Vendor Maint/Reports Menu Vendor Inquiry/Reports MUNIS Version 7

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Aubrey McDonald
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1 Module: Topic: Accounts Payable Vendor Maint/Reports Menu Vendor Inquiry/Reports MUNIS Version 7 Objective This document gives you step by step instructions for using the Vendor Inquiry/Reports program to query the vendor master table for information regarding a specific vendor(s) and how to produce reports. Overview The Vendor Inquiry/Reports program allows you to access the vendor file used by the Accounts Payable, Purchase Order, and Requisition programs. Although the Main Screen and General Tab looks identical to the Vendor FM Main Screen and General Tab, the fields within the program cannot be added, deleted or altered in any way. This program is used to report on the information contained in the Vendor file for each vendor that is set up in the system. Use this program to print vendor data or to query vendor information. In addition, you can use this program to view commodity codes. When you do not have Maintain Vendor privileges and you access Vendor Inquiry from the MUNIS menu, the program does not display vendor account or payment information. Codes that are used to categorize the vendor must be set up in Accounts Payable Miscellaneous Codes before they can be linked to the vendor in this program. Prerequisites Before you can successfully use this feature, you must ensure that the necessary parameters and codes are in place. If parameters and codes are not set up, or not set up correctly, you may need to contact your MUNIS System Administrator or Department Manager to have them updated or added into the MUNIS system. Procedure 1. Open the Vendor FM Audit List/Purge program. Financials > Accounts Payable > Vendor Maint/Reports Menu > Vendor Inquiry/Reports 2. On the MUNIS toolbar, click Find. 3. On the MUNIS toolbar, enter the information about the vendor you wish to query and click Accept. You may leave everything blank to retrieve all vendors, or use wild cards to retrieve a group of vendors. Page 1 of 11

2 Vendor Inquiry/Reports Main Screen 4. Enter information into the following fields to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. Vendor This box contains the vendor number that is maintained in A/P Parameters. Alpha This box contains the vendor name. The name should be in the format which users would most commonly use to search. For example, if the vendor's name is The Store, it may be better to sort by Store rather than The, so you would enter "Store, The" in this field. Individual names should be in the last name, first name format. If you are searching for a vendor, type the name exactly as it was entered or use wildcard characters to narrow your search criteria. Status This list indicates the vendor's status. Valid options are: Active - Indicates a current and established vendor. Inactive - Provides a warning during invoice entry that the vendor is inactive One Time Pay - Indicates a vendor number used one time to pay multiple recipients. Stop - Does not allow use of this vendor during invoice entry. Temporary - Signifies that this vendor is only to be used for a short period of time and then deleted. Page 2 of 11

3 Entity Type Reason Bidder - Identifies that this vendor is not yet an established vendor, but only a bidder. A bidder status does not prohibit entry of purchase orders and invoices. Self Service - Indicates a potential vendor has added their information using MUNIS Self Service. This box contains the Entity Code for the current vendor. The default value is 1. This list identifies the type of vendor. Type codes are defined under Vendor Type Codes in Miscellaneous Codes.. This list provides the reason for the vendor's status. Reason codes are defined under Vendor Status Reason Codes in Miscellaneous Codes. Vendor Inquiry Main Screen Buttons 5. You may search for and manipulate the results as desired using the buttons on the main screen. Sort Use to sort vendor number, alpha name, or type Data Use to search the reporting year of 1099-M data and the department/location of the data. Invoice Inq Checks Inq PO Inq Recurr Inv G/L Summary View History Use to find an invoice by: - Fiscal year or period number (zero for all) - Status (blank for all) A - Active H - Hold P - Paid V Void - Document number (blank for all) - Invoice number (blank for all) Use to find checks by: - Org Object (blank for all) - Check date or date range - Cleared (Y, N, or Blank for all) Use to find POs by: - Year/Period (zero for all) - Status (blank for all) - PO Number (zero for all) Use to find recurring invoices for a specific vendor. Use to get a G/L summary for current, last, or next fiscal year. Use to view the change history for a specific vendor. Page 3 of 11

4 Vendor Inquiry/Reports - General Tab 6. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. Name This box contains the name of the vendor that prints on the vendor's check. The default value is the same as that in the Alpha box, but you can change this. Each box can contain up to 40 alphanumeric characters. The name you enter here is not used to alphabetically sort this vendor; the name in the Alpha box is used for sorting. If a vendor name is changed and history exists for that vendor, the history changes to the new vendor name. DBA This box contains the "doing business as name" for this vendor, if applicable. For example, a 1099 vendor may want his or her name on the check, but may also have a business name. When printing checks, only the X check format includes this information on the check. All other formats use the Remit Addresses information. Address This box contains the vendor's street or post office box address. Use the first line for the most useful vendor address information as some reports do not print information from lines two and three. When you search for a vendor using any of the address fields, the program finds those vendor records having addresses matching the search criteria, as well as those vendors having remittance addresses matching that of the search criteria. Page 4 of 11

