The Vendor screen is used to enter information about the vendors you purchase from. Enter name, address, phone, employer identification #, purchaser account #, payment terms, and more here.
Helps Accessed From the Vendors (V) Screen
File Help (V)
Ctrl+N—clears the screen, without saving or un-saving the current record, and set the reference number to the next available number.
F5—exits lookup.
F6—opens lookup.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
Ctrl+D—Duplicates. If you want to enter the same, or almost the same Vendor information under a different code, type in the new code and press Ctrl+D. When prompted, enter the code of the record you wish to duplicate.
Ctrl+L—Loads the last vendor that was loaded on the Vendor (V) or Bill Entry (B) screens.
F7—opens/loads previous record.
F8—opens/loads next record.
Shift+F7—When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.
Shift+F8—When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.
Edit Help (V)
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Tools Help (V)
Ctrl+F—Finds information bases on the type of field your cursor is in. Example: If your cursor is in the Zip Code field, and you press Ctrl+F, the data currently entered into the Zip Code field is entered in the Search at the top of the Lookup window, and all Vendors with that Zip Code are listed in the Lookup. You may change what is entered in the Search field to whatever Zip Code you wish to search for.
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+J—accesses a Journal to record anything that you want to remember about this vendor. To see previous notes, press Ctrl+J. When you are done, press F9. The notes will be saved with the date and time, and (present) is entered in the Notes field on the screen to alert you that there are notes about this Vendor.
Ctrl+K—accesses a second journal. It is similar to the Ctrl+J journal, but saves your notes with only the date.
Ctrl+M—gives a Memo window pane with the date and inside address as a heading, ready to type a letter to the currently loaded vendor. To print the letter, press Ctrl+P. To return to the Vendor screen, press F9 once to save the letter and once to return. The letter can be re-accessed by going to the W screen and typing in the code.
Ctrl+T—Telephone dialing. This option allows you to dial the phone # of the customer, vendor, employee or other individual (which you may have listed in the Names screen) from your keyboard. You must have a modem properly installed, the Modem Options ('O) screen properly configured and phone numbers correctly entered for this to work.
Ctrl+W—puts the vender code on a Word Processor list. To see the list, press F10, W, Ctrl+N (to clear screen) and then type VLIST. Ctrl+W
Alt+A—Adds a Bill Entry reference # to vendor's open and paid invoice pointers. This rechecks the vendor's bills to see if they are properly registered as being paid or not paid. Use Alt+A on the base computer, if you have a multi-user setup.
Alt+Y—When you press Alt+Y, you will be asked "Transfer Vendor to (C)ustomer, (N)ame, or (E)mployee?". This allows you to transfer the customer's name, address and phone number to one of these three screens by pressing C, N or E. This is to save time when someone fits into more than one category.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Reports Help (V)
(The F11 hot key takes you straight to the Report Menu. Then you can just press the letter of the report you wish to run. Of course, using your mouse works too.)
C—displays a Check summary for the currently loaded vendor. Displays from most recent check paid to most ancient check paid on ledger 3, then the same order for the next consecutive ledger, and so on.
D—displays as in C report, but shows check Detail. This lists the G/L account numbers and account names that were used with each check. If there is something in the Remark field of the check, it is also displayed.
O—displays the purchase Orders for the currently loaded vendor. Press A to see All P/Os. Press Enter to see only open P/Os. (Runs from Report 2-9.)
P—displays the Paid invoices for the currently loaded vendor. Press 1 to view payment details, 2 to see Terms details, 3 to see no details, or Enter to see both Payment and Terms details. (Runs from Report 2-7.)
R—lists vendor shipping tickets using Report # 2-13.
U—displays the Unpaid invoices for the currently loaded vendor. Press 1 for Payment details, 2 for Terms details, 3 for no details, Enter for Payment and Terms details, or 4 for one-line terms. (Runs from Report 2-6.)
TO PRINTER:
L—prints an address Label for the currently loaded vendor.
E—prints the vendor's address for or on an Envelope. You will be asked if you are printing for a window envelope. If you press Y for Yes, the address will be printed so that on plain paper the address would show through the window when the paper is folded. If you press N for No, the address will be printed for a plain business envelope.
Links Help (V)
Address—Click on the Address link to lookup this customer’s address on Google maps. Quick way to get directions to a customer’s place when you are a service technician.
Telephone—Click on the Telephone link to go to www.whitepages.com search function.
Email—If this customer has an email address listed, click on the Email link to be taken into your email program with this customers address inserted in the To field.
Notes—Click on the Notes link, and you will be taken to the Text Editing screen to enter a journal entry about this vendor.
