To set up unique purchase transaction defaults for each vendor record, select the Purchase Info tab in the Maintain Vendors window. You can change this information at the transaction level, if necessary.
Purchase Rep: You can enter or select an employee to act as the purchase rep for this vendor.
Tax ID Number: Enter the vendor's tax ID number. This is only necessary if you send this vendor a 1099 form.
Ship Via: Select the primary shipping carrier that this vendor uses for items. The shipping carriers are set up in Inventory Item Defaults.
Form Options: This group box includes options that determine how purchase order forms are delivered to your vendors, either from the Select a Report or Form window or using the Email button on the Purchase Orders window.
- Batch Delivery method: Choose either paper forms or email. Whenever you print a form in bulk from the Select a Report or Form window, your choice will determine whether the form is printed for mailing OR automatically sent as an email attachment to this specific vendor.
- Email purchase rep when using batch processing to send forms: Select this to automatically send an email copy of the form to the default purchase rep (whose ID appears in the Purchase Rep field) whenever you send a form to the vendor.
- Replace Item ID with: You can select UPC/SKU or Part Number to display as your item identification on forms.
Terms and Credit: You can choose to use default vendor payment terms set up in Vendor Defaults or set up a unique set of terms for this vendor. Select Customize terms for this vendor from the drop-down list to create unique terms for this vendor. When you do so, Sage 50 will display a list of options to customize the terms.
C.O.D: Select this option if you pay Cash On Delivery with this vendor.
Prepaid: Select this option if you must prepay with this vendor before you may payments.
Net Due in number of Days: If you selected the Due in # of Days option button, Sage 50 displays this field. Enter the number of days past the invoice date before invoices become past due. The number of days you enter here does not necessarily need to be the vendor's due date, especially if the vendor has no grace period. For example, if a vendor expects payment 15 days after the invoice date and will charge you late fees for every day after that, you can enter 10 as the number of days to make sure that your payment arrives in time.
Due on day of Next Month: If you selected the Due on Day of the Month option button, Sage 50 displays this field. Enter the date this vendor's invoices are due. The date you enter here does not necessarily need to be the vendor's due date, especially if the vendor has no grace period. For example, if a vendor expects payment on the 15th of the month and will charge you late fees for every day after that, you can enter 10 as the date to ensure your payment arrives in time.
Due at end of month: Select this option if your invoices from this vendor are due at the end of the month.
Use Discount: Select this checkbox if this vendor allows you an early payment discount.
Discount in __ of Days: Enter the number of days after the invoice date in which you must pay to receive a discount.
Discount Percent: Enter the percentage of the invoice amount allowed as a discount.
Credit Limit: Enter the amount of credit this vendor allows you.
These settings determine the default payment method and cash account used for payments to the selected vendor. Payments can be entered on the Payments, Write Checks, and Purchases screens.
By default, the Use payment method and cash account from last saved payment check box is checked. This means that when you enter a payment for the selected vendor, the Payment Method and Cash Account fields default to the values used on the last saved payment regardless of vendor.
To use specific payment settings for the selected vendor
- On the Vendors & Purchases Navigation Center, click the Vendors navigation aid, then select View and Edit Vendors.
- Find the vendor in the list and double-click it.
- On the Maintain Vendors screen, click the Purchase Info tab.
- In the Payment Settings section, clear the Use payment method and cash account from last saved payment checkbox.
- Select the payment method for this vendor in the Payment method drop-list.
- Click Save. The next time you enter a payment for this vendor, the Payment Method and Cash Account will automatically populate with these options.
Tip: If you don't see the payment method you need, click Customize payment methods to set it up.