Vendor Maintenance
Vendor Maintenance
Table of Contents
Vendor Maintenance .......................................................................................................................... 2
Vendor Maintenance Forwarding Information................................................................................. 12
Vendor Maintenance Notes.............................................................................................................. 14
Vendor Maintenance Subsidiary Vendor......................................................................................... 17
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Copyright © 2010-2011 by Kewill Inc.
Vendor Maintenance
Kewill Customs > Maintenance Tables > System Maintenances > Vendor Maintenance
Vendor Maintenance
Vendor Maintenance
Overview
Vendor Maintenance allows you to build and maintain your vendor account
information. In Kewill Customs, vendors include
Shipping Lines
Airlines
Truckers
US Customs
Consignees
Break Bulk agents
any A/P account that you will want to track or cut checks for.
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Vendor Maintenance
A lock-out feature is included in this table which is designed to prevent users
from changing critical billing data once any activity has been posted to a
Charge or G/L number for this vendor. In the Vendor file, no deletions or
changes can be made to the Vendor code if the code has been billed that day.
Page Access
Vendor Maintenance in Kewill Customs is accessed from the System
Maintenance drop-down menu at the top of the page:
Vendor
Page
Vendor
Maintenance
Page
Forwarding
Information
Page
Notes Page
Subsidiary
Vendor
Page
Purpose
This page defines the vendor account code, vendor account details and the payment
preferences for the vendor.
This page is accessed by clicking the Forwarding Information
button at the bottom of the Vendor Maintenance page. Forwarding Info pertains to
Airline Sales and Brokerage Receivables vendors.
This page is accessed by clicking the Notes
button at the bottom of the Vendor
Maintenance page. Vendor notes are displayed on the A/P Inquiry page, as well as,
printed on the A/P Aging Reports.
This page is accessed by clicking the Subsidiary Vendor
button at the
bottom of the Vendor Maintenance page. The Subsidiary Vendor feature allows you to
maintain a list of the subsidiary vendor codes that are linked to a master vendor. The
Subsidiary Vendor feature allows you to get an A/P balance for a vendor with multiple
locations (and vendor codes) when doing an A/P Inquiry as well as used in Check Entry.
Vendor Maintenance
page
The Vendor Maintenance page is made up of three parts:
1. The Search (top of the page)
2. The Results grid (center of the page)
3. The Edit section (bottom of the page)
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Vendor Maintenance
The Search
Step
Action
Comment
1
To do a vendor search, enter the
Vendor Code, the Vendor Name, City,
Country, State/Province code, or the
Other Computer Acct. No. in one of the
search fields.
The search can be done based on the
Vendor Code, the Vendor Name, City,
Country, State/Province code, and/or the
Other Computer Acct. No.
To see all Vendor records, leave the
search fields blank.
2
Click the Find
When you click on the Find button, the
results will display in the Results grid
below.
button.
Results Grid:
Results Grid
The Results grid shows the results of the search. You can scroll up and down
the list using the Scroll Bar at the right. To download the Results list to a CSV
formatted file (spreadsheet), click the Download
To add a new Vendor, click the Add
button.
icon.
To delete a Vendor record, highlight the Vendor information and click the
Delete
icon.
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Vendor Maintenance
When you highlight a record, the detail will display in the Edit area at the
bottom of the page.
Edit:
Field Name
Forwarding
Information
button
Notes button
Data Entry
Description
Click the Forwarding Information
button to display the Forwarding
Information page.
Forwarding Info pertains to Airline Sales
and Brokerage Receivables vendors.
When you click on the button, the page
will display.
Click the Notes button to display the
Vendor Notes page.
Vendor notes are displayed on the A/P
Inquiry page, as well as, printed on the
A/P Aging Reports. When you click on
the button, the page will display.
Example: These notes could include
payment notes or other specific
information concerning this vendor
account.
Subsidiary
Vendor
Click the Subsidiary Vendor button to
The Subsidiary Vendor feature allows you
to maintain a list of the subsidiary vendor
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Vendor Maintenance
Field Name
Data Entry
Description
button
display the Subsidiary Vendor page.
