Vendor locations

You can create vendor locations from the Locations folder or from a vendor record on the Locations tab. The difference is that when you create a location from the vendor record, some of the fields will be prefilled for you.

1. In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
2. Click . The New Location window opens.

   

3. Enter a unique Name for the vendor location. The name must be unique among other locations for the same vendor. You can use up to 30 characters..
4. Enter a Description of the vendor location. You can use up to 50 characters.
5. In the Vendor field, select the vendor associated with the location.
6. The Name Line field defaults to the vendor description. If the vendor name in the address should be different, enter the name to use. Two lines are provided for the name.
7. Enter address details for the vendor in the appropriate fields.
8. Enter a Phone and a Fax number for the vendor location.
9. Enter an Email address and a Web Site address for the vendor location.
10. In the Vendor Defaults section, mark checkboxes to indicate which, if any, of the items the vendor location should be used as the default location for. Your options include:
    • Order
    • Payment
    • Reporting. Mark this checkbox if this vendor location should be used as the default location for 1099 reporting.
11. Save the new vendor location.

In order to combine two or more vendor locations, the target vendor location and the source vendor location(s) must be associated with the same vendor.

To combine two or more vendor locations:

1. In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
2. Start the Combine wizard using one of the following methods:
• To use filters to select the source location(s) to combine:
1. Right-click the Locations folder and select Select and Combine from the shortcut menu.
2. On the Selection tab, define any filters to apply to the data.

   

• To hand-select the source location(s) to combine:
1. In the HD view, select the source location(s) to combine. You can use Ctrl and/or Shift selection to select multiple locations.
2. Click .
3. On the Combine tab in the Combine Into field, select the target location.

   

4. Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected locations.

   

5. Click Yes.

   

6. When the process is complete, click Finish.

A vendor location cannot be deleted if it is used on a vendor record, invoice, recurring invoice, or payment.

To delete a vendor location, highlight the vendor location in the HD view and click , or open the vendor location record and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the vendor location.

Accounts Payable allows you to pay a vendor using electronic funds transfer (EFT) if the vendor authorizes you to do so.

The Generate Prenotes wizard creates an ACH file you submit to the bank to verify EFT information stored on vendor locations: ABA routing number, account number, and account type. No money is actually deposited into accounts. If your bank is able to process the prenote transactions successfully, no error is generated, and you can mark the vendor locations as successfully "prenoted".

1. In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
2. Start the Generate Prenotes wizard.
   • To proof all eligible or a filtered subset of eligible vendor locations:
     1. Right-click the Locations folder and select Select and Generate Prenotes from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

     Tip

     Apply the "Ready to Prenote" filter to select vendor locations that are ready to prenote.

     3. Click Next >>.
   • To prenote specifically selected vendor locations:
     1. In the HD view, select the vendor locations to include in the prenote process. You can use Ctrl and/or Shift selection to select multiple vendor locations.

     Tip

     Apply the "Ready to Prenote" filter to see all vendor locations that are ready to prenote.

     2. Click .
   • To prenote a particular vendor location from the Location window:
     1. In the HD view, locate and double-click the vendor location to prenote. The Location window opens with the location loaded.
     2. Click .

   

3. In the Bank Account field, select the bank account from which funds for EFT payments will be drawn.
4. In the Prenote Reference field, enter a code to indicate any special handling needed for the entries in the prenote batch. The codes have no significance except to the originator and/or the ODFI.
5. In the Prenote Date field, enter the date to prenote the vendor bank accounts.
6. To prenote vendor bank accounts even if they've already been prenoted, mark the Include if Already Prenoted checkbox.
7. To allow ActivityHD to generate prenotes for vendors without an email address on their vendor payment locations, mark the Allow Blank Email Address checkbox.
8. To add the prenote file to an existing prenote file, mark the Append to Existing File checkbox.
9. The File ID Modifier field distinguishes multiple ACH files generated on the same day for the same participants. If this is the first or only ACH file you are generating today for the same participants, accept "A". Otherwise, enter a modifier (upper case A-Z or 0-9) to distinguish this file from other files generated today for the same participants.
10. In the ACH Filename field, enter the path and file name for the prenote file or click to browse to the location.
11. Click Next >>. ActivityHD generates the prenote file.

    

12. Click Next >>. ActivityHD prompts you to set up and run the prenote report.

    

13. On the Options tab, mark the Include Addresses checkbox if you want the report to include vendor addresses.

14. Select the Sorting tab.

    

15. In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
16. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
17. Select the Output tab.
18. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
20. Click Next >>. ActivityHD prompts you to mark the vendor locations as prenoted.

    

21. Click Finish.