4.3 Vendors
Choose Vendors under the Payables menu or use the keyboard shortcut <cmd-H> to access the Vendors dialog window.
4.3.1 Purpose
A Vendor is a unique 6 digit alpha-numeric identifier which is used to identify each vendor company.
4.3.2 Number of Vendors Required
A minimum of one (1) vendor is required. No maximum number of vendors applies.
4.3.3 Adding A New Vendor
After having chosen Vendors under the Payables menu (keyboard shortcut <cmd-H> ), choose New under the File menu (keyboard shortcut <cmd-N>).
Figure 4.3.3.1 -- New Vendor Dialog Window
Complete the New Vendor dialog window as follows:a) Vendor #
Enter unique 6 digit alpha-numeric vendor number identifier.
b) Name and Address
Enter the Vendor's company name and address.
c) CC
Enter 4 digit alpha-numeric cost centre identifier which the Vendor is to be associated with. The cost centre is used for reporting purposes.
d) GL Ac
Enter the general ledger account number to be used for payments made to Vendor. This account number is used in posting from the payables to the General Ledger. If left blank, the GL account number will need to be typed each time an invoice is entered into the system for the Vendor.
e) Your Ref
Enter identifier used by the Vendor to identify your company. This value appears on the cheque stub as a courtesy to the person keying in payment details at the Vendor company.
f) Tx Desc
Enter a transaction description which is used as the default description for an item when invoices for the Vendor are entered into system. This will save typing at invoice entry time.
g) Contact
Enter name of person to contact at Vendor's company.
h) Phone
Enter telephone number of contact.
i) Pay US Funds
Toggle on if Vendor is to be paid in US Funds.
Figure 4.3.3.2 -- Completed Vendor Dialog Window
In order to edit a value in any field in the New Vendor dialog window, either
<Tab> to or click on the appropriate field and make the desired changes.
Once all vendor information has been entered to your satisfaction, select
'OK' to save the new vendor.The Vendor ID, name and contact information will now appear in the Vendors window. If you wish to add additional vendors repeat the steps above. Once all new vendors have been added, select 'Cancel' to return to the Vendors window.
To exit from the Vendors window click in the upper left hand corner of the window or use the keyboard shortcut <cmd-W>.
4.3.4.0 Editing An Existing Vendor
Choose Vendors under the Payables menu selection or use the keyboard shortcut <cmd-H> to access the Vendors dialog window.
To access the Edit Vendor dialog window, double-click on the name of the vendor you wish to edit.
Figure 4.3.4.0 -- Edit Vendor Dialog Window
Either <Tab> to or click on the field you wish to edit. Once the vendor
has been edited to your satisfaction, select 'OK'. The Edit Vendor window
will close and you will be returned to the Vendors window.To exit from the Vendors window click in the upper left hand corner of the window or use the keyboard shortcut <cmd-W>.
4.3.4.1 Editing/Deleting Invoice Transactions After Posting
First, access the Edit Vendor window by choosing Vendors under the Payables menu selection (or use the keyboard shortcut <cmd-H>) and then double click on the vendor name.
From the Edit Vendor window, access the Edit Transaction window by double-clicking on the transaction in the lower portion of the Edit Vendor window.
Figure 4.3.4.1.1 -- Edit Transaction Window
Note: When a transaction is edited or deleted, there may be a corresponding
GST transaction entry which will require editing or deleting.Either <Tab> to or click on the field you wish to edit. Once the transaction has been edited to your satisfaction, select 'OK'. The Edit Transaction window will close and you will be returned to the Edit Vendor window. Select 'OK' in the Edit Vendor window to return to the Vendors window.
To delete a transaction click on the 'Delete' button in the Edit Transaction window.
Figure 4.3.4.1.2 -- Delete Transaction Window
You will be prompted to confirm that the selected transaction is to be deleted.
Click on the 'Delete' button to delete the transaction. If you do not wish
to delete the transaction, click on the 'Cancel' button. The Edit Transaction
window will close and you will be returned to the Edit Vendor window. Select
'OK' in the Edit Vendor window to return to the Vendors window.To exit from the Vendors window click in the upper left hand corner of the window or use the keyboard shortcut <cmd-W>.
4.3.5 Deleting An Existing Vendor
Choose Vendors under the Payables menu selection or use the keyboard shortcut <cmd-H> to access the Vendors dialog window.
Note: If a vendor has outstanding transactions attached, you will not be able to delete the Vendor.
To delete a Vendor, first access the Edit Vendor dialog window by double clicking on the name of the vendor you wish to delete. To delete the selected Vendor, click on the 'Delete' button.
Figure 4.3.5.1 -- Delete Vendor Dialog Window
You will be prompted to confirm that the selected Vendor is to be deleted. Click on the 'Delete' button to delete the Vendor. If you do not wish to delete the Vendor, click on the 'Cancel' button.