Vendor Code (V.0)
A record code is automatically generated for this Vendor when you enter the name in the Vendor Name field. (Code generator must be set up on the Company Setup (#) screen).
Enter the vendor name as you want it to appear on checks. If you use a comma in the name, what follows the comma will be placed first when it's printed. For example, Wenger, T. Ray, will be printed as T. Ray Wenger.
This may be used as an additional name or address line.
Enter the vendor's street address as you want it to appear on checks. An address hyperlink takes you to Google maps with the address entered.
This field is used to print Report # 2-8, VENDOR ADDRESS LABELS, and to print selective mailing lists. Enter a character here to categorize the vendor for this purpose. You can put the vendor into a number of different categories by entering a series of characters.
Enter the G/L numbers here, separated by commas, that you want to appear when you reference this vendor on the Ledger (L) screen and the Bill Entry (B) screen. For example, you could have the account number for telephone expense appear automatically whenever you enter a check to the telephone company. Enter the inventory item codes preceded by an apostrophe ('), that you want to appear when you enter this vendor on the Bill Entry screen.
BE SURE the Inventory Item codes have been set up on the Inventory (I) screen, or else you CANNOT load this vendor on the Bill Entry screen.
All vendors that rent equipment that you want to job cost should have the G/L # for Subcontract Rentals listed first in this field. ABC's standard Subcontract Rentals G/L # number is 611. You should also have an S entered in the D)ir,S)ub,M)at field for these vendors.
Make G/L Distributions by putting a G in the Updt field of the Inventory screen of the item to be distributed, (such as an electric bill). The Remark field for that item must have the percent, followed by a percent sign (%) and G/L account number. Use a comma to separate more than one additional distribution.
Example: 20%1580,30%2580 in Remarks would divide the entered amount 20% to Acct. 1580, 30% to Acct. 2580 and leave the remaining 50% where the amount was entered.
In the event of a long message, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety.
Federal Employer Identification # (V.11)
This field is used to generate 1099 forms. Enter this vendor's Federal E.I. #. If the vendor does not have a Federal EIN, the Social Security (FICA) number is used when printing 1099 forms.
This field is used to generate 1099 forms. Enter this vendor's Social Security (FICA) #. If the vendor does not have a Federal E.I. #, this number is used when printing 1099 forms.
This is an information field for your convenience. Enter the name of the salesperson who represents the Vendor.
This is an information field. Enter the salesperson's phone number here. If you enter 7 or 10 characters, the phone number will format automatically.
If you press Ctrl+T on this number, it can be auto-dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
Clicking the phone hyperlink takes you to the online white pages, looking up that number.
Enter the customer number assigned to you by the vendor. This field carries across to the Purchase Order (O) screen when you enter a purchase order for this vendor.
This number will also appear on checks you write to this vendor.
These two fields are for you to enter any messages you want to appear in Special Instructions on purchase orders for this vendor. These fields carry across to the Purchase Order (O) screen, and appear on the printed Purchase Order.
If the purchase order is to go to an address other than where the check is to be sent, enter the code for that address in this field. This code must match the address code you entered in the Names (N) screen. You may enter more than one code in this field, separated by commas. When entering a purchase order, the first one will automatically be displayed. You may press Alt+A to select another one if desired.
This field carries across to the Bill Entry (B) screen.
Direct, Subcontract, Material (V.23)
ABC JOB COSTING MODULE—This field determines how the A/P bills for this vendor are posted.
Enter D to post the bills to Direct Qty on the Job Detail ('D) screen as well as to the Inventory screen.
Enter S to post the bills to Subcontract on the Job Detail ('D) screen. This does not update Stock Quantity on the Inventory screen. Use this option for Vendors that rent equipment whose bills you want to post to the job cost.
Enter M to post the bills to Material on the Job Detail ('D) screen This does not update Stock Quantity on the Inventory screen.
All three codes update Inventory Purchase History.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
When you press F6 with your cursor in the Terms field, a window appears for entering the vendor's terms. To return to the main screen, press F5.
Terms can be set up or edited on the Vendor (V) screen, the Purchase Order (O) screen, or the Bill Entry (B) screen. When terms are set up on the Vendor screen, they will automatically apply to all bills entered for that vendor. When terms are edited on the Purchase Order screen, they only apply to the bills that are generated from that purchase order. When Terms are edited on the Bill Entry screen, they only apply to that bill.
Due Date, Discount Date, Payment Amount and Discount Amount are calculated only on bills that have an Invoice Date and an Invoice Amount.
