Overview tab

Create vendors and view the list of company vendors.

General tab

Enter or view additional information (such as credit limit, language, and blocking information) for the vendor that is selected on the Overviewtab.

Details

Enter or view vendor attributes.

Setup tab

Enter or view information about invoices, offset account type and account, deliveries, sales tax, and withholding tax for the selected vendor.

Purchase order

Enter or view information related to purchase orders for the selected vendor.

Address tab

Enter or view address information for the selected vendor.

Contact info tab

Enter or view contact information for the selected vendor.

Payment

Enter or view information that is related to payments for the selected vendor, such as terms of payment and cash discounts.

Tax 1099

Enter or view information for tax 1099 reporting in the United States for the selected vendor.

Dimension tab

Select default values for each dimension that appears on transactions for the selected vendor. You can change the default values on transactions as appropriate.

You can create dimension values in the Dimensionor Dimensionsforms.

Activity Details

Open the Activitiesform, where you can view activities that are related to the selected vendor.

Transactions

View the transactions of the selected vendor.

Balance

View balances of the selected vendor.

Setup

Enter or view additional information about the selected vendor, such as bank account and alternative address information.

Trade agrmt.

Create or view price, discount, and supplementary item information related to the selected vendor.

Functions

View or edit the open and closed transactions for the selected vendor.

Inquiry

View orders, packing slips, invoices, statistics, and other information related to the selected vendor.

Forecast

View, create, and maintain purchase forecasts for the selected vendor.

Map

View the selected address on a map.

Address book

Click this icon to open the Global address book form.

Vendor account

Unique identifier for a vendor.

If you want the identifier to be generated automatically when you create a vendor:

1. Click Accounts payable> Setup> Parameters , and then click the Number sequencestab.

2. Select a value in the Number sequence codefield for the Vendor accountreference.

Address book type

Select of view whether the vendor is a person or an organization.

Name

Name of the vendor. This name is printed on documents, such as invoices and account statements, which you send to the vendor.

Search name

Short name for the vendor. If you enter a value in this field, you use this name when you search for vendor data.

If you do not make an entry in this field, the value in the Vendor accountfield is available by default for use in searches.

Invoice account

Invoice account, if any, to which the vendor is linked. The invoice account is the account to which the invoice amount is credited when you create a vendor invoice from a purchase order. If you do not enter an invoice account, the vendor account is used as the invoice account.

Use invoice accounts if you have more than one vendor with the same billing address, or if the vendor is invoiced through a third party.

Group

Enter the vendor group that the vendor belongs to. You must attach a vendor group to each vendor.

When you select the vendor group, the values of certain fields in the Vendor groups form are automatically copied to the vendor account. These include:

• Terms of payment

• Settle period

• Inventory posting ledger accounts, including the Sales tax groupaccount

• Default account setup information

For more information, see Vendor groups (form)and Create a vendor account.

Currency

Currency that is entered by default on invoices to the selected vendor.

Note
You can change the currency on the invoice or purchase order header before you enter the purchase lines. Create currency codes and exchange rates in the Exchange rates form.

Address book ID

The identification number of the vendor, which comes from the Global Address Bookform.

Language

Language used for all external documents to the selected vendor, such as purchase orders.

When you create a vendor, the default language from the Accounts payable parametersform is copied to this field, but you can change the language as appropriate.

Segment

Select the segment of business for the vendor.

Subsegment

Select the subsegment of business for the vendor.

Chain

Select the company chain that the vendor is a part of.

Main contact

Select the employee that is the main contact for the vendor.

Memo

Enter any additional notes about the vendor.

Credit rating

Credit rating of the vendor. This field is only used for statistical purposes.

Credit limit

Maximum amount that the company is allowed to have as an outstanding balance for the selected vendor account. This amount is always stated in the default currency of the vendor.

The account balance is calculated according to your selection on the Credit ratingtab of the Accounts payable parametersform. If an account balance becomes larger than the credit limit specified here, no further purchase orders to the selected vendor can be posted.

Note
If this field is blank or you entered 0, a credit limit check is not performed.

Stopped

The kind of blocking that applies to the selected vendor account:

• No– No blocking. All forms of transaction are permitted.

