Vendor Fields

The following field information is intended to assist those who design reports for Sage 50 using Crystal Reports.

Filename: VENDOR.DAT

VENDOR.DAT is the vendor file. It contains a row (record) for each vendor. Most of the information below is entered or displayed in the Maintain Vendors window.

  • To add Sage 50 vendor fields to your Crystal reports, select VENDOR.DAT.

Indexes and Their Uses

VENDOR.DAT has 16 keys, as follows:

0 = By VendorID

1 = By Name

2 = Unused (Related to eCheck)

3 = ByInactive + vendor ID

4 = ByInactive + vendor name

5 = By VendorRecordNumber. This key is usually used to link with other tables.

6 = By VendorID, by Vendor Name, and then by eMail address.

7 = By GUID

8 = ByZIP Code

9 = By Vendor Name

10 = By Inactive and then by Vendor Name

11 = By CustomField1

12 = By CustomField2

13 = By CustomField3

14 = By CustomField4

15 = By CustomField5

Fields

The following table shows the fields available in the VENDOR.DAT file and includes the type and size in number of bytes of each field.

Field Name

Type

Size

Comment

VendorID

ZString

20

Vendor ID entered in the Maintain Vendors window. This record ID is unique, but it can change (if Sage 50's Change ID feature is used).

GUID

UBinary

GUID (Globally Unique Identifier) used for linking the Vendors table.

Name

ZString

39

Vendor name entered in the Maintain Vendors window.

VendorType

ZString

8

Vendor type entered on the General tab of the Maintain Vendors window.

Contact

ZString

20

Contact name entered on the General tab of the Maintain Vendors window.

PhoneNumber

ZString

20

Telephone 1 entered on the General tab of the Maintain Vendors window.

FAXNumber

ZString

20

FAX number entered on the General tab of the Maintain Vendors window.

FederalEIN

ZString

20

Tax ID # entered on the Purchases Defaults tab of the Maintain Vendors window.

This is important if the vendor is a 1099 vendor.

Unused_1

ZString

20

Do not select or use this field. It is used by Sage 50 for internal reasons.

Unused_2

Integer

1

Do not select or use this field. It is used by Sage 50 for internal reasons.

UseStdTerms

Integer

1

The Use Standard Terms option on the Purchases Defaults tab of the Maintain Vendors window.

1 (TRUE) => use the standard sales payment terms set up in the Vendor Defaults window (not currently available in the table for GENERAL.DAT_AP).

0 (FALSE) => use payment terms set up for the specific vendor record (see below).

GLAcntNumber

ZString

15

Default G/L expense account for all transactions entered in Purchases, Payments, and Write Checks windows that do not reference inventory items

Tip: Use this field as a key into the CHART.DAT file.

UnusedSalesTaxID

ZString

8

Do not select or use this field. It is used by Sage 50 for internal reasons.

Balance

Float

The current balance due to this vendor.

Note: This balance includes all unpaid invoices, including those entered in the future.

VendorSince

Date

The Vendor Since date entered or displayed on the History Tab of the Maintain Vendors window.

Purchases1 [1-42]

Decimal

12

Total purchases recorded for this vendor in the specified period. Period 1 = an internal field (do not use); Period 2 = Period 1 of the last closed fiscal year; Period 14 = for a 13th period, used by some companies; Period 16 = period 1 of this fiscal year; Period 30 = Period 1 of next fiscal year.

Payments1 [1-42]

Decimal

12

Total payments recorded for this vendor in the specified period. Period 1 = an internal field (do not use); Period 2 = Period 1 of the last closed fiscal year; Period 14 = for a 13th period, used by some companies; Period 16 = period 1 of this fiscal year; Period 30 = Period 1 of next fiscal year.

Typeof1099

Integer

1

1099 Type option selected on the General tab of the Maintain Vendors window. Valid values are:

0 = None

1 = Interest

2 = Misc (Non-employee compensation)

3 = Rent

4 = Dividends

LastInvoiceDate

Date

Last purchase invoice date recorded for this vendor.

LastInvoiceAmount

Float

Last purchase invoice amount recorded for this vendor.

LastPaymentDate

Date

Last payment date for this vendor.

