Vendor Setup - General Ledger field descriptions

Fields are presented in alphabetical order.

AP Control

The AP Control account accumulates the total invoice amount for each invoice generated for this vendor and can be used to confirm outstanding vendor balances.

Bank

The AP Bank account accumulates the total amount of cash paid out to this vendor. It is used during Vendor Invoice Center Entry for manual check entry, invoice payments, and immediate pay invoices.

Discount

The AP Discount is determined at the time the invoice is paid. It is calculated from the terms code specified on the invoice. If the invoice is paid within the number of days specified, the discount is subtracted from the total amount due. The AP Discount account accumulates the discounts taken on all invoices.

Expense/Asset 1-3

The specified AP Expense/Asset account automatically defaults during Vendor Invoice Center Entry. The last two General Ledger account codes apply specifically to expensed addons for expense invoices. If the General Ledger account codes are left blank, Vendor Invoice Center Entry obtains the account codes from SA Table Code Value Setup. If account codes are specified, they override the account code in the SA Table Code Value Setup. If the addon codes are changed in Vendor Setup, the General Ledger account codes must be maintained to match IF they were originally manually overridden.

These accounts are automatically updated during Vendor Invoice Center Entry as the offsetting accounts to the AP Control account.

Note:  The last two lines of the Expense/Asset field are checked first for account codes ONLY for addons to expense invoices and not for addons to PO costed invoices. Account codes for PO costed invoices are pulled from SA Table Code Value Setup. If no codes are set up in SA Table Code Value Setup, codes from the operator defaults are used. Vendor Setup is not checked at all for addons to PO costed invoices.

Supplier Warranty Allowance

If the vendor participates in the Supplier Warranty Allowance program, specify the code for the account that is credited with the vendor allowance amount per product. The allowances accrue in this account and are used to cover the product replacement costs. It is a balance sheet account that is similar to an Allowance for Bad Debt account.

Supplier Warranty Return Expense

If the vendor participates in the Supplier Warranty Allowance program, specify the code for the account that is debited when damaged products are removed from inventory. The account records the full cost that is incurred for replacing damaged products to the customer at no charge.