Federal E.I.N (Employer Identification #) (V)
Direct, Subcontract, Material (V)
No 1099, Incorporated, Subcontrator (V)
Vendor Rebates - How to Enter (V)
index previous <Shift F7> Generate report <R> index next <Shift F8> Unpaid invoices <U>
VENDOR SCREEN FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
VENDOR SCREEN LOAD HELP
<Ctrl D> If you want to enter the same, or almost the same
customer information under a different code, type in the
new code and press <Ctrl L> Load the last vendor that was loaded on the
Vendor (V) or Bill Entry (B) screens.
<F7> open/load previous record
<F8> open/load next record
<Shift F7> When the cursor is on an indexed field, press
<Shift F8> When the cursor is on an indexed field, press
VENDOR SCREEN REPORTS HELP
<D> Display check detail for the currently loaded vendor.
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> Display the purchase orders for the currently loaded
vendor.
<P> Display the paid invoices for the currently loaded
vendor.
<R> List vendor shipping tickets using reports 2-13.
<U> Display the unpaid invoices for the currently loaded
vendor.
<Alt N> Prints an address label for the currently loaded
customer.
<Alt T> Print the customer's address for or on an envelope.
The computer will ask 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
envelope.
VENDOR SCREEN TOOLS HELP
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
<Ctrl J> or <Ctrl K> This gives you two notepads to keep
on file anything that you want to remember about this
purchase order. <Ctrl M> Gives a 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 T> Dial Telephone. For detailed help, press <T>.
<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. To learn more, press <W>.
<Alt A> Add or remove A/P Bill 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 Y> When you press
<F4> Start macro from the line the cursor is on. Press
<Shift F4> Record Macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Vendor Code (V)
If the Code Generator has NOT been set up on the # screen,
enter the code you will use to reference the vendor. It
may be letters, numerals or a combination of both. Be
simple & consistent. View the vendor's name as listed in a
phonebook. For example, Ed F. Mart, is listed as Mart, Ed
F. Using the first 3 letters of the 1st word, first 2
letters of the 2nd word, first letter of the 3rd (if there
is any) you'd have MAREDF. To avoid problems with similar
names, end with a digit, starting with 0. Let a blank when
there is no middle initial or 3rd word. Here are examples:
If you have 1000's of vendors to enter, you may use a
longer code, up to 10 places. For example: George F.
Martin - Martin, George F.= MARTGEORF0. This is 4 letters
+ 4 letters + 1 letter + 1 number. Again, be consistent!
Setting up a default record usually saves time. For
help, from the V screen, press
Vendor Name (V)
Attention (V)
Street Address (V)
Print Code (V)
G/L Accounts (V)
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 File 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.
Federal E.I.N (Employer Identification #) (V)
Fica # (V)
Salesperson (V)
Salesperson Phone (V)
If you have a properly setup modem in
your computer, this number can be dialed
by placing the cursor on this field and
pressing
Purchaser Account # (V)
This number will also appear on checks you write
to this vendor.
P/O Instructions 1 & 2 (V)
P/O Addresses (V)
Auto Pay (V)
- Enter a "Y" here if you want the checkwriting program (/)
to select this vendor's bills for payment depending on the
Due Date and Discount Date.
- Enter "N" here if you want to manually select this vendor's
bills for payment.
- Enter a "P" here if you want the checkwriting program to
select this vendor's bills for payment, regardless of the
Due Date.
- Enter "S" If ship tickets are normally entered for vendor
Direct, Subcontract, Material (V)
Enter "D" to post the bills to Direct Qty on the Job Detail
File ('D) as well as to the Inventory file.
Enter "S" to post the bills to Subcontract on the Job Detail
File. ('D) This does not update Stock Quantity on the
Inventory file. 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
file. ('D) This does not update Stock Quantity on the
Inventory file.
All three codes update Inventory Purchase History.
Taxable/Exempt (V)
Delete Purchase Orders (V)
Y - The computer will ask if you want the purchase
order deleted every time you save an A/P Bill
for this vendor, regardless of whether or not
it is completely filled.
N - The computer never deletes purchase orders for
this vendor.
C - The computer will delete purchase orders to
this vendor after they are completely filled.
No 1099, Incorporated, Subcontrator (V)
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 1099's.
Enter an "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 Fld' on 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 1099's, from the (V)
screen, press<Shift F1>, select Questions, and then option
T.
