Go To Full Order Entry Utilities User Guide
Go To User Guide - Accounts Payable
The Browse Suppliers Dialog is available through multiple screens. Their paths are listed below:
Inventory>File>Suppliers
Order Entry>Utilities>Set Up>Suppliers
Accounting>File>Accounts Payables> Suppliers (this screen is slightly different.)
This screen displays the master Supplier list. It is crucial to always pull the supplier name from the supplier file for consistency. The system considers the same product with a different supplier to be a different product. Add, edit, or delete supplier records from here as well as add notes or ship-to addresses. Ship To information can be attached to a customer order line.
See Auto-Populate Ship-To Lines
Searching for a Supplier
Click inside the Search Supplier field and type in the first few characters of the supplier name. Press Tab to search. Click the Payee tab and type in a few characters of the payee name. Press Tab to search. The Payee name is entered on the supplier record.
| Toolbar Options | |
|---|---|
| Click the Add button to add a new supplier. | |
| Click the Edit button to change the existing information. | |
| Click the Delete button to delete the supplier record. | |
| Add a note to the supplier record. | |
| To add multiple ship-to addresses for the highlighted supplier, click the Ship-To button. | |
| Attach a file. | |
|
Send RFMS Internal Mail or email to the highlighted supplier, uses the email address from the record. Note: Not available from Accounting module suppliers list |
|
| Add a CPM Record for the highlighted record. | |
| Toolbar Options Only Available from the Accounting Module Suppliers List | |
| Tagging for Printing Supplier Reports | |
| Print Supplier Reports | |
Tip: Always enter supplier information into the Supplier file to ensure consistency and tracking ability. Doing so allows taking advantage of the F8 import capability in RFMS. Reports will be consistent and correct because the spelling of supplier names will always be the same.
The supplier list is displayed. From this screen, add, change or delete supplier records. Search for supplier records by either the supplier name or the payee name. Click inside the Search box and type in a few characters of the supplier or payee name. Press the TAB key to initiate the search.
- Select the insert,
, button from the Suppliers Browse toolbar.
- Fill out all of the information fields
- Click OK to save the record.
Note: If adding a supplier record from within the accounting module there will be some extra fields. See the section Accounting Specific Fields below to learn more.
Accounts Payable Supplier Field Explanations
|
Order Entry/Inventory Add Supplier Dialog |
Accounting Add Supplier Dialog |
|---|---|
|
Shared Fields |
|
|---|---|
| Supplier Name |
Enter the name of the supplier, 80 character limit. Note: If Supplier 1099 forms will be issued, the amounts are totaled by supplier name, not Tax ID number. Therefore if a supplier name is changed, the totals sent human resources for AP 1099 form printing could be incomplete. Create a second supplier record with the new name and either print two sets of 1099 forms or edit the total onto one form and delete the second set of forms. |
| Address | Only thirty characters are allowed. Enter the street address or PO Box for this supplier. |
| City/State/Zip | Only thirty characters are allowed. Enter the city, state, and zip code for this supplier. Be sure to be consistent in data entry, adding commas and spaces between the fields. |
| Contact Name | Only thirty characters are allowed. This is optional. Enter a specific contact. |
| Contact Phone | Only twelve characters are allowed. Enter the supplier's phone number. The dashes between the area code and exchange should be entered. |
| Fax Number | Enter the Fax Number to be used for the Supplier |
| Pay To | Enter the name of the person or company to make payment for invoices, or press F8 to copy the supplier information. The payee could be a bank, factor, etc. When checks are printed, the payee's name will print on the check, not the supplier. |
| Act# | Only twenty characters are allowed. Enter account number with this supplier. |
| Tax ID Number (SS Number) | Only eleven characters are allowed. If using this for social security numbers for sub-contractors, be sure to enter the dashes. This field will allow 1099's to be printed only for those suppliers with a tax ID number entered. During the end of year processing for A/P 1099's, there is an option to print only those suppliers that have an entry in the Tax ID field. This is very useful when 1099 is needed for a small group of suppliers. |
| Term Days | Enter the usual number of days the supplier allows for the taking of discounts. If a supplier gives multiple terms, enter the terms that most often apply. The Typical Term Days may be overridden when entering the actual invoice. |