• Invoice– Account is blocked for invoicing.

• All– All transactions are blocked.

Buyer group

The buyer group that the vendor is attached to.

Use the buyer group to associate vendors with employees and items. When you create a purchase via item coverage or by estimating production, the buyer group is copied to the purchase header, if no buyer group was set up for the supplier. The buyer group is copied to planned orders and shown on reports.

For more information, see Buyer groups (form).

Customer account

Customer account number, if any, of the selected vendor. If a customer has a credit amount because of overpayment or a credit note, the Reimbursement periodic job transfers the amount to the vendor account of the customer.

Note
If the customer does not have a vendor account, a one-time vendor account is used to pay the customer.

Number of employees

If the vendor is an organization, enter the organization's number of employees.

Organization number

View or enter the vendor's organization number.

Category

Select an ABC code filter.

Professional prefix

Enter or view a professional prefix for the person, if applicable.

Salutation

Select or view a salutation for the person.

First name

Enter or view the person's first name.

Middle name

Enter or view the person's middle name, if applicable.

Last name

Enter or view the person's last name.

Suffix

Enter or view a suffix for the person, if applicable.

Professional suffix

Enter or view a professional suffix for the person, if applicable.

Name sequence

Change or view the order in which the person's name is displayed.

Initials

Enter or view the organization's or person's initials.

Gender

Select or view the gender of the person.

Nickname

Enter or view the person's nickname, if applicable.

Marital status

Enter or view the person's marital status.

Birthday

Enter or view the person's birthday, if applicable.

Anniversary

Enter or view the person's anniversary, if applicable.

Children

Enter or view the names of the person's children, if applicable.

Hobbies

Enter or view any known hobbies of the person, if applicable.

Bid only

Select this check box if the vendor has submitted quotes or proposals but has not yet been approved for purchases. You can use this indicator to associate bids and other documentation with the vendor account.

Locally owned

Select this check box if the vendor meets your guidelines for being a locally owned business. Collecting this data allows local businesses to have priority on certain contracts.

Minority owned

Select this check box if the vendor is owned by a minority group. This field is only used for statistical purposes.

One-time supplier

Select this checkbox if the vendor is a one-time vendor, or clear if the vendor is no longer a one-time vendor. You can set up a number sequence for one-time vendors on the Number sequencestab of the Accounts payable parametersform.

Note
You can specify a vendor account for all one-time vendors in the One-time vendor accountfield on the Generaltab of the Accounts payable parametersform.

Small business

Select this check box if the vendor meets your guidelines for being a small business. Collecting this data allows you to generate reports based on this information.

Woman owner

Select this check box if the vendor is owned by a woman. This field is only used for statistical purposes.

Number sequence group

Enter a number sequence group if you want to use different number sequences for specific documents for the selected vendor other than those that are set up as default vendor number sequences on the Number sequencestab of the Accounts payable parametersform.

The documents include invoice vouchers, internal invoices, packing slip vouchers, internal packing slips, credit note vouchers, and internal credit notes.

Note
If this field is left blank, the purchase order number sequence is used for invoice vouchers or credit note vouchers.

Vendor price tolerance group

Select the vendor price tolerance group to use for Accounts payable invoice matching. For more information, see Set up Accounts payable invoice matching.

This field is available only if the Use invoice matching for this companyfield in the Accounts payable parametersform is selected.

Account type

The offset account type for the selected vendor.

Offset account

Offset account of the account type that you selected in the Account typefield. This offset account is the default offset account on journal lines for the selected vendor.

UPS zone

UPS freight zone that applies to the selected vendor's freight zone.

Delivery terms

Standard terms of delivery for the vendor.

Mode of delivery

Mode of delivery that applies to deliveries from the vendor.

Destination code

Destination code, which can be used to break up deliveries into zones if, for example, the company delivers on different days to different parts of the country/region.

Sales tax group

Specify whether sales tax should be calculated on the invoice.

Prices incl. sales tax

Select if the prices for the selected vendor include sales tax.

Tax exempt number

Tax exempt number of the selected vendor. Purchases from companies in other countries/regions are often reported on the basis of tax exempt numbers.