Prices on Purchase Orders (V)
Salesperson Fax # (V)
Remark (V)
Vendor Posted Fields
These fields are updated upon entry of a purchase order,
payable invoice, shipping ticket or check. The Post Date
tells when the last tranaction was posted and indicates
which month is represented in the month-to-date figures.
Vendor Rebates - How to Enter (V)
On the Deposit screen (D), enter the Vendor's Customer
Code. Enter the Check # and Check Amount. Enter the G/L
Account number you want the check amount applied to in the
Apply to G/L Account field. When you press
If you need to apply one rebate check to more than one G/L
Account, from the (V) screen, press If you use automatic deposit posting, it will put the
amount into the specified G/L account, and the next two
paragraphs do not apply to your case.
If you post your Accounts Receivable to General Ledger by
manually making an entry on the Ledger screen (L), you
will need to apply the rebate check to the same G/L
account(s) that you applied it to on the Deposit screen
(D). Apply the rest of the deposit to the G/L Accounts
Receivable Accounts as usual.
If you post Accounts Receivable to General Ledger with
Report # 3-14, CUSTOMER PAYMENT LEDGER, or Report # 3-37,
CASH DEPOSITS BY G/L#, the computer will automatically
apply the rebate check to the proper G/L Accounts.
Setting up New Vendors (V)
After you have typed the name, press
The most commonly used fields are Street Address, Zip,
Phone #, No1099,Inc,Sub, Terms, Auto Pay Y/N/P and G/L#s.
When you are done, press
Credit Vouchers (V)
1. Set up Vendor as a Customer on the C screen by using
2. Make Receivable Invoice for the Vendor\Customer with
Voucher amount.
3. Enter as a negative amount on B screen. Use the Credit
Voucher Ac- count for your G/L #. (ABC's standard number
is 24.)
4. On the D screen, enter the Vendor/Customer's Code.
Leave blank the Ck# and the Check Amount fields. Apply the
voucher amount to the G/L Credit Voucher Account (same
Account # that you used in Step # 3) using a negative
figure in the Apply to G/L Account field. Apply the
voucher amount as a positive amount in the Pmt Apd field
on the same line as the listed Invoice.
<C> Display a check summary for the currently loaded
vendor.
If the Code Generator is set up on the # screen, the
computer suggests the proper code for this vendor, after
you type the Vendor's Name and press Ed F. Mart = Mart, Ed F.= MAREDF0
Redner Warehouse Market = REDWAM0
Ed F.Martin = Martin, Ed F.= MAREDF1
Jane Ulrich = Ulrich, Jane = ULRJA 0
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.
This field is used to print 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. For more information press <F10>, 2,
and then select report # 8.
Enter the G/L numbers here, separated by commas, that you
want to appear when you reference this vendor on the
Ledger screen (L) and the A/P Bill entry screen (B). For
example, you could have the account number for telephone
expense appear automatically whenever you enter a check to
the telephone company. Enter inventory item codes
preceeded 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 SETUP on the
Inventory screen (I), or else you CANNOT load this vendor
on the Bill Entry screen (B).
This field is used to generate 1099 forms. Enter
this vendor's Federal E.I. #. If the vendor does
not have a Federal E.I. #, 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 10 characters, the phone number
will format automatically.
Enter the customer number assigned to you by the
vendor. This field carries across to the Purchase
Order screen (O) when you enter a purchase order
for 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 screen (O), 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 file (N). 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
This field carries across to the A/P Bill Screen (B).
ABC JOB COSTING MODULE - This field determines how the A/P
bills for this vendor are posted.
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.
This field is used to generate 1099 forms.
Enter an "N" in this field if you do not want
prices to carry over from the Inventory file (I),
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.
The following fields are restricted and are maintained by
the computer: 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.
Occasionally you may receive a check from a vendor that
you want to include with your bank deposit. For example,
an insurance rebate. The Vendor must be entered on the
Customer screen (C) in order to bring him up on the
Deposit screen (D). (To copy a Vendor's name and address
to the Customer screen, bring up the Vendor on the Vendor
screen (V). Press
To set up a new Vendor, go to the V screen. If the screen
is not blank, press the Space Bar when the cursor is on
the Vendor Code field and press
If you receive a Credit Voucher from a Vendor to pay a
Receivable Invoice: (For example, to pay for warranty work
you did for the Vendor.)