How to Query a Vendor

Transcription

1 How to Query a Vendor Description: There are several forms that can be used to find a vendor. Each one displays different information. Form Name/Direct Access: 1. FTIIDEN 2. FOIVEND 3. FTMVEND General Note: The flashlight icon provides a list of valid entries for applicable fields and fields with blue text can be double-clicked to get a list of valid entries. FTIIDEN: This is the Entity Name/ID Search Form. 1. Ensure that Vendors is selected with a check mark in the checkbox. 2. Perform a Next Block. 1

2 3. Enter your search criteria and perform an Execute Query. Vendors meeting your criteria will be displayed. ID Number: Last Name: First Name: Mid: Code representing the vendor. If the vendor is a corporation, the corporation name will be displayed in this field. If the vendor is a person, last name will be displayed. If the vendor is not a corporation, the first name will display in this field. If the vendor is not a corporation, the middle name is applicable will display in this field. E: Indicator identifies the result of your search. P Indicates this vendor is a person. C Indicates this vendor is a Company. Ch: Indicates whether the vendor has had a change. N Indicates this vendor has had a change of name. I Indicates this vendor has had a change of ID number. V: Indicator identifies the result of your search as a Vendor search. Y - Yes this entity is a vendor. N - No this entity is not a vendor. All other indicators do not apply to vendor searches and will display N. 2

3 FOIVEND: This is the Vendor List Form. 1. Enter your search criteria and perform an Execute Query. Vendors meeting your criteria will be displayed. Vendor Number: Vendor Name: Effective Date: Termination Date: Contact Name: Code representing the vendor. Name of the vendor. Date the vendor is effective. Date the vendor was terminated and can no longer be used. Vendor contact name if established on the vendor record. 3

4 FTMVEND: This is the Vendor Maintenance Form, which is used to query a vendor in detail. You can view all vendor information including, but not limited, address. 1. To retrieve an established vendor, enter the number here or use the search icon (flashlight), F9 from the keyboard or List from the Help menu to initiate a query. Execute a query to see the possible Vendor codes (click the Execute Query button on the tool bar, F8 from the keyboard or select Execute from the Query menu). Double click to select the desired vendor. Vendor: Corporation: Last Name: First Name: Code representing the vendor. Corporation name of the vendor. Blank if the vendor is a person. If the vendor is a person, this is the Last Name of the vendor. If the vendor is a person, this is the First Name of the vendor. 4

5 Middle Name: If the vendor is a person, this is the Middle Name of the vendor. This is optional so it may not be present on the record. 2. Perform a Next Block (use ctrl page down, the toolbar button or on the main menu, select Block then Next). This populates the vendor information. Start: Term: Last Activity: (PO Default) Type Code: Start date represents the date this vendor record is effective. Termination date represents the date this vendor record is no longer available for use. This field is blank for indefinite use of this vendor. The date this record was created or last updated. This is the address type of the vendor address set up to default on purchase orders. 5

6 (PO Default) Sequence #: (A/P Default) Type Code: (A/P Default) Sequence #: Contact: Phone: Ext: Collects Taxes: Owner ID: Check Vendor: Discount Code: Text Exists: This is the address sequence number of the vendor address set up to default on purchase orders. This is the address type of the vendor address set up to default on accounts payable transactions. This is the address sequence number of the vendor address set up to default on accounts payable transactions. The name or title of the primary vendor contact (if applicable). The area code and phone number of the vendor Contact (if applicable). The phone extension (if applicable). Indicates the taxes collected by the vendor. Not used. Will be blank. Generally not used. Not used. Leave blank. Indicates whether document text exists for the vendor record. The field defaults to N if no text exists. Select Text from the Options menu to view document text. 3. Perform a Next Block to see the vendor type. An example is presented below. 6

7 Code: Description: Two-character code representing the type of vendor. Description of the vendor type. 4. Perform a Next Block to see the vendor address(es) set up in the system. If there is more than one address available, you will be able to use your down arrow key on the keyboard or the scroll bar on the right-hand side of the screen to view them. Type Code: Sequence Number: Address/City/ State/Prov/County/ Zip/PC/Nation: Two-character code representing the address type associated with the displayed address for this vendor. The sequence number of the address and type code displayed. Address information of the vendor for this particular address type/sequence number combination. 7

8 Inactive Status: User: Activity Date: Phone Type: Ext: Fax Number: Ext: Registration Num: Checkbox that identifies the status of the selected address. If checked, this address is inactive. If unchecked, this address is active. Identification number of the user who entered or last updated this vendor address record. Date this address record was created or last updated. Code representing the type of phone number associated with the address type/sequence number combination for this vendor. The area code and phone number follows this. Extension associated with the telephone number (if applicable). Always code FX. The area code and fax number follows this. Extension associated with the fax number (if applicable). The GST/HST registration number for this vendor. 5. Perform a Next Block. This takes you to the Taxes Collected window. This window is not used. Perform another Next Block. 6. Select Additional Information from the Options menu to view further classification data for the vendor (if applicable). This takes you to the Vendor Header Additional Information window. 8

9 Tax ID: The SIN if the vendor is a 1099 vendor. (Withholding Percent) Federal: Not used. Will be blank. (Withholding Percent) State: Not used. Will be blank. Income Type: Base Currency: Name Type: Domestic/ Foreign Carrier: In State/Out of State Vendor: Unlabeled Drop- Down Box: If there is a Tax ID, Income Type will be populated with NA. For United States vendors currency will show as USD. For Canadian and foreign vendors it will be blank. Not used. Leave blank. Will always be None. Will always be None. Will always show many invoices per check (multiple vendor invoices are grouped and paid on a single check). 7. Select Text from the Options menu and perform a Next Block if you wish to view text messages that may be present on the vendor record. 8. Exit when finished viewing the vendor record. 9