A Vendor is a company or person that sells goods or services to your company. They are used in Purchasing and on Brokerage Sales Programs. The purpose of the is page is to show current balances for all Vendors. Users can view balances owed to or from Vendors, view transaction activity tied to a Vendor, view Payment and Invoice applications, apply Payable Documents, and process payments and payment batches.
Software Version: 2021.04.09 and newer
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| Toolbar Icons | Description |
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| Apply Payables Documents | Opens the Unapplied Payable Documents list view, which displays unapplied payments and Credit Memos that can be selected and applied to invoices. If one or more Vendor(s) are selected prior to clicking the Apply Payables Documents button, the results will be filtered on the selected Vendor(s). Else if no Vendors are selected, then all applicable transactions will be displayed. |
| Build Payment Batch | Opens Build Payment Batch Record View, where users can create new payment batches. |
| Excel | Export the contents of the list view to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. |
| Favorites |   Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline.
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| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| Inquiry Criteria | Opens Inquiry Criteria window where users can define the following criteria:
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| Process Payments | Opens Process Payments Record View, where users can modify, print and post Check and ACH payments that are included in an open Batch or manual payments that have been entered on this page. |
| Refresh | Re-queries the contents of the grid/page based on the Inquiry Criteria parameters or the default parameters for grids that do not support Inquiry Criteria. |
| View | Displays a drop down menu of related drill-through inquiries. The list of options includes:
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| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Default Accounts Payable Account | Identifies the accounts payable account for the associated Vendor, displayed as [Account Number] - [Description]. This is not required and is always editable from the 'Accounts Payable' field in the 'Accounts' tab of the Vendor Record View. The GL Account that is assigned for the "Accounts Payable" Account Type, on the Accounts tab of the Vendor Record View and Vendor Class Record View. This is the account where accounts payable amounts are posted for the selected Vendor. Database Fields: ERPx_GLAccount.AccountNumber - ERPx_GLAccount.Description, ERPx_APVendor.APGLAcctRef |
| Net Balance | Displays the total unapplied balance for the Vendor, including balances on open transactions, before any payments are processed. It is calculated as [Unpaid Invoices] - [Unapplied Payments] - [Unapplied Credits] + [Open Transactions]. Negative net balances will appear within parentheses. This is a calculated field that is not editable and is not stored in the database. |
| On Hold | Displays the total dollar amount of Invoices/Credit Memos that are on hold for a Vendor. This is not required. If "Yes" is selected for the 'Pmt./Apply Hold' field on the 'Properties' tab of the Invoice or Credit Memo Record View, then the 'Extended' amount of the transaction will be added to this column. Negative amounts will appear within parentheses. This is a calculated field that is not editable and not stored in the database. |
| Open Transactions | Displays the total balance amount from all transactions in a status of "New" or "Approved" for a Vendor. Once the Status is set to "Ready to Post" or "Posted", the transaction totals will move to the Posted Balance. Negative amounts will appear within parentheses. This is a calculated field that is not editable and is not stored in the database. |
| Payment Amount | Identifies the amount to be paid. This field can be manually edited to create a manual payment or it will display the amount of a payment included in an open Payment Batch. It defaults to '0.00'. Entering a value in this field and clicking the 'Process Payments' icon in the header toolbar will create a new Quick Payment batch. This field is always editable. Database Fields: ERPx_MFCheckbookTransaction.Amount, ERPx_MFTransactionBatch.TransactionBatchSK |
| Pending Payments | Identifies whether or not there is a pending payment for the Vendor. This field is not required and displays "Yes" if the Vendor has any checks on a check batch that has not been printed yet. This field auto-populates after a payment has been entered, processed, but not yet Posted or when a settlement batch has been built, but not yet Posted. This field is not editable and not stored in the database. |
| Posted Balance | Displays the total balance from all transactions in a status of "Ready to Post" or "Posted". Negative balances will appear within parentheses. This is a calculated field that is not editable and is not stored in the database. [Posted Balance] = [Unpaid Invoices] + [Unapplied Payments] + [Unapplied Credits]. |
| Unapplied Credits | Displays the total amount of available credits for a Vendor that have not been applied towards Invoices. This is not required. This is a calculated field that is not editable and is not stored in the database. [Unpaid Invoices] + [Unapplied Payments] + [Unapplied Credits] = [Posted Balance] |
| Unapplied Payments | Displays the total amount of payments for a Vendor that have not been applied towards Invoices. This is not required. This is a calculated field that is not editable and is not stored in the database. [Unpaid Invoices] + [Unapplied Payments] + [Unapplied Credits] = [Posted Balance] |
| Unpaid Invoices | Displays the total Invoice amount for a Vendor that have no credit or payment applications. This is not required. This is a calculated field that is not editable and is not stored in the database. [Unpaid Invoices] + [Unapplied Payments] + [Unapplied Credits] = [Posted Balance] |
| Vendor | Identifies the name and ID of the Vendor, displayed as 'Vendor Name' + '(Vendor ID)'. Clicking the link opens the Vendor Record View for the selected Vendor. This is required and is always editable from the 'Vendor Name' field on the 'Properties' tab of the Vendor Record View. Vendor Names are used as a long description for Vendors. Vendor IDs are used as a short description and unique identifier for Vendor records. They can be changed at any time to any alphanumeric value. If you do not have an existing strategy for Vendor IDs the 3-3-2 method would be recommended. Database Fields: ERPx_APVendor.VendorName, ERPx_APVendor.VendorID |
| Vendor Class | Identifies the class that is assigned to the Vendor. This is required and is always editable from the 'Vendor Class' field on the 'Properties' tab of the Vendor Record View. Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes. Database Fields: ERPx_APVendorClass.ClassDescription, ERPx_APVendor.VendorClassSK |
| Vendor ID | Identifies the unique ID of the Vendor. Clicking the link opens the Vendor Record View for the selected Vendor. This is required and is always editable from the 'Vendor ID' field on the 'Properties' tab of the Vendor Record View. Vendor IDs are used as a short description and unique identifier for Vendor records. They can be changed at any time to any alphanumeric value. If you do not have an existing strategy for Vendor IDs the 3-3-2 method would be recommended. Database Field: ERPx_APVendor.VendorID |
| Vendor Name | Identifies the name of the Vendor. Clicking the link opens the Vendor Record View for the selected Vendor. This is required and is always editable from the 'Vendor Name' field on the 'Properties' tab of the Vendor Record View. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName |
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