VIEW VENDOR HISTORY INQUIRY

Use this screen to view summary, detail address, voucher, and payment information for all your vendors. This screen is blank when you enter it.

• To see information for a single vendor, enter the vendor's ID or click in the Vendor ID field, then click .

• To see information for all vendors, leave the header fields blank and click .

If you change a vendor's name on the Manage Vendors screen, note that the Vendor History Inquiry uses the name that the vendor had when posted.

Use this screen whenever you need to view information for vendors that were created on the Manage Vendors screen. Vendors with no voucher, check, or address information still display in the table window.

You can apply organization security to the Vouchers subtask. Use this optional feature to grant or remove rights to view and/or update specific organizations to users. To do so, you must first set up the necessary organization security screens. For more information about organization security and how to apply it, see Organizational Security.

Screen Contents

This screen has the following elements:

• Use the Selection Criteria block to specify the records to be included.

• Use the table window to review vendor data.

• Use the subtasks, listed at the end of this topic, to drill down to more detailed information, including specific accounts payable and/or purchase order vouchers, vendor labor and voucher notes, payment totals broken down by check number, and vendor contacts.

Location

Selection Criteria

Vendor

To limit the rows shown in the table to a specific vendor, enter the vendor's ID here or click and select a valid vendor ID before executing the inquiry. The Vendor field is blank if you execute without entering a vendor ID.

Name

Enter, or click to select, a valid vendor name associated with this vendor.

Location

Enter, or click to select, a vendor location code for this vendor.

Select Voucher Detail Based On

The option that you select in this group box determines the contents of the table window. Changing your selection in this group box clears any previous inquiries.

Pay Vendor

Select this option to view information by pay vendor. See the table window column descriptions below.

Vendor

This option is selected by default. Keep this option selected if you want to view information by vendor. See the table window column descriptions below.

Table Window

All fields in the table window are non-editable.

Vendor/Pay Vendor

The label and contents of this field depend on the option that you select in the Select Voucher Detail Based On group box:

• If you select the Vendor option, this field displays the vendor ID.

• If you select the Pay Vendor option, this field displays the pay vendor ID.

Vendor Name/Pay Vendor Name

The label and contents of this field depend on the option that you select in the Select Voucher Detail Based On group box:

• If you select the Vendor option, this field displays the vendor name.

• If you select the Pay Vendor option, this field displays the pay vendor name.

Location/Pay Vendor Location

The label and contents of this field depend on the option that you select in the Select Voucher Detail Based On group box:

• If you select the Vendor option, this field displays the vendor's location code.

• If you select the Pay Vendor option, this field displays the pay vendor's location code.

Terms

This field displays the vendor's terms from the Manage Vendors screen.

Status

This field displays the status that you assigned to the vendor on the Manage Vendors screen. Possible status settings include:

• W — Give Warning

• H — On Hold

• O — OK

Hold Pmts

If you selected the Hold Payments option on the Manage Vendors screen, Y displays in this field. If you did not select the Hold Payments option, N displays in this field.

Customer Account No

This field displays the customer account number that you specified on the Manage Vendors screen.

Subtasks

• Table Information

  The information displayed on the View Vendor History Inquiry screen and its subtasks is stored in these tables. Included in the description of each table is a list of the Inquiry subtasks that use the table and the information they take from it.

  • Billable Labor Category (BILL_LAB_CAT) — This table contains project labor categories (PLCs) and their descriptions, entered through the General Labor Categories screen in Labor. The Vendor Labor subtask takes the PLC Description from this table.

  • Purchase Order Line (PO_LN) — This table contains all the purchase order information entered on the Enter Purchase Orders screen in Purchasing. The Enter PO Vouchers application in Accounts Payable also accesses this table for purchase order information corresponding to the voucher being entered. The PO Detail subtask (accessed through the Vouchers subtask) uses the Purchase Order Line table to populate the fields in its table window. These fields display quantity and cost amount information from the purchase order.

  • Voucher Header History (VCHR_HDR_HS) — The Voucher Header History table stores header information (information that is not included in the table window) for all posted vouchers. This table provides information for all the fields on the Vouchers subtask, as well as the header information for the Voucher Detail subtasks (both A/P and PO). It also provides all the header information for the Vouchers Checks subtask, and the voucher number and vendor ID, name, and location for the Vendor Labor subtask.

  • Voucher Labor Vendor History (VCHR_LAB_VEND_HS) — After you post an A/P or PO voucher, this table stores the data you entered in the Vendor Labor subtask of the Enter A/P or PO Vouchers screens. It also contains a Billable Labor Category Code, which is linked to a PLC description in the Billable Labor Category table. The Vendor Labor subtask uses this table to populate all the fields of its table window, except for the PLC Description.

  • Voucher Line Account History (VCHR_LN_ACCT_HS) — This table stores account, organization, project, cost, and tax information for each voucher line after you post the voucher. It provides the data for all the fields on the Voucher Detail (A/P) subtask, except for the Line No and Description fields. It also provides account, organization, project, reference number, and amount information for the Vendor Labor subtask.

  • Voucher Line History (VCHR_LN_HS) — This table stores discrepancy, tax, and amount information for each PO voucher line after you post the voucher. It also stores line notes and line numbers for all posted vouchers. The Voucher Line History table provides information for all the fields on the Voucher Detail (PO) table window, as well as the information for the Notes subtask. It also populates the Voucher Detail (A/P) Line No and Description fields.

  • Vendor (VEND) — The Vendor table contains information you entered for vendors via the Enter/Manage Vendors screen, including the 1099 check box, hold payments status, terms, customer account number, and the vendor's ID, name, and location. This table provides the information for all the fields on the Vendor History Inquiry screen, except for the Payments field.

  • Vendor Address (VEND_ADDR) — This table stores the vendor address information you entered via the Enter/Manage Vendors screen. All the information on the Address subtask comes from this table.

  • Vendor Address Contact (VEND_ADDR_CNTACT) — This table stores the contact information you entered for the vendor on the Contacts subtask of the Enter/Manage Vendors screen. All the information in the Contacts subtask comes from this table.

  • Vendor Check History (VEND_CHK) — The Vendor Check History table stores check number, date, posting, and cash account and organization information for checks that have already been posted. The Checks subtask on the main Vendor History Inquiry screen uses it to populate all the fields in its table window, as well as the Pay Vendor field. This table also provides the information for the FY Posted, Pd Posted, Subpd Posted, Seq, Ref 1, and Ref 2 fields on the Checks subtask.

  • Vendor Check History Voucher Detail (VEND_CHK_VCHR) — The Vendor Check History Detail table contains information that links posted checks to particular vouchers. This information includes the voucher's vendor ID, the amount of the check that was applied to the voucher (multiple vouchers can be paid by one check), and cash account and organization numbers. The Checks Disbursed subtask accessed through the Vouchers subtask of the Vendor History Inquiry screen uses this information to populate its Check No, Check Date, Voucher Amt Paid, Discount Taken, Cash Account, and Cash Organization fields.

  • Vendor Year-To-Date Payments (VEND_YTD_PMTS) — The vendor's year-to-date payments are stored in this table.