Chapter 2e: Master Files
Vendor Maintenance
Add, Change, or Delete Vendors
The Vendor master file will contain records regarding your suppliers, for both purchasing and accounts payable functions. Mainly, the vendors name and address, contact, and terms are needed when placing purchase orders, and the terms, remittance address, and general ledger account number are needed for tracking accounts payable invoices.
The vendor data is entered using the Vendor Maintenance program. Each vendor record requires a unique identifying code called the vendor number. It may be as many as six characters in length. We recommend using the same numbering technique as the customer master file.
For example:
ALPHA MACHINISTS ALP30 0
ALPHA STATIONERS ALP50 0
ALTERNATORS, INC. ALT500
You should consider creating miscellaneous vendor; master record(s). When you receive an invoice from or have to prepare a check for a one-time-only supplier, do not create a new vendor record for the supplier. Instead, post the vendor's invoice to the miscellaneous vendor ledger. At that time you can enter the vendor's name and address and it will print on the check and the appropriate journals.
Enter at least one such vendor. The first four characters of the vendor number must be "MISC". This is how the system knows that a miscellaneous vendor is in use, and it will ask for and retain the vendor's name and address as you enter the vendor's invoice.
Vendor File Field Definitions
1. NAME 25 characters
The vendor name appears on reports that print vendor transactions or vendor purchase history, and on purchase orders and accounts payable checks.
2. ADDRESS 1 25 characters
This, and other address fields, print on the purchase order and accounts payable check.
3. ADDRESS 2 25 characters
4. CITY 15 characters
5. STATE 2 characters
6. ZIP CODE 10 characters
7. CONTACT 20 characters
The contact name refers to the agent to whose attention purchase orders are mailed. The name prints on the purchase order form.
8. TELEPHONE 12 characters
The phone number is one method of accessing vendors when you use the Vendor Insight program to retrieve vendor information to the video screen.
9. TERMS CODE 2 characters
Select one of the billing terms codes from the Codes file which defines your agreement with the vendor regarding expected payment of invoices. When you enter vendor invoices using the Vendor Invoice Entry program, the available discount amount, discount due date, and net due date can be automatically computed based on the terms code.
10. SHIP VIA CODE 2 characters
Select one of the ship via codes from the Codes file which describes the most commonly used method of shipping from this vendor. The field is used in purchasing to print the ship via description on the purchase order form. The ship via code may be overridden for any individual purchase order.
11. FREIGHT TERMS CODE 2 characters
Indicate the terms of delivery charges, if any, from this vendor, using one of the freight term codes available from the Codes file.
12. F.O.B. CODE 1 character code
Indicate the point at which title of the merchandise passes to you, the purchaser, when you buy from this vendor. Select a code from the Codes file.
13. 1099 REQUIRED (Y) or (N)
Indicate whether a form 1099 is to be prepared for this vendor at the close of the calendar year. The system does not prepare the form, but will accumulate the total of payments to this vendor for the calendar year.
14. FEDERAL I.D. NO 12 characters
This number must appear on the form 1099 discussed above.
15. FAX PHONE NUMBER 12 characters
The facsimile phone number displays on the Vendor Insight screen and is used by the Genesys Fax-Answer.
16. THIS FIELD IS NOT USED.
17. THEIR CUSTOMER NUMBER 19 characters
If you are purchasing goods or services from a company, most likely they will assign you a customer, or account number. You may need this number when contacting the vendor. The number is printed on your accounts payable checks to the vendor.
18. DEBIT ACCOUNT NUMBER 10 characters
A general ledger account number may be stored here to be used whenever an accounts payable invoice is entered for this vendor. At that time, this account will appear to be debited, but may be overridden. It simply speeds up the data entry at that point.
19. THIS FIELD IS NOT USED
20. T/S VENDOR NUMBER
21. CREDIT LIMIT 7.2 digits (9999999.99)
If the vendor has established a credit limit for your account, you may store that amount here, for your information only.
22. LAST YEAR 1099 -7.2 digits (+-9999999.99)
After the Month End Update for December (close of the calendar year), the total payments for the calendar year just concluded are stored in this field. If you choose to print 1099 forms, this is the figure that will be printed. Even though the system has accurately compiled the figure, you are permitted to change it. Users whose firm are on a fiscal year need to remember that this amount reflects the amount you paid this vendor in the calendar year!
23.THIS FIELD IS NOT USED.