Note
For companies that are based in an EU country/region, the vendor's tax exempt number must be printed on all invoices to the vendor.

Fiscal code

The fiscal code of the vendor. This code is used in sales tax reporting. The field is not validated.

Calculate withholding tax

Select this check box if withholding tax should be calculated for vendor payment transactions in journals.

Withholding tax group

Select the withholding tax group that applies to the vendor.

Site

The site that usually receives goods from the selected vendor. For more information, see (Site) Form.

Warehouse

The warehouse that usually receives deliveries from the selected vendor. For more information, see Warehouses (form).

Misc. charges group

Select the vendor's miscellaneous charges group, which determines if such charges are to be automatically calculated per invoice for the vendor. Miscellaneous charges could be postage, handling, C.O.D., and freight.

You can differentiate and group different types of charges for each vendor and make the charges dependent on the vendor account, item number, or item.

For more information, see Misc. charges groups (form)and Misc. charges code (form).

Before you update and print a purchase order/invoice, you can check it and edit miscellaneous charges using a function that is found on each purchase order/invoice. For more information, see Misc. charges transactions (form).

Item - Vendor group

Vendor group for external item descriptions.

Purchase pool

Purchase pool that purchase orders for the selected vendor are placed in. Use purchase pools to group purchase orders, or for filtering and selection.

Our account number

Account number for the company, if any, in the records of the selected vendor.

Purchase order prices/amount

Select if prices and amounts are printed on purchase orders.

Purchase calendar

Workday calendar of the selected vendor. The calendar is used to calculate order dates and delivery dates.

Multiline discount

Multiline discount that controls discounts across several purchase lines.

Total discount

Price/discount group that defines a total discount for the selected vendor.

Price group

Select the vendor's price group. The group is used to calculate the vendor's purchase prices. For more information, see Price/discount groups (form). (Click Accounts payable> Setup> Price/Discountto access the various price/discount forms.)

You can create multiple agreements per vendor, item, or a combination of the two. For more information, see Trade agrmt. (form)(by vendor) and Price/discount groups (form)(by item).

You can, for example, create a price group applicable to a particular group of vendors. For items, you should indicate the price of the item within the respective price group, which may vary according to volume and date. The price agreement can be supplemented with various line discounts, which may depend on volume, date, and amount.

Changing the price group in the Vendorsform or combining price and discount agreements does not automatically update the prices on various order and purchase lines.

Line discount

Line discount group offered for purchases from the selected vendor.

Supplementary item group

Supplementary item group that is attached to the selected vendor, and which lists extra items that are added to a purchase order when a certain quantity of an item is purchased.

Public

If this check box is selected, the address is shared in the Global address bookform.

Primary

If this check box is selected, the address is the primary address for the customer.

Name

The name of the organization or contact person for the selected address.

Address type

Specify how to use the selected address:

• Invoice- Used when sending invoices.

• Delivery- Used as the main delivery address unless an alternative delivery address is selected at the time of delivery.

• Alt. delivery- Used when an address other than the delivery type is indicated at the time of delivery. Alternative delivery addresses are optional.

• SWIFT- Used for money transfers to foreign banks.

• Payment- Used for the payment address.

• Service- Used for the service address.

• Home– Used for the home address.

• Other– Used for another address.

• Business– Used for the business address.

• Remit-to– Used for the payment address when vendor checks are generated.

• Third-party shipping address– Used if the customer is billed for freight directly by the shipping carrier. This information is transferred to the shipping carrier software when sales orders are processed.

Street name

Street name and number of the address of the selected vendor.

ZIP/postal Code

ZIP/postal Code of the vendor address. This code is often used for searching and sorting.

City

City of the ZIP/postal Code.

County

County of the vendor address. This field is often used for searching and sorting.

Note
You can select among the counties that are created for the state that you select in the Statefield.

State

State of the vendor address. This field is often used for searching and sorting.

Note
You can select among the states that are created for the country/region that you select in the Country/regionfield.

Country/region

Country/region of the vendor address.

Address

Address of the vendor as it appears on reports and printouts. This field is filled out automatically with the information that you enter in the other address fields and according to the address format, if any, that is set up for the country/region in the Address format form.