Following is a description of the use of each field:
See the help titled, “Recurring Payments.”
See “Paying Bills by Serial Number.”
NOTE: Whether you pay by serial number or not determines what kind of partial payments you may set up on the bottom part of the Terms window.
See “Entering A/P Terms for Partial Payments.”
The 8 columns, in the bottom part of the screen, work together in pairs. (You can jump the cursor to the first field in Column 1 by pressing Shift+Up arrow.)
You can also specify a due date that is a certain day of the following month. To do that, enter a number followed by an N (for Next).
To specify a due date that is a certain day of the Second month after the invoice date, enter a number followed by an S.
To specify a due date that is determined by the day of the month on which the invoice date falls, use the pattern shown in the examples that follow.
Example 1: 15-20M
Example 2: 15-20M,31-5N
Example 3: 16-15N,31-3S
Example 1 means, invoices from the 1st through the 15th of the month have a due date on the 20th of the same month. The M means the due date is in the same month as the invoice date.
Example 2 means, invoices from the 1st through the 15th have a due date on the 20th of the same month, and invoices from the 16th through the 31st have a due date on the 5th of the next month. Items in a series like this must be in numerical order to work properly.
Example 3 means, invoices from the 1st through the 16th have a due date on the 15th of the next month, and invoices from the 17th through the 31st have a due date on the 3rd of the second month after the invoice date.
You can also enter a V for variable in the % Due column.
See “Entering A/P Terms for Partial Payments.”
You can also specify a discount date that is a certain day of the following month. To do that, enter a number followed by an N (for Next).
To specify a discount date that is a certain day of the Second month after the invoice date, enter a number followed by an S.
To specify a discount date that is determined by the day of month on which the invoice date falls, use the pattern shown in the examples that follow.
Example 1: 15-20M
Example 2: 15-20M,31-5N
Example 3: 16-15N,31-3S
Example 1 means, invoices from the 1st through the 15th of the month have a discount date on the 20th of the same month. The M means the discount date is in the same month as the invoice date.
Example 2 means, invoices from the 1st through the 15th have a discount date on the 20th of the same month, and invoices from the 16th through the 31st have a discount date on the 5th of the next month. Items in a series like this must be in numerical order to work properly.
Example 3 means, invoices from the 1st through the 16th have a discount date on the 15th of the next month, and invoices from the 17th through the 31st have a discount date on the 3rd of the second month after the invoice date.
The Discount % is used to calculate the Discount Amount on Bills, based on the Invoice Amount.
Sometimes a bill contains an item or items that are not included in the discount calculation.
Sales tax and freight are typical examples. To properly calculate the Discount Amount in such cases, enter a dollar sign ($) in the Update Code on any line item that is not to be discounted. You can do this right on the Bill Entry (B) screen. If you repeatedly encounter such items, you can set them up on the Inventory (I) screen with a $ in the Update Code. These items will be treated as no-discount items whenever they are entered on a bill.
You can enter up to 12 Partial Payments. To erase a line, use Ctrl+E.
When you are finished, press F9 or F5 to return you to the main screen. The Check Writing screen uses the terms you have set up to determine which bills to pay.
When you enter Terms on a Bill, and you have not previously entered Terms for this Vendor, you will be asked if you want to store the new terms on the Vendor (V) screen. Press Y if you want these terms to automatically fill in whenever you enter a bill from this vendor. Press N if these are not the usual terms, or if you want to always enter the terms on each bill with this vendor.
Enter T or E to specify whether products bought from this vendor are Taxable or Exempt.
The code entered in this field determines when and whether or not purchase orders to this vendor are deleted.
Y—You will be asked if you want the purchase order deleted every time you save a Bill Entry for this vendor, regardless of whether or not it is completely filled.
N—Never deletes purchase orders for this vendor.
C—Purchase orders to this vendor are deleted only after they are Completely filled.
No 1099, Incorporated, Subcontractor (V.28)
This field is used to generate 1099 forms.
Enter an I in this field to prevent a 1099 record from being generated for an Incorporated vendor when using Report # 4-11, VENDOR CHECK DETAIL, to generate 1099s.
Enter N in this field if this vendor is Not incorporated and you do not want to generate a 1099 for them.
Enter an S (Subcontractor) in this field to force all payments to this vendor to be totaled on a 1099 record when Report # 4-11, VENDOR CHECK DETAIL, is used. When nothing is in the 1099 Field on the G screen, the Miscellaneous line (11) is used.
Leaving this field blank means that only payments to this vendor using G/L #s that have a code in the 1099 field of the G screen will be totaled on a 1099 record.