Vendor
Enter the vendor code.
Name
Enter the vendor name.
This is the vendor’s complete name and
will automatically display whenever you
enter the vendor code to verify that you
have entered the correct code.
Contact
Enter the contact name.
This is the “Attention to” party. It will print
on checks sent to these vendors.
Enter the vendor’s mailing address,
including the street address, state or
Canadian province code, country code,
and postal code (zip code).
This is the vendor’s mailing address,
where checks will be sent.
Address 1
Address 2
codes that are linked to a master vendor.
The Subsidiary Vendor feature allows you
to get an A/P balance for a vendor with
multiple locations (and vendor codes)
when doing an A/P Inquiry as well as
used in Check Entry. When you click on
the button, the page will display.
This code is used to identify your vendor
accounts throughout the Alliance system.
When the vendor code is entered, default
Note: You may want to format the
information that has been entered into
Vendor Code in either of the following
Vendor Maintenance will display on the
ways to make it easier to remember:
screen, so that you do not have to
1. Use the first two digits of the first
constantly enter information pertaining to
name and the first three digits of the
the customer over and over again.
last name.
2. Use the first three digits of the first
name and the first two digits of the
last name.
•
The state code entered must be a
valid state code in State/Zip Code file.
•
The country code must be a valid
code in the Country file.
•
If this is a US address, the system will
verify the number entered in the Zip
field to make certain it falls within the
range of valid zip code number for the
particular state code entered.
City
Country
State/Prov
Zip
Phone
Fax
Permanent
Vendor
Enter the vendor’s phone number.
This is the vendor’s phone number.
Enter the vendor’s fax number.
This is the vendor’s fax number.
Select one of the following from the
drop-down list:
This field will be set to Temporary if the
Vendor was imported from an external
system. Use the Temporary Vendor List
to display all Vendors identified as
•
No = This is not a permanent
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Vendor Maintenance
Field Name
Data Entry
Description
vendor.
•
•
Type
Bank No.
temporary.
For any Temporary vendor, you should
review the vendor information and change
Temporary = indicates that this is a the Temporary status to Yes in order to
remove the vendor from the Temporary
temporary vendor. All vendors
Vendor List.
imported from an external system
will automatically be set up as
Temporary. If this is the case, you
should change Temporary to Yes
when you have completed and
reviewed the Vendor information for
accuracy.
Yes = This is a permanent vendor.
Enter a vendor type code.
This vendor type code can by used to
organize your Vendor file. Listings can be
printed and sorted by Vendor Type. One
This field is optional, but allows you to
set up a system to organize your vendor possible way to use this field would be to
code your air and ocean vendors with
accounts into meaningful groups for
distinct vendor type codes, then you could
printing and analysis purposes.
separate vendor lists for air vendors and
for ocean vendors.
Enter the bank number. This number
must be a valid number in the Bank
Number file.
This is the bank number for the bank from
which this vendor will be paid.
When you enter the number, the bank
name will display in the field to the right.
Verify that it is the correct bank.
Note: This field is only a required field if
the Bank Required checkbox in A/P
Control File Maintenance is checked.
Otherwise, you can skip this field if you
need to.
Master/Subsidiary Select one of the following from the
drop-down list:
Master = Master account
Subsidiary = Subsidiary account
Neither = Use this option if you do not
use the Subsidiary Account Feature.
Broker IRS on
Check
Click on this checkbox if the broker's
IRS No (from Broker Control) should
This field indicates whether this vendor is
a Master or Subsidiary account, or
Neither. You must code your vendors as
Master or Subsidiary vendors in order to
use the Subsidiary Account Feature,
which allows you to link multiple
subsidiary vendors to a master vendor so
that you can have access to the
subsidiary account’s information while
viewing the master account when doing
an inquiry or printing A/P reports for the
master vendor account as well as Check
Entry.
This checkbox allows you to determine
whether the broker's IRS No (from Broker
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Vendor Maintenance
Field Name
Data Entry
Description
print on all checks prepared for this
vendor.
Control) should print on all checks
prepared for this vendor.