Telephone

Telephone number of the selected vendor.

Extension

Telephone extension number of the main vendor contact.

Mobile phone

Cell phone number of the main vendor contact.

Pager

Pager number of the main vendor contact.

Fax

Fax number of the vendor.

E-mail

E-mail address of the main vendor contact.

SMS

E-mail address for sending SMS to a mobile phone.

Internet address

Address of the Web site of the vendor.

Telex number

Telex number of the vendor.

Contact

Enter the name of your contact person or select the contact person who is associated with the vendor and whose details are entered in the Contact Details form.

Note

If you have not entered information in the other fields on the Contact informationtab, the values for the selected contact person in the fields in the Contact Details form are automatically transferred to the fields on this tab when you select the contact person. If your contact person changes, and you want new values from the Contact Detailsform to appear automatically, you must first delete the values in the Contact informationtab fields before selecting the new contact person.

Line of business

Line of business of the vendor; for example, vendors grouped for statistical use by the International Standard Industrial Classification (ISIC).

Birth date

The birth date of the main vendor contact, which is used in the Withholding tax certification report.

Note
(ITA) This field is available only if the configuration key for Italy is selected.

Birth place

The birth place of the main vendor contact, which is used in the Withholding tax certification report.

Note
(ITA) This field is available only if the configuration key for Italy is selected.

Residence foreign country/region

Select the country/region of residence for the vendor. This is used in the Withholding tax certification report.

French Siret

Enter a siret number for the vendor. For more information, see (FRA) NAF codes and siret numbers.

Note
(FRA) This field is available only if the configuration key for France is selected.

French NAF

Enter a French Nomenclature des Activités Françaises (NAF code) for the vendor.

Note
(FRA) This field is available only if the configuration key for France is selected.

Terms of payment

Terms of payment of the vendor.

Method of payment

Method of payment typically used for payments to the vendor.

Payment type

The classification of the payment method. The system-defined payments types are Check, Electronic Payment, Promissory note, or Other.

Payment types are set up for payment methods in the Methods of payment form. For more information, see Set up payment types for payment methods.

Payment specification

Further specification of payment handling for the chosen method of payment for the vendor.

Payment schedule

Payment schedule to be used in preparation of the vendor invoices.

Cash discount

Cash discount code and method, number of days, and percentage rate for a vendor.

Bank account

Vendor bank account number for payments.

Payment ID

The payment identification used when you make payments.

Payment day

Payment day that applies to the selected vendor.

The payment day is used in the calculation of the due date. The due date is always rounded up to the nearest specified date. The payment day can be specified for a specific day of the week or month.

Central Bank Purpose Code

Code used when reporting to a central bank. If this is a requirement of the company's country/region, create the code in the Payment purpose codes form.

Purpose text

Description of the purpose of the code that is selected in the Central Bank Purpose Codefield.

Report 1099

Select if you want to create a 1099 report for a purchase from the vendor. If you clear the check box, 1099 data is not collected for the vendor.

W-9 received

Select this checkbox if the W-9 form has been received from the vendor.

Federal Tax ID

Federal Taxpayer Identification Number (TIN) that is assigned to the vendor for the filing of 1099 reports. The number is reformatted automatically if you select a tax ID type other than Unknown.

Tax ID type

Type of Federal Taxpayer Identification Number entered for the vendor.

1099 box

Default value for the 1099 box on vendor transaction lines.

Foreign entity indicator

Select if the vendor is owned by an entity in a foreign country/region or is a U.S. possession.

Second TIN

Select if the IRS has notified the vendor twice within three calendar years that the vendor provided incorrect identifying information: name, Federal Tax ID, or name/Federal Tax ID combination.

Name to use on the 1099

Type of name to be used to refer to the vendor on 1099 reports.

DBA

Acronym for Doing Business As.

Name control

Name control from the 1099 mailing label.

Department

Default value for the vendor for this dimension. You can change the default value on orders or invoices before you post an invoice.

Cost center

Default value for the vendor for this dimension. You can change the default value on orders or invoices before you post an invoice.

Purpose

Default value for the vendor for this dimension. You can change the default value on orders or invoices before you post an invoice.