24.THIS FIELD IS NOT USED.
25.A/P BALANCE
This represents the amount your firm owes this vendor. It is updated by the Purchase Journal Update and Cash Disbursements Journal Update. You are not permitted access to this field.
26. OPEN P.O. BALANCE
This represents the dollar amount your firm currently has on open purchase orders with this vendor. It is updated each time you add, change, or delete purchase order lines using Purchase Order Entry. You are not permitted access to this field.
27. CURRENT YEAR 1099
This represents calendar year payments to this vendor. It is updated by the Cash Disbursements Journal. You are not permitted access to this field.
At calendar year end, this field is zeroed. The prior year total, however, is saved so that you can prepare Vendor 1099's. Print 1099's after the Year End Update.
28. MTD PAYMENTS
This field represents total payments made to this vendor for the current month. You are not permitted access to this field.
29. MTD DISCOUNTS TAKEN
Total cash discounts taken on payments to this vendor this month. You are not permitted access to this field.
30. MTD DISCOUNTS LOST
Total cash discounts lost on payments to this vendor this month. You are not permitted access to this field.
31. YTD PAYMENTS
Total payments to this vendor this fiscal year-to-date. You are not permitted access to this field.
32. YTD DISCOUNTS TAKEN
Total cash discounts taken this fiscal year-to-date. You are not permitted access to this field.
33.YTD DISCOUNTS LOST
Total cash discounts lost this fiscal year-to-date. You are not permitted access to this field.
34. LAST YEAR PAYMENTS
Total payments to this vendor for all of last fiscal year. You are not permitted access to this field.
35. LAST YEAR DISCOUNTS TAKEN
Total cash discounts taken for all of last fiscal year. You are not permitted access to this field.
36. LAST YEAR DISCOUNTS LOST
Total cash discounts lost for all of last fiscal year. You are not permitted access to this field.
37.
This field is unused.
38.
This field is unused.
39. HISTORY
40. REMITTANCE ADDRESS
You may enter a name and address if the accounts payable checks are to be sent to an address different than the purchase order address.
41. PROFILE / NOTES Unlimited lines of 50 characters
You may wish to store notes regarding any vendor in the "profile/notes" section of the vendor file. Vendor notes are categorized according to the codes entered in code “H” (Notes code) of the codes maintenance program. Therefore, you may wish to have a code for names and telephone numbers, another for directions, another for payment information, etc. When the prompt asks you, (A)dd, (C)hange, (D)elete, (R)eview, (L)ast page or (N)ew Profile, enter (N) to change the code or category. If you are not sure of what your choices are, press F7, Codes Insight, “H”, to see the Notes codes displayed. The notes entered in Vendor Maintenance may then be viewed whenever the vendor is retrieved in the Vendor Insight program.
Salesman Maintenance
Add, Change, or Delete Salesmen
The Salesman master file contains historical sales information for each salesman, as well as the salesman's normal commission rate. You need to create salesman records before customer master file records may be entered.
The Salesman Maintenance program is used to add new salesmen records, or change or delete existing records. Each salesman requires a unique identifying code called the salesman code. It is a two character code. Remember to number the salesmen so that they will print in the sequence you desire when you print salesman sales analysis reports.
It is important to note, when a salesman leaves your employ, the new salesman should be given a new code, not the same one as the old salesman. Next, each customer record with the old salesman code should be changed to contain the new code. Hereafter, the performance of the new salesman can be properly evaluated.
Salesman File Field Definitions
1. LAST NAME 15 characters
This name will print on all salesman analysis reports.
2. FIRST NAME 15 characters
This, and remaining address fields, are for your information only, and only appear on the Salesman Master List.
3. ADDRESS LINE 1 25 characters
4. ADDRESS LINE 2 25 characters
5. CITY 15 characters
6. STATE 2 characters
7. ZIP CODE 10 characters
8. TELEPHONE 1 12 characters
9. TELEPHONE 2 12 characters
10. COMMISSION RATE 2.2 digits (99.99)
When an order or invoice is entered for a customer with this salesman code, the commission rate will be retrieved from the salesman record. See Customer Maintenance instructions under COMMISSION RATE.
11. DATE LAST SALE
This field shows the date of the last sale of the most recent updated Sales Journal.
12. ANNUAL QUOTA 8.2 digits (99999999.99)
This is for your information only.
13. YTD COMMISSION
Total commissions for this salesman for the current year.