| Discount % | Enter the usual discount percentage the supplier allows. A supplier may offer more than one discount. Enter the discount rate most often taken when paying invoices. The discount may be overridden when entering or paying the invoice. |
| Purchased (Gross Past Year) |
Year-to-Date gross (before any discounts) dollar amount entered into the system. This figure is accumulated by the system, based on invoices entered and paid. This figure cannot be manually altered. It is for the past 365 days. They do not run from one calendar year to the next. This number IS NOT the figure that is posted on the 1099. |
| Purchased (Net Past Year) |
Year-to-Date net (after any discounts) dollar amount entered into the system. This figure is accumulated by the system, based on invoices entered and paid. This figure cannot be manually altered. It is for the past 365 days. They do not run from one calendar year to the next. This number IS NOT the figure that is posted on the 1099. Note: The Gross Purchased and Net Purchased can be manually changed. This is not a Year To Date total but a total of the past 365 days. |
| Other Phone Numbers | Additional numbers and an email address can be entered here. |
| Accounting Only Fields | |
| Load | Enter a load amount as a dollar amount in the field provided. This load amount will be applied to orders using this particular supplier, once per supplier, not per line. Once the material is received, and inventory is assigned on an order line, this load amount will display on the Job Cost sheet in Order Entry. It is by default a part of the Overhead %. |
| Pay Status | Choose either OK to pay or Do Not pay. Select OK to pay if payment to this supplier will be processed through the human resources module. Select Do Not pay if payment to this supplier will be processed through the accounting module. |
| Do Not Accrue | If this option is selected when entering a provider record, the transaction will not be recorded in the journal. In addition, set up the Pay Status on a particular Supplier record (in Accounting) or the Worker record (in Human Resources). The provider record will inherit that setting when entering a provider record. |
| Inactive | Check this box to make the record inactive. When choosing a supplier for a payable, showing Inactive suppliers is optional. |
| Do Not Print Tax Document | If this box is checked, the subcontractor’s tax document will not be printed, even if the Supplier has a Tax ID. |
| EFT Info (Accounting Only) | See Direct Deposit documentation for details. |
Supplier Ship-To Records
This dialog allows the entry of multiple ship-to addresses for an individual supplier account. Ship-To addresses can be attached to customer order lines for reference purposes. See Utilities>System Options>Order Entry>Invoices>Auto-Populate Ship to Lines.
- Select the Ship-To
, button located on the toolbar.
- This screen displays any ship-to records that have been entered for the highlighted supplier record. One supplier can have multiple ship-to records and is used on the purchase order.
- Click the Insert button to add a new record.
Multiple ship-to addresses may be added for individual suppliers
| Field | Explanation |
|---|---|
| Sequence Number | The sequence number is a sequential number assigned by the program and may not be changed. |
| Copy Button | The copy button will import the supplier name and address from the original supplier record. This is useful if only changing one or two data fields. For example, if the supplier name is the same, click copy only the address changes. Then, edit the address info, not the supplier name. |
| Ship to Name | Name of the supplier for this ship-to address. |
| Address 1 & 2 | Shipping address. |
| City, State, Zip | Shipping city, state, and zip code information. |
| Ship Via | The method normally used for shipping products from this location. |
This screen allows the entry of informational notes. Notes are printed on various documents throughout the system.
The note entry area works just like a word processor. The characters will automatically wrap to the next line while typing. Also, the copy (Ctrl-C) and paste (Ctrl-V) features may save the repetitious entry.
After typing in the note, click OK to save the note. It will remain attached until either the note is changed or Click the Clear button.
Click the History button to view when the note was created and when the note was last changed.
Accounting>File>Accounts Payable>Suppliers>Printer Button
This selection allows printing either a supplier listing report or file folder labels. Both can be previewed before printing.
Suppliers' records must be tagged before printing; otherwise nothing will print—either tag individual suppliers or tag all of the records.
File Folder
The compatible labels are Avery 5366, 2/3" x 3 7/16".
The Accounts Payable screen has a License Information area. The licenses that can be included are Contractor, Specialty, Self Ins. Cert., and Workman’s Comp. There is a begin and ending date field for each license.
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