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How to get to Maintain Vendors: Click on Accounts Payable, then Maintain Vendors.
The Maintain Vendors screen is used to set up vendor information; such as contact, discount, voucher generation and general ledger accounts.
How To Find an Existing Vendor (created by the QuickBooks Import or manually):

• Click on the white lookup button (highlighted in the above example).

• Select an option from the Lookup Vendor By field. Enter key letters or numbers in the Search Criteria field (leave blank to pull up all) and click the Submit button.
• Click on the vendor you need. The vendor's Code will be pulled into the Vendor # field. Click the Tab key on the keyboard to bring in the information for that vendor.

How to pull up a vendor by entering the Vendor Code:

• In the Vendor Code field, enter a vendor code. It can be up to 6 characters long and should include the first six characters of the vendor’s name. To look up an existing vendor, click on the button next to the Vendor Code field. To add a new vendor, type in the vendor code. A screen will pop up that says, "Record does not exist! Click OK to add." Click OK.
• The Names tab should already be displayed. If not, click on it to bring it up. Under this tab you can fill in all of your vendor information.
• After you enter vendor information, click on the Default Info tab.

• Type the discount percentage in the Discount % field. This is the discount you will receive for paying the invoice before a specified date.
• In the Days For Disc field, enter the amount of days that you have to pay the invoice in order to receive the discount.
• Press the Tab or Enter key to get to the Days Net Due field. This is where you input the amount of days that you have to pay the invoice.
• The Days For Late Charge field is where you input the day the invoice would be late.
• In the Day of Month For Disc field, enter the day of the month the invoice must be paid by in order to receive a discount.
• YTD Discounts is automatically filled in once the vendor becomes active.
• If a sub-contractor was used click the Sub-Contractor box.
• An e-mail address for the vendor can be entered in the E-Mail Address field.
• The Federal ID field will allow you to print a federal ID on the 1099.
• Click on the Auto Voucher box if you would like an auto voucher to be created every time you receive a purchase order.
• When the Do Not Void Checks box is checked, it will tag this vendor to only print out ONE check when printing a check in A/P for many vouchers at one time. If this box is NOT checked and a check is printed for this vendor with more than 12 vouchers attached, the system will use as many check stubs as needed for the vouchers, which will void those checks.
• Any additional comments can be added in the Comments box.
• Click on the General Ledger tab. This screen allows you to enter the default accounts for your vendors.

• The Default Expense account will be used if an account number is entered there; when Default Expense is blank, the Inventory account will be used.

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