Before you load your vendor files onto your system, we strongly recommend you first review and update your files. 

You may find it helpful to duplicate the Vendor Master File input form in Appendix A or create a form that your vendors can fill out and return to you.  This not only expedites setting up vendor files, but it ensures that the information being entered is current and correct.

Vendor Numbering Scheme

One of the first things that you need to do is to decide on a vendor numbering scheme.  The vendor numbering scheme allows you to identify and keep track of your vendors by assigning each vendor a number.

The vendor number must be 6-digits, can be any combination of alpha/numeric characters, and should be simple enough for the operator to be able to quickly identify a vendor and quickly be able to access the vendor's information using the system look-up capability.

When you enter alpha/numeric vendor numbers, they are automatically alphabetized for you, if using the alpha/numeric combination.

Example: You could set up Quikey Computer Systems, located in Akron, Ohio, with a vendor number of QUI100, or OHQU25. Either way, the system lookups as described in Customer File Maintenance would allow you to search for this vendor by entering Q to look up all vendors with a vendor number starting with the letter Q, or QU to look up all vendors with the vendor number starting with QU.  The same lookup procedure may be used for the OHQU25 vendor number.

Suggestion:  Customer and Vendor numbering schemes should differ so that vendors and customers can be identified as such simply by displaying the vendor/customer number.

Check to A/P Payee Address

In the VFM menu, under Vendor Master File Maintenance, vendor names and addresses are entered into two side-by-side boxes.  One side is the Mailing Address and the other is the A/P Payee Address.  If the Mailing Address and the A/P Payee Address is the same, enter <spacebar> for same in field 10 of the A/P Payee Address.  If different, enter the different address.  This is important as the address you send the order purchase orders to are sometime different from where the A/P check is sent.

On the More screen for the vendor, field 5 is CHECK TO A/P ADDRESS.  If you answer Y to this field, the address printed on the check will be the A/P Payee Address.  If you answer N, the address printed on the check will be the address entered in the Mailing Address box.

Parent Company Number and Check to Parent Company

In the VFM menu, under Vendor Master File Maintenance, on the More screen, fields 11 and 12 are PARENT COMPANY NUMBER and CHECK TO PARENT COMPANY, respectively.  As with customers, vendors may also have corporate locations that are separate from the actual vendor you are dealing with.  If the check is to be printed with a corporate address and not the vendor's Mailing or A/P Payee Address, the following two entries must be made.  First, a vendor number for the corporate address must be created and entered into field 11.  If the check is to be printed with the Parent Company address, then answer Y to the prompt for field 12.  If not, then answer N.  There are times when the check goes to the vendor on some occasions and the corporate address on others.  The entry to field 12 may be changed but must be done before selecting the invoice(s) for payment.