The Accounting tab of the Vendor Editor is used to enter a variety of accounting-related data for a vendor. In addition to your customer and account number with the selected vendor, you can also enter accounts payable information, bid preference, order days, terms, taxes, vendor interface information and set the transfer option.
Click on a field label below for help on what information you need to enter into that field.
Customer NumberIf the vendor has assigned you a customer number, enter it in this field. This may or may not be the same information as your customer account number. You can usually find the customer number on the invoices of the vendor from whom you are ordering.
Customer AccountEnter the account number assigned to you by the vendor. This number typically appears on invoices and other correspondence from the vendor. It may or may not be the same as the Customer Number, above.
A/P CodeIf your accounting system allows you to define a code that identifies this vendor to the accounting system, that same code would be entered in this field to facilitate invoice transaction transfers between FOOD-TRAK and your accounting system.
G/L Account NumberAll transactions that are not specifically distributed will default to the G/L Account Number placed in this field. FOOD-TRAK provides you with a look-up tool next to this field for selecting the proper account number.
Bid Preference
Bid Preference is a user-assigned number between 0 and 999. It is used to determine from whom to buy goods. Vendors with the highest bid preference will be selected before those with lower numbers when creating automatic purchase orders. Zero (0) is the default preference, and is the lowest possible preference number.
During automatic purchase order creation, if the system encounters an item that is identically priced by more than one vendor, it will select the vendor with the lowest bid preference number.
The numbers 998 and 999 activate special functions. If you rank a vendor with 998, this vendor will be selected no matter what his pricing is. Use 999 to designate a vendor from whom you will not buy no matter what his pricing is.
In short,
0 = the highest bid preference
998 = buy from this vendor not matter what his price
999 = do not buy from this vendor at all
Delivery DaysCheck the boxes corresponding to the days of the week on which orders are received from this vendor, if applicable. This information is used by FOOD-TRAK and FOOD-TRAK to determine reorder quantities.
Transferable check boxCheck this box if you intend to transfer items to this vendor (or company unit) using FOOD-TRAK's transfer and requisitioning functions. Unless this box is checked, you cannot make transfers to this vendor.
This check box can also be used to create a so-called Transfer Vendor, which will enable you to track transfers out of your operation to another location, be it another store, an office party, or another entity not tied in with your system.
E-MailEnter the e-mail address of the vendor in this field.
TermsUse the drop-down list to determine the payment terms for this vendor. If you have created user-defined payment terms, these should appear in the drop-down list. You also have the option of selecting Fixed as your term of payment. Enter the appropriate number in the Days field.
Sales TaxEnter in percentage amounts what this vendor charges for Sales Tax.
Vendor InterfaceSelect the vendor interface to be used with this vendor. Default for this option is <none>, which assumes no vendor interface is available for this vendor. Vendor interfaces must be installed prior to assigning them.