Use Vendor Management to add, change, or delete vendors and view vendor balances, POs, and vendor invoices for the selected year.
You'll use vendors in the Payroll, Purchasing, Accounts Payable, and Receiving modules.
Once a vendor is active in the system, it cannot be deleted, but it can be disabled and will become inactive once there are no longer any purchase requisitions, purchase orders, order Receipts, or invoices that reference it.
You can create a filter to view only enabled vendors.
One-time vendors must be added in Vendor Management to retain information for historical and reporting purposes. You can't delete the vendor, but you can disable it after using it to prevent it from being included in lists in the Purchasing, Receiving, Accounts Payable, and Payroll modules.
AptaFund tracks payments made to 1099 vendors and provides electronic filing and the ability to adjust 1099 amounts as required. You can change a vendor’s 1099 status at any time, however AptaFund will only track purchases made from the time you specify them as 1099. The system does not retroactively calculate 1099 amounts.
You can view vendor balances in the Vendor Management window. The column headers for all but the Open column are dynamically generated to show the appropriate years.
Open: This field displays the total amount of issued purchase orders, less any amounts paid toward those orders. This information is generated from the Vendor Invoice window. This total does not include purchase requisitions.
Year to Date (Current Fiscal Year): This field displays the sum of all the invoices for the vendor for this cycle.
Year to Date (Current Year): This field displays the sum of all the invoices for the vendor for this calendar year. Note: This column is hidden by default and may be displayed using the Table Display Settings dialog.
Year to Date (Previous Year): This field displays the sum of all the invoices for the vendor for the previous calendar year. Note: This column is hidden by default and may be displayed using the Table Display Settings dialog.
Balance 1099 (Current Year): This field displays the total amount for the current calendar year of paid line items that were marked 1099 in the Vendor Invoice window plus adjustments created in the Vendor 1099 Adjustment window.
Balance 1099 (Previous Year): This field displays the total amount for the previous calendar year of paid line items that were marked 1099 in the Vendor Invoice window plus adjustments created in the Vendor 1099 Adjustment window.
Add, edit, and delete vendor addresses — The Payment address type is required for accounts payable, and you can run the Vendor Contact Information report to verify vendor contact & address information.
Add, edit, and delete vendor contact information
Setting up parent-child vendor relationships
Attach files to a vendor record
Return to Vendor Overview
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