Address Master - Full Add/Edit Vendors


The vendor entry screen is also referred to as the Address Master. This screen stores address information, notes, and other information specific to the individuals or companies entered, which should be updated when necessary in order for the correct information to print on various reports. Financial transaction history, balances, and sales may also be viewed from this screen.

ADDRESS_MASTER.gif (4360 bytes)

SEARCHING / CROSS REFERENCING

To eliminate the chance of adding a record more than once, you are required to first search for the record. However, if the record ID is known, enter the ID followed by a period to display the information for that record without conducting a cross-reference search. Examples: SMIJOH. or 000123.

If the ID is unknown, enter part of the last name or company name and press the RETURN key. NOTE: If the record information exists in UPPER case and you search for the name in Lower Case, the record will not be found.

Once the cross-reference list has been displayed, you may enter the number corresponding with your selection, scroll forward or backward, search again, or enter NEW to add a new record.

ID

Each record is uniquely identified with an ID. Depending upon your initial set-up decision on how to identify your records, you may choose to assign an ID in any or all of the following manners:

SEQUENTIAL NUMBERING: Enter a period (.) which uses the next available sequential number as the ID.

AUTOMATIC FROM NAME: Enter A to have the system automatically assign an ID which is derived from the first 3 characters of the last name and the first 3 characters of the first name or 6 characters of the company name. Examples: SMIJOH or XYZCOM The ID will not display until the name or company name has been entered. If there is more than one record with the same name, the ID will contain a number. Examples: SMIJOH, SMIJOH2, SMIJOH3

USER DEFINED: To assign an ID of your choice, enter the desired ID (unlimited characters, but only 8 will show on the screen).

C/P

Enter P for personal, or C for company. NOTE: If using IDs generated Automatic From Name and if P is entered, the ID will be derived from the last and first names. If a C is entered, the ID will be derived from the company name.

LAST NAME

FIRST NAME

MI

TITLE

DEGREE

POSITION

COMPANY

Enter a company name if applicable. You are required to enter a name if ‘C’ was chosen above rather than ‘P’.

NICK

Enter a nickname if applicable. Example: BOB

CLASS

Enter any code that will uniquely classify this record, if desired. NOTE: Some class codes are used for cross-referencing purposes and are required entries. See the page entitled Required Class Codes in this section for reference. Examples: ENT, TEAM To view/select existing class codes, enter ??? and RETURN. If the code entered does not exist in the Codes File, you will be prompted if you want to add the new code and a description of the code.

After a code is entered, you are prompted for a date. Press RETURN to accept the default of today’s date or enter the date the classification was effective (not prompted in Mini screen).

If entering address information through another avenue of the software, the appropriate class code may be automatically flagged against the new record. EXAMPLE: When the first A/P transaction occurs for a vendor, a code of AP is automatically generated as a class code for the client. Class codes are stored in a Table, accessible from the Database Menu.

START DATE

Press RETURN to accept the default of today’s date or enter the applicable start date of this record.

LAST ACTIVE

Press RETURN to accept the default of today’s date. This date will automatically update as financial activity occurs with this record.

PHONE 1

Enter the phone number. The system will automatically place the hyphens in the appropriate places, provided there are seven (7) or ten (10) numbers entered. Example: 6022422929 displays as 602-242-2929

ADDR

Enter the first line of address (billing address). This is a multi-value field, which allows any number of lines to exist. See the section entitled Edit Commands & Operations for entry and edit instructions. Press the RETURN key at the beginning of a new line to exit this field. Although there may be multiple address lines, only one line will be displayed at a time, and you may scroll forward or backward to view the additional lines.

ZIP

Enter the zip code. If you have the zip code file, the city and state will automatically be displayed.

CITY

The city corresponding with the zip code entered will be automatically displayed in most cases. If not displayed, enter the city name.

STATE

CNTRY

Enter the country name or press RETURN to accept the default of USA. Countries may be abbreviated.

PHONE 2

ADDR 2

Enter a second address if applicable. This is a multi-value field, enabling multiple lines of entry. NOTE: A shipping address that will print on orders may be stored by executing the Client Info X Function from the MODIFICATIONS prompt (see Client Info. section).

ZIP 2

CITY 2

The city corresponding with the zip code entered is automatically displayed in most cases. If not displayed, enter the city name.

ST 2

The state will be automatically displayed in most cases. If not displayed, enter the two-letter state code.

CNTRY 2

Enter the country name or press RETURN to accept the default of USA. Countries may be abbreviated.

NOTES

Your cursor is now located on line 1 of the note pad. You may enter notes on this individual or company, or just press RETURN to bypass the notepad. Notes are chronologically listed.

LNE

DATE/TIME

The current system date and time is automatically displayed and can be edited from MODIFICATIONS.

TYPE

Enter the note type. Example: G=General These codes are user-defined and are not stored in a codes file. When editing, you may display all notes with a specific type code.

WHO

The team member currently signed on to the terminal is displayed as the person entering the note, which may be edited.

NOTE

Enter the note. You may enter as much data as needed. Help messages appear at the bottom of your screen for editing assistance.

EDITING AN ADDRESS RECORD

After displaying the record you wish to edit, your cursor should be at the MODIFICATIONS prompt at the bottom of your screen. From MODIFICATIONS, enter the number corresponding with the field you wish to edit. For multi-value fields, you are also prompted for the line number to edit. Refer to the section entitled Edit Commands & Operations in the Preface for detailed editing instructions.

To edit the notes field from the MODIFICATIONS prompt, enter 25 and RETURN. Next, enter the line number corresponding with the note entry you wish to edit. Once the line has been chosen, enter the column number that you wish to edit. Examples: 1=Date, 2=Time, 3=Who, 4=Type, 5=Notes If 5 is entered, the following commands may be used to edit the actual notes (to execute a command using the CTRL key, hold down the CTRL key and press the character key).

NOTE-SPECIFIC Option Line Commands:

X Functions

Refer to the section entitled INQUIRY for the A/P Inquiry and A/P Check Inquiry X Functions which appear at the bottom of the screen. The following page explains the Vendor Information X Function. For any other X Functions, refer to your Office Automation or Address Master reference guide or contact Systems Solutions Inc.

Vendor Information

This selection enables you to enter or view additional information for a vendor from the Add/Edit Vendors (address master) screen.

1. Display the vendor record for which you want to view or enter additional information.

2. Enter the appropriate X Function for Vendor Information (use X1 or XF to search).

3. The bottom portion of the Address Master entry screen will change, as shown below.

4. To redisplay the Note Pad, enter the appropriate X Function.

Remember to File and Save the record (FI) if any modifications were made.

PAY TO NAME

PHONE

TERMS

Enter the agreement terms established with this vendor. Your options are displayed at the bottom of the screen. Term codes are defined through Add/Edit Term Codes.

CARRIER

TAX ID

PAY TO ID

Enter the Vendor ID containing the address to which payment will be sent.

PAY TO ADDR #

SHIP TO ID

Enter the Vendor ID containing the address to which items will be shipped.

SHIP TO ADDR #

DIVISION ID

ENTITY

The entity IDs are automatically displayed with invoice and check totals when posted in Accounts Payable.

M-T-D PURCH, Y-T-D PURCH, TOTAL PURCH

These amounts are automatically calculated and updated when invoices are posted in Accounts Payable.

M-T-D CHECKS, Y-T-D CHECKS, TOTAL CHECKS

These amounts are automatically calculated and updated when checks are posted in Accounts Payable.