Adding, Modifying, or Deleting a Vendor

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About Setting Up Vendor Records

About Editing Vendor Records

About Vendor Comments

A/P Vendors Screen

A/P Options Screen

You use the A/P Vendors screen to add records for your vendors to Accounts Payable. You must add vendor records before you can enter and process transactions in Accounts Payable.

You can change the information in a vendor record at any time, with some restrictions. More...

When changing existing vendor records, the following restrictions apply:

  • If you have unpaid posted transactions for the vendor, you can change the tax group assigned to a vendor only to another tax group that uses the same currency.
  • You cannot delete a vendor record, or set it inactive, if it has unposted transactions.
  • You cannot change the vendor number.

    To assign a different number to a vendor account, you must:

    1. Create a new vendor record.
    2. Post transactions to reduce the balance in the old vendor account to zero and transfer outstanding and historical invoice and payment information from the old account to the new account, vendor group, and national account, if any.
    3. Delete the old vendor record.
  • You must include a name in each vendor record.
  • You cannot change to a vendor group that has Inactive status.
  • You can edit vendor statistics only if the Allow Edit Of Statistics option is selected on the A/P Options screen.

We recommend that you do not change the vendor group or account set assigned to a vendor record to which you have posted transactions. More...

If you do change the account set, you may need to post adjustments to your general ledger for transactions such as invoices that were posted to the original account set and payments to the invoices that were posted to the new account set.

If you change the vendor group, Accounts Payable preserves the existing entries in the vendor record. It does not overwrite any other fields. If you also change the account set, statistics for the affected vendor groups will no longer balance. You can edit the statistics to correct the information, but it can be a difficult task.

Before adding a vendor record:

  • Add Accounts Payable tax groups and other tax information in Tax Services.
  • Decide on the vendor number and a name and short name for the vendor.

    Note: You must enter a number and name for each vendor before you can add the record. Short names are optional.

  • Decide on the vendor group, account set, terms code, payment code, distribution code, distribution set, bank code, optional fields, and tax group to assign to the vendor.

    Vendor groups provide default entries for new vendor records, and can be used as selection and sorting criteria on various reports. You must assign a vendor group to every vendor record before you can add the record.

    If you use multicurrency accounting, you assign an account set that uses the vendor’s currency.

  • If you use multicurrency accounting, determine the rate type to use if the vendor does not use the functional currency.
  • If you want to enter statistics for vendors, select the Allow Edit Of Statistics option on the Processing tab of the A/P Options screen.

Before deleting a vendor record, make sure the record has no unposted transactions.

Before editing a vendor record, select the Allow Edit Of Statistics option on the A/P Options screen.

To add a vendor record:

  1. Open Accounts Payable > A/P Vendors > Vendors.

  2. Click the Create New button.
  3. In the Vendor Number field, enter the code for the new vendor.
  4. Complete the fields on the vendor record.
  5. Click Save.

To edit or view an existing vendor record:

  1. Open Accounts Payable > A/P Vendors > Vendors.

  2. In the Vendor Number field, specify the vendor record you want to edit.
  3. Make the changes you need in the record.
    Note:

    If you change the vendor group:

    • Defaults for the new vendor group are applied to the vendor record.
    • Statistical comparisons between fiscal periods or between vendor groups are invalidated (unless you update the vendor group statistics).
  4. Click Save.

To delete a vendor record:

  1. Open Accounts Payable > A/P Vendors > Vendors.

  2. In the Vendor Number field, specify the vendor record you want to delete.
  3. Click Delete.
  4. If a message appears asking you to confirm that you want to delete the record, click Yes.