MANAGE VENDORS

Use this screen to maintain information about your vendors including specific information related to their default expense accounts, taxes, and payment information. You can verify the vendor's terms, addresses, and relationships to customers and employees. You can also place a vendor on warning or hold status for entering new purchase orders or vouchers.

• Use the tabs and subtasks to enter information about a vendor's classification (size, type), contacts, phone numbers, and 1099 information. You can also enter notes about a vendor and set up default accounts for recording Accounts Payable liability and cash disbursement.

• You can also use this screen to assign an employee to a vendor that will be used for billing and payment purposes as well as assigning values to the user-defined fields for each vendor in the General Ledger.

• Although you use this screen primarily to maintain information for your vendors, you can also use it to change a vendor's name. To do so, use Query to locate a vendor that you want to change. After you select the vendor, you can make changes to the Name or Long Name fields. You must save the changes before exiting this screen in order to have the new name appear on other screens such as the Print/Void Checks screen.

Set up this screen before entering vouchers or purchase orders. You can change the information on this screen anytime, but remember that changing an address can result in a check or shipment being sent to an address different from the one initially entered.

Screen Contents

This screen consists of the following elements:

• Use the Identification block to enter the vendor ID.

• Use the tabs to enter details for the vendor records, such as the vendor's status, 1099 information, default terms, default accounts, and default shipping information.

• Use the subtasks (listed at the end of this topic) to enter related credit card, address, contact, EFT, expense account, Value Added Tax (VAT), and CIS information.

Tabs

This screen contains the following tabs:

• Header — Use this tab to enter a vendor, specify its status, enter information about the vendor's 1099 requirements, and link the vendor to a time collection expense class.

• Defaults — Use this tab to set up default Accounts Payable and cash accounts, allow edits to the pay vendor, establish this vendor as a Pay When Paid vendor, and allow separate checks.

• Notes — Use this tab to record notes about a vendor.

Location

Identification

Vendor ID

Enter the new vendor ID or, if you selected the Enable Auto-Assign check box on the Configure Vendor Settings screen, Costpoint automatically assigns a vendor ID when you save. If you already set up the vendor, you can use Query to retrieve vendor information. When Costpoint assigns the vendor ID, it adds one to the right-most numeric digit for the last vendor ID from the Vendor Settings table.

Each vendor ID must be unique across all companies. If you try to enter a vendor ID that is a duplicate of an existing vendor ID, Costpoint displays an error message to tell you that the vendor ID already exists.

Name

Enter a name to identify the vendor. If you have more than one vendor with the same name, you can use the Location field to enter information that helps you distinguish them. This vendor name is used only on internal reports and is not printed on checks, bills, customer statements, and so on. If you tab through the Long Name field without entering a longer vendor name, this name defaults into that field as well.

During the vouchering process, you use lookup to select from a valid list of vendors. The lookup lists sort vendors alphabetically by the Name field. Through consistent use of naming conventions, you can significantly reduce the possibility of duplication in creation of your vendor records. Deltek recommends following these guidelines when naming vendors during setup:

Avoid entering words like "the" and "an" in the Name field; otherwise, all the vendor names beginning with "the" or "an" are sorted to appear together in the list.

Consider establishing a naming convention for setting up individuals' names. For example, put the last name first, followed by a comma, and then the first name. The Long Name is best suited for specifying the payee's name exactly as it appears on checks; here, you can include words such as "the" and "an."

Location

Enter a location for this vendor.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • VEND

  • VEND_ADDR

  • VEND_ADDR_CNTACT

  • VEND_CIS_INFO

  • VEND_EMPL

  • VEND_VAT_INFO

  • VEND_LIMIT_CRNCY

  • VEND_EXP_ACCT

  • VEND_IND_CLASS