Edit View on Vendors Form

This Help File Page was last Modified on 06/07/2019

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Edit View on Vendors Form

This Help File Page was last Modified on 06/07/2019

The Edit View on the Vendors Form is used to enter the actual Vendor information.

Press F4 to open a Vendors Form

Use the Vendor Search option to Locate the appropriate Vendor (only required if you are making changes)

 

HelpFilesVendorsFormEditViewIcon

Edit View Icon on the Vendor Form

 

Select the Edit View Icon (see illustration above).

When the Edit View is displayed, that Icon changes to a Browse View Icon (see below) which will be selected when the User wants to the Vendors Form's Browse View format.

 

 

HelpFilesVendorFormEditViewAddIcon

 

 

Entering a new Vendor record:

Click the HelpFilesNavigatorMenu-StandardInsertIcon to start a new Vender record (or simply modify the Selected Vendor record if you are making changes).

 

HelpFilesVendorsFormEditViewEntry

Vendors Form - Edit View

 

Vendor ID - This is the internal Record Number assigned by MKMS when a Vendor record entry is initially saved.

Name - Enter the name of the Company or Person as it would appear in a Telephone Book.

The first letter will be capitalized automatically,

A total of 30 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

Entering a Business's Name

Enter the Company's Name as it would be listed in the Telephone Directory

If a prefix is part of the name but that name is not normally alphabetized by that prefix (such as the word "the"), enter the name followed by a tilde ("~") and the prefix.

Example: "ABC Company~The"

Entering an individual Person's Name

Last Name is entered first

Type a tilde ("~")

(The tilde tells the system that everything after it is the Person's first name and middle initial.)

Enter the First Name and Middle Initial

For Prefixes (Mr., Mrs., Ms., etc.), enter them after the Tilde and before the first name

For Suffixes (MD., Jr., III, etc.), enter them after the last name and before the tilde.

Example: "Smith, MD~Dr. James T."

Account # - This is the Account Number assigned by this Vendor that represents your Company in their accounting system.

Up to 20 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

If the Account # assigned by the Vendor is greater than 20 characters in length, enter the last 20 characters.

This Account #  will be printed on Check Payments printed for this Vendor.

Attention - For additional addressing information, if needed.

If the first character is a letter, it will be capitalized automatically,

A total of 30 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

Care Of - Secondary address line.

If the first character is a letter, it will be capitalized automatically,

A total of 30 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

Street - Enter the property's address number and full street name.

If the first character is a letter, it will be capitalized automatically,

A total of 30 characters are allowed including upper & lower case letters, spaces, numbers and normal punctuation.

City - Enter the name of the City.

If the first character is a letter, it will be capitalized automatically,

A total of 25 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

State - This field will accept up to 20 characters.

Characters that are letters are NOT capitalized unless you type them that way.

A total of 20 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

Zip - Enter a Zip Code, or Postal Code for this Vendor.

If any character is a letter, it is NOT capitalized unless it is typed that way.

A total of 10 characters are allowed including upper & lower case letters, numbers, spaces and normal punctuation.

Toll Free - Enter their Toll-Free telephone number as follows:

<Space> or '1', left parenthesis, the three digit area code, a right parenthesis, the first three digits of the phone number, a dash, and the last four digits of the phone number

Primary Tel - Enter the Primary telephone number which is not Toll-Free.

a)If an area code is needed (for 10 digit dialing) enter a <Space> if the one is not needed (or '1' if it is), left parenthesis, the three digit area code, a right parenthesis, the first three digits of the phone number, a dash, and the last four digits of the phone number

b)If no area code is needed, enter the first three digits of the phone number, a dash, and the last four digits of the phone number

Ext - Enter any Extension, if required.

Alt. Phone - Enter their first alternate telephone number following the Primary Tel directions above.

Ext - Enter its Extension, if required.

Fax - Enter a Fax number telephone number following the Primary Tel directions above.

Email - Enter the appropriate contact's Email address.

