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Contents |
The 1 Search tab displays the Vendor Search List, a list of vendors in ascending vendor key order. Black text vendors are Remit To/Order From vendor types. Blue text vendors are Order From vendor types.
A Remit To/Order From (black text) vendor type is the "Primary" vendor record. This record can be used on both purchase orders and invoices.
An Order From (blue text) vendor type is an "Alternate" vendor record. It is created when a vendor has multiple addresses to purchase from. This record is used on purchase orders only. When an Order From vendor is used on a purchase order, when the invoice is paid, and the purchase order is referenced on the invoice, the vendor’s associated Remit To/Order From vendor record is used.
The Vendor Key is a code consisting of the first eight characters of the vendor’s name. It can be alpha or numeric characters or a combination of both. Each key is followed by a three-digit numeric suffix that makes the vendor’s key unique.
You may have multiple vendors that contain the name Washington. Since the key takes the first eight characters the result for each would be "WASHINGT". This is not unique. By adding a three-digit numeric suffix to the end the system makes the vendor key unique.
|
Vendor Name |
Vendor Key |
|
Washington Academy Of Languages |
WASHINGT000 |
|
Washington Activity Coord Assoc |
WASHINGT001 |
|
Washington Activity Coord Assoc |
WASHINGT002 ** |
|
Washington Air Reps |
WASHINGT003 |
|
Washington Alliance |
WASHINGT004 |
** This vendor has two addresses to which it is associated. The first occurrence is a Remit To/Order From vendor. The second occurrence is an Order From only.
At conversion the vendor names are sorted alphabetically. As you start adding new vendors this begins to happen.
As new vendors are added, the system uses the next available numeric suffix. This results in the vendor names not sorting in alphabetical order.
For example, the last Washington vendor is Washington Women United, with a key of WASHINGT293. When you add "Washington ABC Company" the system creates the key WASHINGT294 because "294" is the next available numeric suffix.
Use the Vendor EEL or All Names Lookup button to search for a vendor.
At conversion, rules have been created to make this determination. Refer to the Vendor conversion rules document.
A vendor is designated as either an Organization or an Individual. When adding a vendor you are prompted to make this determination. It determines how the Vendor’s key is formatted.
For a vendor that is an Organization, the system uses the first eight characters of the name, including spaces, to create the name key. You can change the vendor’s name and/or name key as needed.
For a vendor that is an Individual, the system uses the first five characters of the last name and first three characters of the first name to create the name key. You cannot update the name key. If the individual’s name changes, the system automatically updates the vendor’s name key.
NOTE: Access to view or edit the information is determined by the security access/level assigned to the user.
The 2 PO tab displays a list of purchase orders issued using the selected vendor.
By default, only Open status purchase orders display. To view Open and History status purchase orders, click in the Show all POs for This Vendor check box.
The purchase orders display in the Vendor Purchase Orders list. Invoices that have been paid referencing the highlighted purchase order display in the Purchase Order Invoices list below.
In the Vendor Purchase Orders list, the PO Number, Status of the purchase order, Description, Entry Date, Amount, and the Order From Vendor key used displays.
To view the source purchase order, click the View button to the right of the Vendor Purchase Orders list. You cannot make changes from the view function.
The PO button allows access to attachments, if any, associated with the highlighted purchase order. If the icon is yellow, the purchase order does not have any attachments. If the icon is green, attachments exist.
Once a purchase order is highlighted in the Vendor Purchase Orders list, the Purchase Order Invoices list displays any invoices that have been paid referencing that purchase order.
For each invoice posted to the purchase order, the Invoice Number, Invoice’s Status, Description, Check Type, Amount of the invoice, the Net Amount paid and the Check number display.
Click the View button located to the right of the Purchase Order Invoices list, to display invoices that have been paid referencing the purchase order highlighted. You cannot make changes from the view function.
To display purchase orders that were issued in a specific fiscal year, click in the Fiscal Year field:
The Fiscal Year Selection screen opens. Highlight the fiscal year to which the purchase orders you want to view belong.
Click the Select button.
Only purchase orders for the selected fiscal year display.
To display purchase orders for all fiscal years, click the All Years checkbox.