5 Zip Code This box contains the ZIP Code portion of the vendor's address. When you search for a vendor using any of the address information, the program finds those vendor records having addresses matching the search criteria, as well as those vendors having remittance addresses matching that of the search criteria. Type the vendor's ZIP Code, including the 4-digit extension, if known. Use a hyphen to separate the 4-digit extension from the 5-digit base code. You can also click the help button for ZIP Codes that are available in the System Administration ZIP Code FM program. If the ZIP Code you need is available, double-click on the entry to insert it into the box. The program completes the City and State boxes. City This box contains the city portion of the vendor's address. When you search for a vendor using any of the address information, the program finds those vendor records having addresses matching the search criteria, as well as those vendors having remittance addresses matching that of the search criteria. The program completes the City and State boxes automatically if the ZIP Code box contains a ZIP Code included in the System Administration ZIP Code FM program. If your organization uses county codes, the program maintains the county code record for the city entered. State This box contains the state portion of the vendor's address. When you search for a vendor using any of the address information, the program finds those vendor records having addresses matching the search criteria, as well as those vendors having remittance addresses matching that of the search criteria. The program completes the City and State boxes automatically if the ZIP Code box contains a ZIP Code included in the System Administration ZIP Code FM program. Country This box contains the country code addresses outside of the United States. When you search for a vendor using any of the address information, the program finds those vendor records having addresses matching the search criteria, as well as those vendors having remittance addresses matching that of the search criteria. Foreign Entity This check box indicates that the vendor is not a United States entity. This data is informational only Vendor This check box indicates that this vendor receives a If this check box is selected, the 1099 Default box is accessible. Default This box contains the 1099 box code. The 1099 box codes are defined in the AP Miscellaneous Codes program. Each time an invoice is entered for a vendor with a 1099 box code, all lines of the invoice default to this code. This box is viewable if the 1099 Vendor check box is selected Retainage This check box directs the program to retain funds for this vendor. If this check box is selected, retainage amounts specified in AP Parameters are withheld during the Invoice/Entry Proof process when a 1099 box code exists on an invoice detail line. This check box is only accessible when the 1099 Vendor check box is selected. W-9 Sent This check box indicates that the W-9 form was sent. W-9 Received This check box indicates that the W-9 form was received. SSN This box contains the vendor's Social Security number if the vendor is a 1099 vendor. If the View SSN check box in AP User ID Permissions and Parameters is not selected, you cannot view Social Security numbers or federal identification numbers. Page 5 of 11

6 FID DUNS This box contains the vendor's federal identification number if the vendor is a 1099 vendor. The FID number can contain up to 15 characters; type the number as it should print, including the appropriate hyphens. This box contains the 9-digit DUNS number assigned to the vendor organization. This number displays when you create a vendor profile report and reports created using the Microsoft Excel and Microsoft Word options. Vendor Inquiry/Reports General Tab Buttons: Performance Commodity Remits General Certification Class This button opens a screen where discrepancies regarding a vendor s performance can be viewed. Failure to deliver as promised can be documented in the description field and a specific invoice or invoices can be looked up and noted for future reference. Commodities supplied by a vendor can be listed with commodity code, description, rank, status and the date of last update. All of a vendor s relevant addresses can be viewed here. Up to nine addresses are available per vendor, if different addresses are used for different purposes. This screen provides a place where general notes about a vendor can be viewed. Any special certifications associated with a vendor can be viewed on this screen. Any special classifications for a vendor can be viewed on this screen. Vendor Inquiry/Reports - Terms Tab Page 6 of 11

7 7. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. Discount Percent This box contains the discount percentage offered by the selected vendor, if applicable. Days to Discount This box contains the number of days within which the invoice must be paid to qualify for the vendor discount. The discount date is calculated automatically by adding the number of days to the invoice date. Minimum Order This box stores the minimum order amount that this vendor allows. Days to Net This box contains the number of days allowed from invoice date to pay the full invoice. Freight This box contains the vendor's usual method of shipping. When a Term/Method purchase order is entered for this vendor, these freight terms appear automatically on the screen for printing on the purchase order. This box can contain up to 20 characters. Freight Percent This box contains the freight percent commonly applied by the vendor. Sales Tax Percent This box contains the sales tax rate that applies to the vendor. Use Tax Percent This box contains the use tax rate that applies to the vendor, if your organization uses the tax features of MUNIS Accounts Payable. Use Tax Vendor This check box indicates if the vendor processes use taxes. The Allow Duplicate Invoice Numbers Allow Blank Invoice Numbers AP Retainage Status Override for ACH default value is unchecked (No). This check box allows you to use duplicate invoice numbers. If this check box is selected, the appropriate check box in AP Parameter FM must also be selected to activate the functionality for appropriate vendors. This check box allows you to leave the invoice number blank. If this check box is selected, the appropriate check box in AP Parameter FM must also be selected to activate the functionality for appropriate vendors. This option identifies the vendor's retainage status. Always Retain signifies that the system will always retain the amount specified in AP Parameters for every invoice for this vendor. Never Retain signifies that the system will never withhold funds for this vendor's invoices. Retain on Threshold Values signifies that the system will retain amounts according to the value of the General Retainage Percent box in AP Parameters. In this case, the vendor either has a single invoice that exceeds the invoice threshold amount or they have a contract that exceeds the contract threshold amount. ID Number This box contains an override ID number for an automated clearinghouse (ACH) file. This number overrides the ID number in an ACH file, record 6. If data is entered in the Override fields, it replaces the default information in the ACH vendor file. Name This box contains an override name for an automated clearinghouse (ACH) file. This name overrides the name in an ACH file, record 6. If data is entered in the Override fields, it replaces the default information in the ACH vendor file. Page 7 of 11

