Peachtree Accounting Software - Maintain Vendor Record

Maintain Vendor

Use the Maintain Vendors window to enter, change, and store information about the companies and people from whom you purchase goods and services. This includes information such as

•  name and address information of the vendor including mailing address, phone numbers, e-mail address, and Web site address
•  vendor history, such as last invoice and last payment information, period history, and the date of the first purchase from the vendor
• the General Ledger purchase account
• terms of payment and credit limit
• your balance with this vendor
• the type of 1099 form sent (if any)

You can add a vendor, change existing vendor information, or delete a vendor if no transactions have been entered for the vendor.

Setup a Vendor Record

Use this procedure to set up a new vendor record.

From the Maintain menu, select Vendors. 

Peachtree displays the Maintain Vendors window.

1. Enter a new vendor ID, Name and complete the necessary vendor information.
2. When you're finished filling in the window, select the Save button.

Vendor Header Fields

Vendor header fields are located above the folder tabs of the Maintain Vendors window. This is where you enter lookup information about the vendor such as the vendor ID, name, and status.

Vendor ID: This code can be up to 20 alphanumeric characters. Lists and reports sort on vendor IDs, so the coding convention you use is important. Numeric characters sort before alpha characters. For example, the following ID codes are sorted this way:

1Z2Z

A1ZZ3

AAA02

Also, the code is case sensitive, so that codes A1 and a1 are seen as two different vendor IDs. Capital letters sort before non-capital letters. You cannot use *, ?, or + in the code.
Back and Next: Use these buttons to navigate through the list of existing vendor records by ID. Select the Back (left arrow) button to see the previous record in the list; select the Next (right arrow) button to see the next record in the list.
Name: Enter the name of the new vendor (up to 39 alphanumeric characters) here. This name prints on checks and reports. This can be a company name or an individual's name.

Inactive: If you plan to purge this vendor when you close the fiscal year, select this check box. Once a vendor record is inactive, Peachtree displays a warning when you try to make a purchase or payment to the vendor. You can update the vendor record with address and telephone information. Important: When you choose to purge after closing the fiscal year, all vendors that have no outstanding transactions and are tagged as inactive will be purged.

General (Maintain Vendors)

To enter basic information about the vendor such as contact information, address, phone and fax numbers, and beginning balances, select the General tab in the Maintain Vendors window.

Purchase Defaults (Maintain Vendors)

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To set up unique purchase transaction defaults for each vendor record, select the Purchase Defaults tab in the Maintain Vendors window. You can change this information at the transaction level, if necessary.

Purchase Rep: You can enter or select an employee to act as the purchase rep for this vendor.

Purchase Acct.: Enter a General Ledger account for the default purchase account for this vendor. This is normally an expense account. The default for this is set in Vendor Defaults. When purchasing an inventory item, the General Ledger default accounts entered in Maintain Inventory Items override this default account.
Tax ID #: Enter the vendor's tax ID number. This is only necessary if you send this vendor a 1099 form.

Account #: The Account # is the number the vendor uses for your account. This is the number that many vendors request you place on your check when you send in your payments. If you want, you can create a check form that includes this field. 

Ship Via: Select the primary shipping carrier that this vendor uses for items. The shipping carriers are set up in Inventory Item Defaults.
Terms: You can choose to use the standard vendor payment terms set up in Vendor Defaults or set up a unique set of terms for this vendor. Select the Terms button to change the payment terms for this vendor.

Form Delivery Options: This group box includes options that determine how purchase order forms are delivered to your vendors, either from the Select a Report window or using the E-mail button on the Purchase Orders window.

·         Delivery method: Choose either paper forms or e-mail. Whenever you print a form in bulk from the Select a Report window, your choice will determine whether the form is printed for mailing OR automatically sent as an e-mail attachment to this specific vendor.

·         CC Purchase Rep: Select this to automatically send an e-mail copy of the form to the default purchase rep (whose ID appears in the Purchase Rep field) whenever you send a form to the vendor.

Custom Fields (Maintain Vendors)

To enter custom field information for the selected vendor record, select the Custom Fields tab in the Maintain Vendors window. Custom field names are set up in Vendor Defaults.

History (Maintain Vendors)

To display the selected vendor's current history, select the History tab in the Maintain Vendors window. When entering a new vendor, you can enter information on this tab; once you save the vendor record, this tab is for display purposes only.
Vendor Since: Enter the date you first had a transaction with the vendor.
Last Invoice Date: Enter the date of the last invoice you received from the vendor.
Last Invoice Amt.: Enter the amount of the last invoice.
Last Payment Date: Enter the last date you paid the vendor.
Last Payment Amt.: Enter the last amount you paid the vendor.