For more information about generating 1099s, see the help titled “1099s—Generating.”
Prices on Purchase Orders (V.30)
Enter an N in this field if you do not want prices to carry over from the Inventory (I) screen on purchase orders for this vendor.
This is an information field. Enter the salesperson's fax number here. If you enter 10 characters, the fax number will format automatically.
This field is simply for your convenience. Write down any remark that you wish to remember about this Vendor.
In the event of a long remark, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety.
If you want to print an alternate address on checks, enter the code for this “remit to” address as entered in the Names (N) screen. The alternate address will print on A/P and G/L checks.
FOB (V.34)
The “Freight on Board” or FOB point is the name of the place this item ships from. If this vendor ships all items from the same place, you may enter that place here. It carries over to the FOB field on the Purchase Order (O) screen.
Order From (V.37)
Used especially for cases where you order items from a vendor who is a distributor for a larger company. Let’s say you sell a lot of Briggs items. You get the Briggs price lists and download them to your inventory screen files. On the inventory screen, the items are noted as coming from Briggs (as Vendor). Now, rather than going through and changing all those item’s vendors to be Pitman’s Parts Company, you can designate Pimans Parts here as the company you order the Briggs parts from. On an Order, the items will be listed as coming from Pitman’s Parts.
Vendor Posted Fields
The following restricted fields are maintained by the program via background posting: Post Date, Current P/O Amount, Last Month P/O Amount, Prior Year-to-date P/O Amount, Current Buy Amount, Last Month Buy Amount, Prior Year-to-date Buy Amount, Current Payments, Last Month Payments, Prior Year-to-date Payments, Current Discounts Taken, Last Month Discounts, Prior Year-to-Date discounts and Balance.
These fields are updated upon entry of a purchase order, bill, shipping ticket or check. The Post Date tells when the last transaction was posted and indicates which month is represented in the month-to-date figures.
Setting up New Vendors (V)
To set up a new Vendor, click on the Purchases Module; then click on Vendors (F10, V). If the screen is not blank, press Ctrl+N to bring up a blank screen. Type the vendor's name in the Vendor Name field the way it would appear in the phone book. If it is a person's name, type the last name, then a comma, and then the first name.
When you press Enter on the Name field, a code is generated and entered in the Code field.
The most commonly used fields on the Vendor (V) screen are Street Address, Zip, Phone #, No1099,Inc,Sub, Terms, Auto Pay Y/N/P, and G/L #s.
When you are done, press F9 to save. The cursor returns to the Vendor Code field. To enter another Vendor, press Ctrl+N for another New record and enter the information for the next vendor.
Default Record Setup (V)
A Default Record is a record that contains all the information you want to repeat on most or all of the records you will enter into this file. Setting up a default record saves the operator from entering the same information again and again.
To set up a default record, use a quote (") as the code of the record. Then enter any information on the screen which is usually true. For Vendors you could enter Terms, Net Days, Discount Days, and Discount % that fit most of your vendors. Possibly you want a Y in Auto Pay as well.
When this information is entered, save the record with F9.
When you enter a new Vendor, the information that you entered in the Default Record will be displayed. Then you enter whatever other information you want on that record. Change any of the default information, if necessary. Default records can be changed whenever you wish.
Working With Vendor Rebates
Occasionally you may receive a check from a vendor, such as an insurance rebate, that you want to include with your bank deposit.
1. First make sure the vendor is entered on the Customer (C) screen.
a. To copy a vendor's name and address to the Customer screen, bring up the vendor on the Vendor (V) screen.
b. Press Alt+Y and then C to transfer his information to the Customer (C) screen.
c. Press F9 to save the new customer record.
OR
1. An alternate method would be to use a generic customer, such as Mr. Refund, for this type of transaction. The vendor could be identified by an entry to the RIGHT of the check #.
2. Now go to the Deposit (D) screen and enter the vendor's customer code in the Customer # field.
3. Fill in the Check # and Check Amount fields.
4. Enter the G/L account number you want the check amount applied to in the Apply To G/L # field.
(Normally you will use the same G/L account # that was used when the vendor was paid. For example, an insurance rebate would be put into the G/L account for insurance costs.)
5. When you press Enter, the cursor will jump to the right. Enter the amount you want applied to the G/L account in this field.
6. Press F9 to save the record.
Working With Vendor Credit Vouchers
You may receive a credit voucher from a vendor to pay a Receivable Invoice; for example, to pay for warranty work done for the vendor.
1. Set the vendor up as a customer by using Alt+Y on his Vendor screen record and choosing C to transfer the data to the Customer screen. Save with F9.