8 Purchasing Delivery Method This is the vendor's choice for the purchase order delivery method. One or more of the options will be selected: Print, Fax, or . The default value is Print. The value may be one of the other two choices or may be a combination of the possible choices, Print, Fax or . The delivery method is included in the PO Prints XML export file. If , the box on the Contact tab will be completed. These options are not accessible when the vendor status is one-time pay. Payables Delivery Method This is the vendor's choice for the accounts payable delivery method. One or more of the options will be selected: Print, Fax, or . The default value is Print. The value may be one of the other two choices or may be a combination of the possible choices, Print, Fax or . If , the box on the Contact tab will be completed. These options are not accessible when the vendor status is one-time pay. The Print POs program uses this delivery method if there is no delivery method defined in Vendor Remits that corresponds to the purchase order mailing address, if one is entered in PO Entry/Proof. Vendor Inquiry/Reports ContactsTab Page 8 of 11

8. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired.

9 8. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. This box contains an electronic mail address for the vendor. This box may contain up to 50 characters. This box will be completed if the selected PO Delivery method on the Terms tab is . WWW Contacts 1 and 2 Name Description Telephone FAX This box contains the vendor's Web site address, if applicable. You can select the WWW button to open your Internet browser at the vendor's site. Web address information is optional. This box stores a contact name for the vendor. The name can contain up to 20 characters. This box stores a description for the vendor contact. For example, president or accounts payable representative. The description can contain up to 10 characters. This box stores a telephone number for the vendor contact. This box stores the fax number for the vendor contact. This box will be completed if the selected PO Delivery method on the Terms tab is Fax. Address This box contains the electronic mail address for the contact. E- mail addresses can contain up to 50 characters. Contact addresses are optional. You can click the button to open your electronic mail program to a new message addressed to the contact with the subject line: Vendor Maintenance. Vendor Inquiry/Reports Miscellaneous Tab Page 9 of 11

10 9. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. Default Account This box contains a default account number to be associated with a vendor. When a vendor is selected in Invoice Entry/Proof, PO Entry/Proof, or Requisition Entry, this account number is the default value. If your organization uses the full account entry method, you must enter the account type (balance sheet (B), revenue (R), or expense (E).) and full general ledger account number; if your organization uses the org/object account entry method, enter the org code, object code, and project code (if applicable). If a default account exists in Inventory Item File Maintenance or Department Code FM, that account number replaces the default in Vendor Maintenance. Default Allocation This box contains a default allocation code to be associated with a Code vendor. When a vendor is selected in Invoice Entry/Proof, PO Entry/Proof, or Requisition Entry, this allocation code is the default allocation code value. Class This box stores the vendor class code. Vendors can be selected by class code for inclusion in the Vendor Invoice List and Vendor Fiscal Year Summary Report. Vendor class codes are created in AP Miscellaneous Codes. Performance This list indicates the vendor performance rating code to rate the vendor's performance. Vendor performance codes are created in AP Miscellaneous Codes. Geographic This list identifies a geographic code classifying the vendor's geographic location or service area. Vendor geographic codes are created in AP Miscellaneous Codes. County Code Entered Last Change Changed by This box identifies the county where the vendor is able to operate. These boxes display the date the record was first entered, the date it was last updated, and the user who entered the changes. Page 10 of 11

11 Vendor Inquiry/Reports User Defined Tab 10. Enter information into the individual fields in the General Tab to achieve the desired result. You may enter information in any field to search by the information in that field, if desired. Name This is the screen label for the user-defined field. REQ This check box indicates that users must complete this field. Value This box contains the value for user-defined data. User-defined fields are specific fields defined by your organization in the User- Defined Maintenance program. Code Description This box displays the description for the value entered. Results The user can run queries into the MUNIS system for specific vendors and/or create and run reports on vendor data. GL Impact The General Ledger is not affected by this action. Other MUNIS Modules Impact No other MUNIS modules will be impacted as this program only displays data. What s Next? There is no further action to be taken. Page 11 of 11

Vendor Inquiry and Reports Munis Version 11.2

Vendor Inquiry and Reports Munis Version 11.2 Objective This document gives you step by step instructions for using the Vendor Inquiry/Reports program to query the vendor master table for information regarding a specific vendor(s) and how to produce