Vendors & Purchases

The Vendor & Purchases Tasks section provides a graphic representation of the flow of vendor-related tasks, as well as access to those tasks. It also provides access to windows where you enter/maintain vendor information.

Vendor Maintenance Options

At the top of the section are three buttons that take you to maintenance options and to the Write Checks window:

Vendors: Click this to select from a menu of vendor-maintenance options:

• New Vendor: This takes you to the Maintain Vendors, where you can enter a new vendor record.
• View Vendor List: This takes you to the Vendor List, where you can see a variety of vendor-related information.
• Write Letters to Vendors: This takes you to the Write Letters section of the Select a Report window. Click the Create a Letter Template button to activate a wizard that lets you can create custom letters for your vendors.

Write Checks: Click this to work with vendor checks:

• New Check: This takes you to the Write Checks window, where you can make a quick and uncomplicated payment to a vendor.
• View List of Checks: This takes you to the Vendor Check List, where you can see a variety of information related to individual vendor checks.
• Print Checks: This takes you to the Select a Report window, where you can print a batch of vendor reports.

• Set Up Check Printing Defaults: This takes you to the Check Printing Defaults window where you can specify options that can help you save your pre-printed check forms, such as being warned before printing a $0.00 check.

• View Check Register Report: This lets you view the Sage 50Check Register report, which lists all vendor checks for your company.

1099s: Click this to select from a menu of options related to 1099 vendors:

• New 1099 Vendor: This takes you to Maintain Vendors where you can set up a new 1099 vendor.
• Set Up 1099 Defaults: This takes you to the Vendor Defaults screen with the 1099 Settings tab shown where you can specify how you want amounts in your GL Accounts that were paid to 1099 vendors to be classified for 1099 reporting purposes.
• Print 1099 Report: This lets you print the Sage 501099 Vendor report, which lets you preview the 1099 forms you will submit to the IRS for your company's 1099 vendors.
• Print 1099s: This takes you to the Select a Report window, where you can print a batch of vendor 1099 forms.

Vendors—Task Flow

The task flow takes you from a purchase order, the beginning of a vendor transaction, to bill payment. Click the appropriate button; a pop-up menu appears. For example, if you click the Purchase Orders button, a menu with the following options appears:

• New Purchase Order
• View Purchase Order List
• Print Purchase Orders

The Vendors section lists all vendors entered through Maintain sVendors. There are four columns of information for each vendor:

• Vendor ID
• Vendor Name
• Phone Number
• Balance (total balance owed by to the vendor as of the Sage 50 system date)

You can sort the information in any of the columns.

• View Detailed List: Click this button (at the top of the section) to see the Vendor List, which includes detailed information for all vendors.
• Right-click menu: Right-click the Vendors section to see a pop-up menu with the following options:
• Add New Vendor: Click to go to Maintain Vendors and add a new vendor record.
• View Vendor Detail: Click to go to Maintain Vendors and see the complete information entered for this vendor.
• Delete Vendor: Click to remove the vendor from the Vendor Summary.

The Recent Vendor Reports section lists the five most recently opened reports relating to your company's vendors. If this is a new company and you are accessing the Vendor & Sales page before opening any vendor reports, the following default reports will be listed:

• Aged Payables
• Vendor Ledgers
• Purchase Order Register
• Check Register
• Cash Requirements

To see a report on the computer screen, click the View link opposite that report. To print the report, click the Print link opposite the report.

At the bottom of the section, there is View All Vendor & Purchases Reports link; click this to go to the Sage 50 Select a Report window with the list of Accounts Payable reports preselected.

The Aged Payables section shows outstanding vendor bills in each the four aging categories set up in Vendor Defaults. You can display aged payables as either a graph or a table.

Graph: Click the Graph link. The percentages of payables in all aging categories are represented in a pie graph; each category is keyed to a color.

Table: Click the Table link. The table lists total dollar amounts for all outstanding bills in each category. It also lists the percentages of outstanding bills in each category. For example, if aging Category 1 shows 50%, that means 50 percent of all outstanding vendor bills fall into this category.

