PO Set Up Recurring Purchase Orders window: Vendor Information

PurchaseOrderCS > Purchase Order > Options menu > PO Set Up Recurring Purchase Orders window > PO Set Up Recurring Purchase Orders window: Vendor Information

If the Purchase Order module is integrated to Accounts Payable, you have access to your vendors and any information in the system related to them. There are many options available, and what you see depends on the settings selected in the PO Module Preferences and PO Set Up Purchasing/Receiving Layout windows. Use the SHIFT+F4 key combination to quickly move to this section of the window without using the mouse.

Vendor

This field requires you to enter information before you can save the purchase order. Type the vendor or use the Lookup to select the vendor for which you are entering this order. You can also add a vendor on the fly when needed. If you select the Paid Out check box, this field is disabled and reads PAID OUT.

Vendor Name

This is a label that displays the vendor’s name once you make a selection in the Vendor field. This field auto-fills based on the information entered in Accounts Payable.

Phone

This field is for informational purposes only and shows the selected vendor’s telephone number as it is entered in the AP Vendors window.

History

This button is only available after you select a vendor for this purchase order. Select this button to open the PO Purchase History window and view past purchasing information for the selected vendor.

Financial

This button is only available after you choose a vendor for this purchase order. Select this button to view the financial history of the chosen vendor. After you click this button, the information appears in the upper portion of the window. The information contains the same information as shown on the Statistics tab of the AP Vendors window.

Contact, Address 1, Address 2, City, State/Prov., Zip/Postal, Country

These fields populate with the address information entered in the AP Vendors window for the selected vendor. If you do not have Accounts Payable installed and integrated, you can manually type the address information in these fields. If Purchase Order is integrated to Accounts Payable and you want to change this information, uncheck the Use AP Vendor Address check box.

Use AP Vendor Address

Leave this check box selected if you want to use the selected vendor’s address information from Accounts Payable. If this option is checked and you update the vendor’s address in Accounts Payable, the next time you open this purchase order, the updated address will appear.

Uncheck this check box if you want to enter a different vendor address for only this purchase order. If you enter an updated address in Accounts Payable, the next time you open this purchaser order, the new address will not appear.

1099 Applicable

This check box is only available if Purchase Order is integrated to Accounts Payable. This check box is unchecked and disabled until you select a vendor that you specified as a 1099 vendor in the AP Vendors window. When you select a 1099 vendor, this check box is automatically checked and enabled.

Paid Out

This check box is only available if Purchase Order is integrated to Accounts Payable. If you have the modules integrated and you select this check box, nothing will post to Accounts Payable. Select this check box to save the purchase order without selecting a vendor.

Your Customer #

This field autofills with your Customer # from the selected vendor as you entered it in the AP Vendors window. You can edit this information. If you did not enter a customer number in Accounts Payable for the selected vendor, you can enter it manually in this field, but it will not update the Accounts Payable vendor information.

Ship To

This button is only available after you select a vendor in the Drop Ship field. Select this button to open the PO Multiple Shipping Addresses window to search the existing shipping addresses for the selected customer. Once you find the address you want to use, select the Save/Select button to use it for the current transaction.

If you don’t find the shipping address you need, you can enter the new address in this window and then click the Save/Select button to keep the new address and choose it for the current transaction. Any changes, additions, or deletions made in the PO Multiple Shipping Addresses window is reflected in Accounts Payable.

Drop Ship

Select this check box if you want to drop ship this order to your customer.

Drop Ship Customer

This field is only available if you select the Drop Ship check box and appears next to the Financial button. Type the customer or use the Lookup (only available if Purchase Order is integrated with Accounts Receivable) to select the customer’s number for this purchase order.

Co/Org, Contact, Address 1, Address 2, City, State/Prov., Zip/Postal, Country

If you are not drop shipping this order to your customer, the address information autofills with your co/org information as it was entered in the CMS Organization Information window. These fields are read-only.

These fields are only available to edit if you select the Drop Ship check box. If you selected a customer in the Drop Ship Customer field, these address fields populate with the information entered in the AR Customers window. If you do not have Accounts Receivable installed and integrated, you can manually type the customer’s address information in these fields.

Vendor Financial History

These fields are read-only and only show when you select the Financial button in this window.

Credit Limit

This field displays the credit limit that you entered in the AP Vendors window for the selected vendor.

Payment Discount %

This field displays the payment discount percentage for early payment that you entered in the AP Vendors window for the selected vendor.

Payment Discount Date Calculation

This field displays the discount calculation method and days that you entered in the AP Vendors window for the selected vendor.

Due Date Calculation

This field displays the due date calculation method and days that you entered in the AP Vendors window for the selected vendor.

Last Check

This field displays the last check you wrote to the selected vendor.

Last

This row of figures shows last purchases from, returns to, and payments to the selected vendor.

YTD

This row of figures shows the year-to-date total of purchases from, returns to, and payments to the selected vendor.

Discounts Allowed

This field shows the total amount of discounts allowed from the selected vendor.

Discounts Taken

This field shows the total discounts already taken from the selected vendor.

Total Due

This field shows the total current amount owed to the selected vendor.

Continue

Select this button to close the vendor’s financial information.