LastPaymentAmount

Float

Last payment amount paid to this vendor.

DueDays

Integer

Number of days before invoice balance is due.

Note: About Vendor Payment Terms: These are set up on the Purchases Defaults tab of the Maintain Vendors window. Terms fields listed below are used if the Use Standard Terms option is not selected (UseStdTerms => False).

DiscountDays

Integer

Number of days early payment discount is available.

DiscountPercent

Float

Discount percentage offered if paid early (within DiscountDays)

CreditLimitNotUsed

Float

Credit limit your company has with this vendor

UnusedCharge

Integer

1

Do not select or use this field. It is used by Sage 50 for internal reasons.

TermsCOD

Integer

1 (True) => Cash on delivery payment term option is selected.

TermsPrepay

Integer

1 (True) => Prepayment required term option is selected.

TermsDaysIsActual

Integer

1 => Due on Day of Month payment term option is selected (DueDays is actual day of (next) month that invoice is due)

0 => Due in # Days payment term option is selected (DueDays is number of days before invoice is due).

TermsDueAtMonthEnd

Integer

1

1 (True) => Due at end of month payment term option is selected.

TermsUnused

ZString

Do not select or use this field. It is used by Sage 50 for internal reasons.

IsInactive

Integer

The Inactive check box in the Maintain Vendors window. Valid choices include:

True = if the vendor record is inactive.

False = if the vendor record is active.

CustomField0

ZString

40

Data entered in first vendor custom field.

Note: Custom(izable) field data is entered on the General tab of the Maintain Vendors window. Labels for vendor custom fields are set up on the Custom Fields tab of the Vendor Defaults window. To get the custom field names, you must use a custom formula. Tell me more about this.

CustomField1

ZString

40

Data entered in second vendor custom field.

CustomField2

ZString

40

Data entered in third vendor custom field.

CustomField3

ZString

40

Data entered in fourth vendor custom field.

CustomField4

ZString

40

Data entered in fifth vendor custom field.

PhoneNumber2

ZString

20

Telephone 2 entered on the General tab of the Maintain Vendors window.

ShipViaCode

Integer

20

Identifies the number of default Ship Via option selected for this vendor on the Purchase Defaults tab of the Maintain Vendors window. Ship (via) methods are set up in the Inventory Defaults window.

OurAccountWithThem

ZString

25

The Account # entered on the General tab of the Maintain Vendors window.

It is the account number that this vendor uses to identify your company.

VendorRecordNumber

Integer

This (internal) vendor field is used for linking purposes to other Sage 50 data tables. For more information, see Indexes and Their Uses above.

This field is unique in the table and never changes.

Email

ZString

64

Email address for this vendor.

WebAddress

ZString

251

Web site address (URL) for this vendor.

EmpRecordNumber

Integer

4

Default purchase rep ID associated with the vendor and selected on the Purchase Defaults tab of the Maintain Vendors window.

FlagsFormDelivery

UBinary

Indicates how the current vendor wants to receive email forms.

ReplaceItemIDForm0Pt

Integer

Do not select or use this field. It is used by Sage 50 for internal reasons.

Shipments_AddrType

Integer

Indicates the type of address to use for shipments: mailing or remit-to address. (Sage 50 Premium Accounting and higher)

Note: The default address is set in the Address Defaults window).

PO_AddrType

Integer

Indicates the type of address to use for POs: mailing or remit-to address.

Note: The default address is set in the Address Defaults window).

Payments_AddrType

Integer

Indicates the type of address to use for payments: mailing or remit-to address.

Note: The default address is set in the Address Defaults window).

UsePaymentDefaults

UInteger

Defines whether the vendor should be using the defaults for Payment Settings.

Note: This option is in the Maintain Vendors window, Purchase Info tab, Payment Settings section.

DefaultPaymentMethod

UInteger

Defines the default Payment Method Record number that the vendor should use if the UsePaymentDefaults is FALSE.

DefCashAcct_RecNum

UInteger

Default Cash Account Record Number to use for the vendor

LastUpdateCounter

Integer

1

This increases incrementally when the vendor record is changed.

LastSavedAt

TimeStamp

This time stamp indicates the last time the vendor was saved.

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