At the bottom of the section, there is link to the Aged Payables report for your company.

To do this, simply click the drop-down next to the Vendor ID field and select the vendor. The screen will automatically show you only data for that vendor.

Click the Recent Selections link below the vendor ID field.

You can search for vendors using their

• vendor name
• vendor type
• contact name

• telephone or fax number
• city
• state: enter the two-letter abbreviation.
• zip code
• purchase rep
• custom field information

To do so:

1. Enter the information you do know, such as phone number or contact name, in the Find vendor with field.
2. Select the type of information from the in field.
3. Click Find. Sage 50 will find the vendor. If there are multiple items that fit your search criteria, Sage 50 will let you choose the correct one.

• Aged Payables: This section shows you the aged payables for the selected vendor as of the Sage 50 system date. You can drill down on sections of the pie chart or click an aging period to see the Aged Payables report filtered by this aging period.
• Expense Tickets: This section displays expense tickets that have been entered for the selected vendor.
• Find a Report: This section allows you to search for a particular report, which you can then print or display on the screen. Certain reports will automatically be filtered by the selected vendor. If you want to see the report for all vendors, use the regular reports feature by clicking Reports & Forms from the main menubar.
• Item Purchase History: This lists inventory items that have been purchased from the selected vendor.
• Payments: This section displays payments that have been entered for the selected vendor.
• Purchase Orders: This section displays purchase orders that have been created for the selected vendor.
• Purchases/Inventory Received: This section displays purchase invoices that have been entered for the selected vendor.
• Time Tickets: This section displays time tickets that have been entered for the selected vendor.
• Top Vendors: Last Twelve Months: This section displays your top 10 vendors based on purchase totals for the last twelve months. If the selected vendor is not one of the top 10, it will be listed after the 10th vendor.
• Totals: This section gives you a summarized total of different types of transactions that have been created for the selected vendor. You can select which types of transactions you want to appear using the Customize Totals window.
• Vendor Credit Memos: This section displays vendor credit memos that have been entered for the selected vendor.
• Vendor Information: This is general information about the vendor you have selected.
• Vendors and Purchases Tasks: This section will give you a visual display of vendors and purchases tasks. You can click each button for a menu of options (Purchase Order, Enter Bills, and so on). When you select, for instance, to create a new purchase order, Sage 50 will automatically populate the Purchase Orders window with information for the currently-selected vendor.
• Write Checks: This section displays payments that were entered in Write Checks for the selected vendor.

You can:

• Change the date range for the information you want to appear. Simply select a different option in the Date Range field.
• Change the sort of the list by clicking a column header. Clicking once will make the list sort by that column in ascending order (A-Z). Clicking again will make it sort by that column in descending order (Z-A).
• Change the width of columns. Simply click and hold the cursor and drag the column line to widen or narrow the column.
• Search for a particular item of information. To do so,

1. Click Advanced search. This will open the filter controls.
2. Enter the text in the Search for field.
3. Select the field in which the information should appear (for instance, Vendor Type).
4. Click Search. To clear the search information, click Clear Search.

Simply, click the Make this the default page button in the toolbar.

To do this:

1. Click the Customize link at the top right corner of the section, then choose Settings.
2. Use the Settings window to select which fields appear and the order in which they will appear. Tell me more about this window.
3. Click OK. on the Settings window. The data will automatically change.

1. Click the Customize link at the top right corner of the section.
2. Select the number of rows you want to display for that section. You can choose to display 5 rows, 10 rows, the maximum number of rows, or to have the number of rows determined automatically.

To change which lists appear:

1. Click Customize this Page.
2. Use the settings window to add or remove the sections you want. You can also change the order. Tell me more about this window including step-by-step instructions.
3. Click Save.

Click Customize this Page and use the Settings window. Tell me more about this window including step-by-step instructions.

There may be times where you want to have the same list of information, for instance, Sales Invoices, show on your screen at once. To set this window up in this way, click Customize this Page and use the Settings window. Tell me more about this window including step-by-step instructions.

Yes, you can do this by double-clicking the transaction or data that you want to see. Once it opens, you can edit it, and sometimes void or delete it.