

Discount Terms - If discounts are offered for prompt payment, enter the terms here

Discount % - Discount percentage for prompt payment

Disc. Taken (system generated) - Amount of discount taken this year

YTD Return Itms (system generated) - Dollar amount of returned items this year

Credit Limit - Credit limit issued by Vendor, for informational purposes

The system allows purchases beyond credit line, so this should be monitored

Open PO Total (system generated) - Total dollar amount of PO’s open

Last PO (system generated) - Last PO written to Vendor

Open POs (system generated) - Displays the amount of open PO’s with this vendor

Shipper Fields - Used for managing cost of freight

Category - For reporting purposes vendors can be grouped by category

NOTES

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SECTION 3. FUNCTION BUTTONS

New (F2) - Used to create a new vendor

Edit (F4) - Used to enter editing mode on a vendor file / Click to toggle on and off

Delete (F5) - Used to delete vendor files / A prompt will appear to confirm deletion

GL (F6) - Used for memorizing general ledger accounts for an expense vendor

For example, if you're making a loan payment you can allocate an amount to principal and interest.
Vision can also automatically enter a payables invoice at the first of the month
This will be explained in depth in Accounting classes

Print (F7) - Menu with various printing options for labels, reports, and electronic documents

All EDM (Electronic Documents) for this vendor can be viewed here
Under the View Vendor Log File you can see if vendors were edited/deleted etc

AP (F8) - Accounting section of the vendor file where payments can be processed

This will be explained in depth in Accounting classes

More (F9) - Additional information to further define the vendor

Information on minimum orders, transit times, and other designations can be done here
These will no automatically report for you, in your PO classes they will go over weekly reports.

Search (F10) - Search through the vendor file database

Notes (Ctrl/N) - Used for more in depth and timestamped notes

Prev (PGUP) - Used for scrolling through the vendor database

Next (PGDN) - Used for scrolling through the vendor database

Exit (Esc) - Close out of the vendor file

NOTES

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