Division - A Vendor may be assigned to (only used by) a specific Division within your Company.

Use the Drop-Down Selection List to Choose that Division, if appropriate.

If a Division code is assigned in error (or no longer needed), open the Drop-Down Selection List and Press the Delete key.

Vendor Type - This one character field may be used to help you classify this Vendor.  

e.g., "C" for Corporation, "P" for Partnership, or "S" for Sole Proprietor, "D" for Distributor, "G" for Government

Vendor Types are not predefined in a Maintenance Form, nor validated upon entry.

1099 Required? - Check this box if any IRS rule require that you to send this Vendor a 1099 Form at the end of the calendar year.

Classification - Use the Drop-Down Selection List to Choose the appropriate Vendor Classification code.

EIN - Enter the Employers Identification Number (or Social Security Number if a Sole Proprietor).

Notes - Enter a brief note (up to 50 characters) about this Vendor, if appropriate.

This Note entry will be printed on the bottom stub of the Check (as illustrated below) to that Vendor.

 

HelpFilesVendorsFormEditViewEntry-NotesLineOnCheck

 

Credit Limit - If appropriate, enter your Company's Credit Limit with this Vendor.

Terms - Enter the number of Days after the Purchase Date on a Vendor's Bill when Payment is Due (i.e., the Due Date).

Charge Tax? - Check this box if the items purchased from this Vendor are ever Taxable.

See the Vendor Tax Information chapter for detailed Taxing information.

Ship To Company - If the items ordered on a Purchase Order issued to this Vendor should be shipped to your Company's address as entered in the Company Tab of the User Options Form, Check this box.

 

HelpFilesVendorsFormEditViewEntry-2

 

But, to establish a specific, separate Shipping Address for Purchase Orders issued to this Vendor, do not Check this Ship To Company box.

When the Ship To Company box is not Checked, a Ship To field will be available.

See the Vendor Ship To chapter for detailed information on how to create a special Shipping Address for Purchase Orders

 

Alert - Check this box to have an Alert Notice displayed in the Information Box to alert the User that there was an Alert placed on this Vendor's Account.

Comments - Enter any appropriate Comment.

You may simply type in your comments as needed.

However, there is a built in Rich Text Editor available - accessed by Double-Clicking within the Comments field

This Editor Options box provides word processing level features - most of which - you will find familiar.

These include bold, underline, italics, highlighting and font and font color selections.

If you have opened the Rich Text Editor dialog to make your entry by Double-Clicking within the field, you must save your entry separately.

 

HelpFilesVendorEditView-RichTextEditor

 

Click the Save Icon on the Rich Text Editor when that was used to make a Comment entry

 

Save - Click the HelpFilesNavigationMenuSaveIcon to record the Vendor entry.

 

Note: If the User attempts to Close this Form by Clicking the Browse View Icon or the Close button (  X  ) before saving the current entry (or modification), a Save Vendor Information? message will be displayed.

 

HelpFilesSaveOrCancelChanges

Save or Cancel Changes?

 

Select Yes to Save the information, No to abandon the changes and exit, or the Cancel button to abort the exit, as appropriate.

 

See the Vendor Tax Information chapter for a detailed explanation of how to set the Sales Tax Rate(s) and Rule(s) charged by the Vendor, if required

See the Vendor Ship To chapter for information on how to identify a specific Shipping Address for Purchase Orders issued to this Vendor.

 

Account Status - These items are maintained by the system:

 

HelpFilesVendorsFormEditViewAccountStatus

 

Balance - The amount currently owed to this Vendor.

Last Buy - The amount of the last purchase from this Vendor.

Last Buy On - The date of the last purchase from this Vendor.

Last Pay - The amount of the last payment made to this Vendor.

Last Pay On - The date of the last payment made to this Vendor.

Bank Account # - Information only required when implementing the the Beanstream  ACH FTP Upload process.

Bank Route # - Information only required when implementing the the Beanstream  ACH FTP Upload process.