Vendor Listings

The Vendor Lists option on the Accounts Payable Report Menu is used to obtain any one of four vendor listings. The listing forms include alphabetical, numerical, address and detail listings. After selecting Vendor Lists, the following screen will come into view.

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Vendor Listing.

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted report will be deleted. If the No button is pressed, the program returns to the previous screen.

To print a report, press the Print button. For more information, see Printing Reports.

Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
1. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
2. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

1.	Report Description: Numeric Vendor List
	Report Sample: Numeric Vendor List
2.	Report Description: Alphabetic Vendor List
	Report Sample: Alphabetic Vendor List
3.	Report Description: Vendor Address Listing
	Report Sample: Vendor Address Listing
4.	Report Description: Detailed Vendor List
	Report Sample: Detailed Vendor List
5.	Report Description: Vendor Labels
	Report Sample: Vendor Labels

To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every Vendor is desired. Several limits may be set to narrow the list down to a very small range of vendors.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button to save the settings. Press the Cancel button to return to the browse screen without saving the settings.

The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.

If this option is selected, only the User listed in the User field can change or delete this report.

Use this section to limit the report by vendor. Use the Range setting to set a range of vendor numbers. Use the List setting to specify a list of vendors to be included.

Select the All radio button to ignore Vendor reporting limits. Select Range to enter a range of Vendors in the From and To fields. Select List to report on a list of selected Vendors.

Enter the vendor number (name) or press the lookup button and the Vendors screen comes into view.

Click the Edit Vendor List button to add or remove Vendors from the list of Vendors to be included in the report. The following screen will come into view.

Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.

All Available Vendors that are not included in the list are displayed in these columns.

All Included Vendors are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas

Indicate whether inactive vendors should be included or excluded from the listing.

To select Both Subcontractors and Vendors, check this button. This radio button is chosen as the default.

The Vendor Name List shows all vendors, listed in alphabetical order. On this list, there are two columns of information for each vendor. The list is printed with four vendors across the page.

The Numeric Vendor List shows all vendors, listed in numerical order. The number assigned to the vendor is called the vendor number. It is used when entering information concerning a specific vendor into the system. On this list, there are two columns of information for each vendor. The list is printed with four vendors across the page.

The date entered in this field will pull up all vendors and subcontractors whose expiration date falls within this limit. This is important because after the certificate expires, the general contractor will be required to provide the Worker's Compensation insurance coverage.

This limit can be used to pull up vendors whose Worker's Compensation is expired or about to expire. If this limit is used when the report is run, only vendors who fit this limit will appear on the report. For example: To run a listing of all vendors whose worker's compensation insurance expires in 10 days, 10 would be put in this field. To pull up a listing of all vendors whose worker's compensation is more than 10 days expired , a -10 would be placed in this field.

The date entered in this field will pull up all vendors and subcontractors whose expiration date falls within this limit.

This limit can be used to pull up vendors whose liability insurance is expired or about to expire. If this limit is used when the report is run, only vendors who fit this limit will appear on the report.

The date entered in this field will pull up all vendors and subcontractors whose expiration date falls within this limit.

This limit can be used to pull up vendors whose excess liability insurance is expired or about to expire. If this limit is used when the report is run, only vendors who fit this limit will appear on the report.

The date entered in this field will pull up all vendors and subcontractors whose expiration date falls within this limit.

This limit can be used to pull up vendors whose auto insurance is expired or about to expire. If this limit is used when the report is run, only vendors who fit this limit will appear on the report.

This report contains the name, address, zip code, and telephone number of each vendor or subcontractor, shown in alphabetic order. The vendor number is listed next to the vendor name.

This report is a listing of each vendor and information found in the Vendor File. The listing is printed in alphabetical order. All items pertaining to this vendor are included on the listing, including Vendor Number, Name and Address, Due and Discount Terms and Rates, Vendor Type, Federal ID #, Float Code, Amount Paid Last Year, Amount Paid This Year, and Comment lines. See Vendors for more information. Check the Include User-Defined Fields check box to include this information on the Detail report.

This option prints mailing labels with company name and address information on paper or label stock. If this option is chosen, the next field will be activated.

Click this button to select which label format will be used for printing the vendor labels. The following window will appear:

Highlight any label format to see a representive sample of the labels in the pane on the right. Once the desired label format is highlighted, click the Select button.

This report can be limited to only vendors associated with a selected Job. This includes any vendors or subcontractors who are attached to the selected Job's Cost Code Budgets, and any other vendor from whom an invoice or billing has been received and applied to the selected job.

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

Press the Load Defaults button to reset the parameters for the selected Report. The original parameter selections will be loaded. Parameters that can be limited by list or range will be reset to allow All items. Other Parameters will reset to their default values.

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

As described above, the number shown to the left of the vendor name is that vendor’s number.

This list is identical to the Numeric Vendor List except that the listing is in alphabetical order.

This report contains the name, address, zip code, and telephone number of each vendor or subcontractor, shown in alphabetical order. The vendor number is listed next to the vendor name.

This report is a listing of each vendor and information found in the ‘Vendor File’. The listing is printed in alphabetical order.

All items pertaining to this vendor are included on the listing, including Vendor Number, Name and Address, Due and Discount Terms and Rates, Vendor Type, Federal ID #, Float Code, Amount Paid Last Year, Amount Paid This Year and Comment lines.

This is the description of the vendor’s due terms. It may be up to 12 characters long. For example: net 30 days.

In this field there will be either a "N" (number of days from the invoice date) or a "D" (a specified day of the month) .

This field is dependent on the type specified in the previous field. If the type is "D", then the invoice is due on a certain day of the following month. If the type is "N", the invoice is due a certain number of days from the invoice date.

This is the description of the vendor’s due terms. It may be up to 12 characters long. For example: net 30 days.

In this field there will be either a "N" (number of days from the invoice date) or a "D" (a specified day of the month) .

This field is dependent on the type specified in the previous field. If the type is "D", then the discount expires on a certain day of the following month. If the type is "N", the discount expires a certain number of days from the invoice date.

The "V" signifies a standard vendor. This field is mainly informative. A subcontractor may have vendor invoices assigned and a vendor may have vouchers entered.

The "S" signifies that the vendor is a subcontractor. This field is mainly informative. A subcontractor may have vendor invoices assigned and a vendor may have vouchers entered.

Some subcontractors require that a check be made out to their supplier as well as their own company. Checks sent to such subcontractors might therefore need a co-payee. If this subcontractor requires such a co-payee, this box will be checked.

This is the number of days before the payment is late after the terms. For example: the payment is due on the 15th, however, a late fee accrues after the 25th. In this case, the float code would be 10.

If the subcontractor has a Worker's Comp. Insurance Certificate on file, this box will be checked.

If the subcontractor has a liability Insurance Certificate on file, this box will be checked.

This is important because after the certificate expires, the general contractor will be required to provide the insurance coverage. The date the subcontractor’s insurance certificate expired will be listed.

If the subcontractor’s certificate has expired, this percentage will be used to calculate the amount to be backcharged to the subcontractor.

Any notes entered in the vendor entry file will be printed in this area. The note field is for information only. It may be used for any additional vendor information.

The company name and address information will be printed on plain paper or label stock.