Create Vendor Files

Note: The term ``Vendors'', as used in BBAP, includes all those from whom you make purchases, receive invoices, and/or to whom you owe money. i.e., a ``Vendor'' is anyone to whom you will be writing a check in payment of some kind of obligation. Before you can enter invoices into the database or make payments for those invoices you must have the vendor's name on file. (Note: For purposes of the program the term ``vendors'' is a catch-all term that can include not only those from whom you make purchases but also anyone else to whom you owe money and will make payments by check - whether the check is payment for an invoice or for some other purpose - even such things as mortgages, rent, etc.) You may set up a file for any and all vendors if you wish. However, if you only want to write an occasional check (e.g. a one-time payment) to a vendor, and you do not store invoices in the Invoice Database for that vendor, it is not necessary to create a vendor file for that vendor. BBAP provides a separate function for occasional checks, ``Write Checks -> Write Occasional Checks''. You do not have to create a vendor file for these occasional or one-time checks. The vendor Database should contain only those to whom you either make payments more than once â or, those from whom you receive a bill or invoice with a time for payment at some future date and you want to include the amount of that debt in the calculations for future cash needs. To add a vendor to the Vendor Database;

Select:

Vendor Files -> Vendor Maint -> Create New Vendor

Figure: Vendor Maintenance Window

1. Assign a unique code for each vendor. Each vendor code must be unique. (Tip: You can simply abbreviate the vendor's name or, if you have several vendors with the same or similar names, an easy-to-remember code is the first few letters of the vendor name followed by the first few digits of the vendors street address.) When you need to use a vendor code but don't know that code you can always double click on the vendor code entry box and see the complete list of vendors. You can also search the vendor Database by any part of the vendor name.
2. When the vendor screen appears enter the relevant data. After you have entered a unique code for the vendor the only box required to be completed is the Vendor Name. If you intend to mail checks to this vendor you should also complete the address boxes since these are automatically printed on checks paid to this vendor. History boxes are provided to show the total amount of purchases from each vendor, the current balance, amounts overdue, average payment times, and largest amount of any purchase from the vendor. You may not enter amounts into these history boxes. The history boxes are automatically maintained by the program as you continue to do business with the vendor. Click SAVE to save the data.