Add, Edit, or Delete a Vendor

Sage 300 ERP

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Add, Edit, or Delete a Vendor

Overview

You can change the information in a vendor record at any time, with the following restrictions:

  • If you have unpaid posted transactions for the vendor, you can change the tax group assigned to a vendor only to another tax group that uses the same currency.
  • You cannot delete a vendor record, or set it inactive, if it has unposted transactions.
  • You cannot change the vendor number.

    To assign a different number to a vendor account, you must:

    • Create a new vendor record.
    • Post transactions to reduce the balance in the old vendor account to zero and transfer outstanding and historical invoice and payment information from the old account to the new account, vendor group, and national account, if any.
    • Delete the old vendor record.
  • You must include a name in each vendor record.
  • You can change the vendor name at any time.
  • You cannot change to a vendor group that has Inactive status.
  • If you plan to edit vendor statistics, you must first select the Allow Edit Of (vendor) Statistics option in the A/P Options form.

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

If you do change the account set, you may need to post adjustments to your general ledger for transactions such as invoices that were posted to the original account set and payments to the invoices that were posted to the new account set.

If you change the vendor group, Accounts Payable preserves the existing entries in the vendor record. It does not overwrite any other fields. If you also change the account set, statistics for the affected vendor groups will no longer balance. You can edit the statistics to correct the information, but it can be a difficult task.

Before you start

Before adding a new vendor

  • Decide on the vendor number.
  • Decide on the vendor group, account set,  terms code, payment code, distribution code, optional fields, and tax group to assign to the vendor.

    vendor groups provide default entries for new vendor records, and can be used as selection and sorting criteria on various reports. You must assign a vendor group to every vendor record before you can add the record.

    If you use multicurrency, you assign an account set that uses the vendor’s currency.

  • If you use multicurrency accounting, determine the rate type to use if the vendor does not use the functional currency.

Before deleting a vendor record

  • You cannot delete a vendor record, or set it inactive, if it has unposted transactions.

Before editing a vendor record

  • You cannot change the vendor number.

    To assign a different number to a vendor account, you must:

    • Create a new vendor record.
    • Post transactions to reduce the balance in the old vendor account to zero and transfer outstanding and historical invoice and payment information from the old account to the new account, vendor group, and national account, if any.
    • Delete the old vendor record.
  • You can change the vendor name at any time, but you must include a name in each vendor record.
  • You can change the information in a vendor record at any time.

  • We recommend that you do not change the vendor group or account set assigned to a vendor record to which you have posted transactions. If you make the change, you may need to post adjustments to your general ledger for transactions such as invoices that were posted to the original account set and payments to the invoices that were posted to the new account set.

    If you change the vendor group, Accounts Payable preserves the existing entries in the vendor record. It does not overwrite any other fields.

  • If you change the account set, statistics for the affected vendor groups will no longer balance. You can edit the statistics to correct the information, but it can be a difficult task.
  • If you have unpaid posted transactions for the vendor, you can change the tax group assigned to a vendor only to another tax group that uses the same currency.
  • You cannot change to a vendor group that has Inactive status.
  • If you plan to edit vendor statistics, you must first select the Allow Edit Of (vendor) Statistics option in the A/P Options form.

To add a new vendor:

  1. Open Accounts Payable > A/P Vendors > Vendors.

    Click here for help on the fields on the Vendors form.

  2. Click the New () icon beside the Vendor Number field.
  3. In the Vendor Number field, type the code for the new vendor.
  4. Complete the fields on the vendor record.
  5. Click Add to add the new vendor.
  6. If you want to add another record:
    1. Repeat steps 2 through 4 to enter information for the new record.
      • If you want to reuse the information you entered for the previous group, simply type the code for the new vendor group in the Group Code field, then press the Tab key.
      • If you want to add vendor group that uses information from another vendor record, display the record you want to copy, type the new vendor group code, and then press the Tab key.
    2. Enter any changes you need, then click Add to add the new group.

To edit or view an existing vendor record:

  1. Open Accounts Payable > A/P Vendors > Vendors.
  2. Use the Vendor Number field to display the record you want to edit.

    Type the code, select the code from the Finder, or use the navigation buttons to display the code you need.

  3. Make the changes you need in the record.
  4. When finished, click Save to record your changes.

To delete a vendor record:

  1. Open Accounts Payable > A/P Vendors > Vendors.
  2. Type the code for the vendor you want to delete, select it from the Finder, or use the navigation buttons to display the code you need.
  3. Click the Delete button.
  4. If you see a message asking you to confirm that you want to delete the record, click Yes.
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