OR
1. A generic Customer, the same Mr. Refund as mentioned above, could be used instead.
2. In the Receivable Invoice screen, make an invoice for the vendor\customer using the voucher amount.
3. On the Bill Entry screen, enter the voucher amount as a negative number. Use the Transfer Account general ledger number to fill in the GL # field.
4. On the Deposit screen, enter the vendor/customer's code. Leave blank the Check # and the Check Amount fields. Use the same general ledger number in the Apply To G/L # field as you used for Step # 3. Enter the voucher amount as a negative number in the G/L Amount field. Then put the voucher amount as a positive number in the Payment Applied (Pmt Apd) field on the same line as the listed invoice.
Working With an Overcharge Credit
If you are overcharged for a certain item and later a credit is received to adjust the price, the credit should be entered as a separate bill to reverse the original entry.
1. On the Bill Entry (B) screen, enter the Vendor #.
2. Enter the credit amount as a negative figure in the Invoice Amount field.
3. Enter the credit number given on the printed credit in the Invoice Number field. If there is no number, enter the date or some other identifying number.
4. Enter the invoice date from the printed credit in the Invoice Date field.
5. Enter the Item #.
6. Enter the quantity as a negative figure.
7. Enter the original wrong price in the Price field. Due to the negative quantity, this price will be calculated as a negative figure without you having to include a minus sign.
8. On the next line enter the Item # again, the quantity as a positive figure, and the correct price. This price is calculated as positive because of the positive quantity. The difference between the two lines should be the amount that you are credited.
By doing it this way, Inventory Stock Quantities will not be changed and the transactions will be recorded on the Inventory Purchase History.
Working With a Check Sent Along With the Credit Bill
1. On the Bill Entry (B) screen, enter the Vendor #.
2. Enter the credit amount as a negative figure in the Invoice Amount field.
3. Enter the credit number given on the printed credit in the Invoice Number field. If there is no number, enter the date or some other identifying number.
4. Enter the invoice date from the printed credit in the Invoice Date field.
5. Enter the Item #.
6. Enter the quantity as a negative figure.
7. Enter the original wrong price in the Price field. Due to the negative quantity, this price will be calculated as a negative figure without you having to include a minus sign.
8. On the next line enter the Item # again. Enter the quantity as a positive figure, and the correct price. This price is calculated as positive because of the positive quantity. The difference between the two lines should be the amount that you are credited.
9. Now add one more line at the bottom of the credit bill you just made. Use the Transfer Account G/L number for the G/L # field.
10. Enter a quantity of 1.
11. Enter the amount of the check in the Price field.
12. Enter the check on the D screen, with the credit check amount in the Check Amount field.
13. Enter the Transfer Account G/L number in the Apply to G/L # field.
14. Enter the check amount again in the G/L Amount field.
15. Save with F9.
Working With a Credit Bill for Goods Returned to a Vendor
1. Enter a credit bill with a negative amount in the Invoice Amount field.
2. List each returned item using a negative quantity. This removes the items from inventory.
3. Next time you use the Check Writing (/) screen, the credit will be included and deducted from the amount you owe.
Working With a Credit Bill and Refund Check for Goods Returned to a Vendor
1. Enter a bill with nothing in the Invoice Amount field.
2. List each returned item using a negative quantity.
3. Enter the price as a negative amount in the Price field. (This removes the item from Inventory.)
4. At the bottom of the invoice, enter an adjustment line using your Transfer Account general ledger number in the G/L # field and the total of the check in the Price field. This should equal the distribution amount (in the Pd/Dist field). Pressing F9 on the Amount field enters the distribution amount automatically.
5. Enter the check on the Deposit (D) screen using the Transfer Account general ledger number in the Apply to G/L # field and the check amount in the G/L Amount field.
Working With a Lost Check
1. If the lost check was issued in the current period, simply void it. To do this, go to the Ledger (L) screen and enter the check number. Press Enter to load the check. Press Alt+V to Void the check. Press Y for Yes.
2. If the check was issued in a previous period, make a reversal entry in your General Ledger in the current month. To do this, go to the Ledger (L) screen. Enter a period (.) in the Check # field. Press Ctrl+D. Type the lost check # followed by an R (to Reverse) and press Enter. A reversal entry is created, offsetting the lost check.
3. On the Checkbook Balancing (() screen, both of these entries should be marked returned by pressing Alt+T. This will remove them from your outstanding check list.
4. If the lost check is to be replaced, write another check from the Ledger (L) screen. You may use the Ctrl+D feature again to duplicate the original check.