Editing Vendor Records

Use the Vendors form to edit vendor records in Accounts Payable.

• You can change most of the information in a vendor record at any time, with these restrictions:

• You cannot save changes to a vendor record if the vendor's group is inactive.

• You cannot assign a vendor to a vendor group that has an Inactive status.

• You cannot post transactions to any vendor records that are inactive.

• You cannot directly change a vendor number. However, if you accidentally add an incorrect vendor number, you can create a new record with the correct number, then delete the incorrect record.

You can also create a new record and delete the old one if the vendor record has a zero balance, and you have deleted paid transactions.

However, you must still edit the vendor statistics in the new record if you want to keep statistical data, and you must transfer the appropriate vendor group statistics if the new vendor number is assigned to a different group.

• In multicurrency ledgers, you can change the vendor group, account set, and tax group assigned to a vendor, but only to another vendor group, account set, or tax group that uses the same currency.

Changing the vendor group or account set

We do not recommend that you change the vendor group or account set assigned to a vendor record to which you have posted transactions.

If you do change the vendor group, you should be aware that the default choices for the new vendor group will replace existing choices in the vendor record, although you can edit the vendor record to change the new selections.

You may also need to correct statistics for the affected vendor groups. You can edit statistics only if you have selected the Allow Edit Of Statistics option in the Options form.

If you are changing the vendor's account set, check the vendor's account balances.

If the vendor account has outstanding amounts, you will need to transfer the control account balances to the new control accounts in the General Ledger after updating the vendor record with the new account set code; otherwise, you will have old balances that are never reconciled.

If you move vendors from one payables control account to another, check the unpaid balance of the vendor account. You will have to transfer that balance from the original control account to the new account.

Changing optional fields

If you use Sage 300 ERP Transaction Analysis and Optional Field Creator (available separately), you can use the Optional Fields setup form to define vendor optional fields, marking for automatic insertion the ones you want to use as defaults when you add new vendor records.

You can edit or delete the automatically inserted optional fields, and you can add different vendor optional fields for specific vendors. If an optional field uses validation, however, you can select only entries that are defined for the optional field in Common Services.

Using macros

If you need to make the same change to a number of vendor records, use Sage 300 ERP's macro facility, as described in the System Manager Help. For example, you can use a macro to change the default entries in optional fields.

Effects of changes

• You can move vendors from one group to another, but if you do, you will invalidate statistical comparisons between fiscal periods or between vendor groups (unless you update the vendor group statistics).

• You cannot make a vendor inactive if there is a balance owing. Once you make a record inactive, you cannot add any invoices, payments, or adjustments.

• You can enter invoices and payments for a vendor who is on hold, but the program will warn you of the vendor status.