Setting Up Vendor Groups

Sage 300 ERP

Setting Up Vendor Groups

You use vendor groups to classify your vendor records into groups that share similar characteristics. You must define your vendor groups before you can add vendor records.

Vendor groups provide the following features. They let you:

Set default entries to speed up the task of adding vendor records.
Select accounts for payment. (The vendor group is one of the selection criterion.)
Select vendors on reports. (Vendor transactions, aged payables, aged cash requirements, letters, and labels can all be printed for a range of vendor groups.)

You can add as many vendor groups as you need, but you must add at least one group.

Adding vendor groups

You must define at least one Vendor Group, and you may define multiple vendor groups.

You use the Vendor Groups form to define the vendor groups you need.

To define a vendor group, you must

Assign a unique code, up to three characters, to identify the group.
Select the account set, terms code, and bank code you want to use as the default selections for the vendor records you will add to the group.
Specify the method for distributing transactions to general ledger accounts. You can distribute invoices by distribution set, distribution code, or general ledger account.
Once you select the method, you must specify a default code for the method. For example, if you select G/L Account, you must specify the default general ledger account to which you want distributions made.
Specify the default rate type for vendors in the group (if you have a multicurrency ledger).
Choose whether to check for duplicate invoices with the same vendor and amount or same vendor and date.
Choose whether to generate separate payments for each invoice, or pay several invoices with a single check.
Set default entries for vendor optional fields.
Select the default tax group for vendors in the vendor group. You must also enter a tax class for each tax authority in the group, and indicate whether tax is usually included in the invoice details.
Specify whether the vendors in this group are subject to 1099/CPRS reporting. (You can override this choice for individual vendors.)

Vendor group statistics

Accounts Payable keeps statistics for vendor groups, and displays them in the Vendor Groups form. You can display the statistics by the type of year and period specified in the Options form for vendor statistics.

For each group, Accounts Payable lists the amount and number of invoices, payments, discounts taken, discounts lost, credit notes, debit notes, adjustments, and total paid invoices. Accounts Payable also calculates and displays the average payment amount, the total days to pay, and the average days to pay for the group.

You can edit the statistics in a vendor group if you select the Allow Edit Of (vendor) Statistics option in the Options form.

Accumulating tax amounts

The totals kept for invoices, credit notes, and debit notes can include or exclude any tax amounts that were posted with the documents, depending on the choice you enter for the Include Tax In Statistics option in the Options form.