NOTE: Access to view or edit the information is determined by the security access/level assigned to the user.
The 3 AP tab displays a list of invoices that have been issued using the selected vendor.
Summary information about an invoice displays, including the Invoice Number, the Invoice Status including those selected in Check Processing, the PO Number referenced on the invoice (if any), the invoice Description, the Check Type, the Amount, and Net Amount paid. Also available is the invoice Create Date, Due Date, Invoice number and invoice Description.
Use the Invoice # Lookup to find an individual invoice quickly rather than scrolling through the list.
Click the View button to view the source invoice record. You cannot make changes to the invoice here.
The PO button allows access to attachments, if any, associated with the highlighted purchase order. If the icon is yellow, the purchase order does not have any attachments. If the icon is green, attachments exist.
NOTE: Access to view or edit the information is determined by the security access/level assigned to the user.
The 4 Paymnts tab displays a list of checks that have been issued and updated for the selected vendor.
From the Checks list, information about a payment displays including the Bank (Cash Account), Check number, Type of check, Origin (Budgetary or Inventory). Budgetary purchase orders are generated for items that are not stocked in the inventory warehouse. Inventory purchase orders are generated for items to be stocked in the inventory warehouse. The Check date, Statement date and Check amount.
Click the View button to view further information about the check.
From the Check Detail list, further information about the invoices that were paid with the highlighted check is available.
This includes the Invoice number, Status, Description, Check Type, Invoice Amount and Net Amount of the invoices paid.
Click the View button to view the source invoice record. You cannot make changes to the invoice here.
The Check Detail by Account Number check box when checked, changes the Check Detail list to the Check Detail by Account list.
The checks Account Number detail displays. This includes the Invoice Description, Account, and Account Amount.
NOTE: Access to view or edit the information is determined by the security access/level assigned to the user.
The 5 Cal Tot tab displays by Calendar Year-to-Date or Fiscal Year-to-Date the total payments, purchases, discounts and amounts encumbered to the selected vendor.
CYTD (Calendar Year-to-Date)
Click the CYTD (Calendar Year-to-Date) button to view activity totals by calendar year (January through December). If the vendor selected is to receive a 1099M, this can be used to view amounts to be included on the 1099M.
The top list displays the payments, purchases, discounts and amounts encumbered by calendar year.
The bottom list displays the payments, purchases, discounts and amounts encumbered by month within the calendar year highlighted above.
FYTD (Fiscal Year to Date)
Click the FYTD (Fiscal Year to Date) button to view activity totals by fiscal year (September through August).
The top list displays the payments, purchases, discounts and amounts encumbered by fiscal year.
The bottom list displays the payments, purchases, discounts and amounts encumbered by month within the fiscal year highlighted above.
NOTE: Access to view or edit the information is determined by the security access/level assigned to the user.
6 Ord Frm (Order From) / 6 Remit2 (Remit To)
The title of the sixth tab changes depending upon the vendor’s type (Order From or Remit To).
The 6 Ord Frm tab displays when the Order From/Remit To (black text) vendor’s record is selected. It allows you to view a list of any vendor’s associated with the Remit To/Order From vendor type record. You can add and maintain Order From vendor information, "Jump" to the Remit To vendor when the Order From (blue text) vendor is selected, edit the Remit To vendor, or exclude or allow the selected vendor from being used on a requisition.
The 6 Remit2 tab displays when an Order From (blue text) vendor’s record is selected. It allows you to view and edit the information for the Order From vendor selected. It also allows you to "Jump" to the Order From information for the vendor selected.
See Editing Vendor Master Information section of this document.
The 7 Setup tab allows you access to view or edit the Remit To/Order From vendor’s setup information. The Remit To/Order From and Order From Setup information is shared. This includes Accrual Account, 1099-MISC, and A/P Contact information.
See Editing Vendor Master Information section of this document.
The 8 Catlg tab allows to view, add, edit, delete or import a vendor’s or custom built catalog. The items contained in the catalog can be used on requisitions and purchase orders. Contact WSIPC Member Services for assistance with importing a vendor’s catalog.
See Vendor Catalog Setup section of this document.
Version 01.06.00.0 – 010225 PL 12/3/03