Leave the checkbox blank if you do not
want the Broker’s IRS number to print
on checks.
ACH Processing
Click the checkbox if this vendor will be
used with electronic ACH processing.
This field is used to indicate if this vendor
is set up for electronic ACH payments.
Note: If your system is not set up for Bank
ACH payments, this checkbox cannot be
accessed.
Routing No
Enter the vendor’s bank’s routing
number.
Check Digit
Enter the check digit.
Account No
Enter the bank account number.
This is the vendor’s bank account number
to be used for electronic direct payments.
Account Name
Enter the name on the vendor’s bank
account.
This is the bank account name.
Make Payments
Click this checkbox to allow checks to
be processed for this vendor account.
This field prevents the system from
producing checks for this vendor. In
effect, it can be used to put a “stop
payment” on all items for this vendor.
Leave the checkbox blank to prevent
checks from being produced for this
vendor.
Multi Check
Click this checkbox to print separate
checks for each item being paid to this
vendor.
Leave the checkbox blank to produce a
single check to pay several invoices
from this vendor.
Payment Days
Enter the number of days for payment
for this vendor.
This is the bank routing number, for
electronic direct payments.
This field allows you to set up this vendor
to receive a single check for multiple
payable items or to produce separate
checks for each item being paid.
Note: Leave the checkbox blank for your
U.S. Customs vendor. This will allow you
to create one check to pay the duty for
several shipments. Note that the line
items will not be consolidated as a single
line item on the check stub unless you
check the Consolidate Stub checkbox.
This is the number of days after the
invoice date that you would like to pay
invoices to this vendor. This field lets the
system determine a “pay date” for each
invoice that comes through the system.
You may use this pay date in conjunction
with Check Scheduling by Pay Date as
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Vendor Maintenance
Field Name
Data Entry
Description
well as other A/P and cash flow analysis
reports.
CTPAT
Click this checkbox this if the vendor is
CTPAT
CTPAT = Customs Trade Partnership
Against Terrorism.
Leave the checkbox blank if the vendor
is not CTPAT.
This is an informational flag only, helping
brokers to keep track of which of their
Vendors are CTPAT.
Consolidate Stub Click this checkbox to combine
payments for two or more files and list
them as a single item on the check
stub.
This option allows you to combine the
payments for two or more files with the
same Vendor and Vendor Invoice Number
and list them as a single item on the
check stub.
Leave the checkbox blank to list items
separately on the check stub.
Print Vendor
References
Check this checkbox to print the vendor
reference on the Invoice.
Leave the checkbox blank to not print
the vendor reference on the Invoice.
Allow Entry
Check this checkbox if this vendor can
be used in Billing.
Leave the checkbox blank if this vendor
cannot be used in Billing.
Suppress Vendor Click on this checkbox to prevent any
Reference Default default to display in the Vendor
Reference field on the Billing screen
and making it a mandatory field.
Assoc Cust No
This field is used to indicate if the Vendor
Reference should print on the billing
invoice for this vendor.
Requirement: In order to print the Vendor
Reference, the Print Vendor Reference
must be checked in the Vendor,
Customer, and Charge Maintenances for
the codes involved.
This feature allows you to control whether
or not a vendor can be entered in Billing.
The default value is that the vendor CAN
be used in Billing. If the vendor code
should not be entered in Billing, leave the
checkbox empty.
If the switch is not set, the vendor
reference number will default on the
Billing page and the Vendor Reference
field will not be mandatory.
Leave the checkbox blank to default the
vendor reference number on the Billing
page and leaving filling the Vendor
Reference field optional.
If this switch is checked, then the Billing
page will not allow the Vendor Reference
number to default. You will be required to
enter a vendor reference number; the field
is mandatory. If no vendor reference
number is entered, the user will get an
error message telling them that a vendor
reference must be entered.
Enter the customer code for this
vendor’s associated customer code.
This is the vendor’s associated customer
code. If you have a vendor who is also a
customer, you may want to enter the
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Vendor Maintenance
Field Name
Data Entry
Description
customer code in this field. By doing so,
the system will allow you to access the
A/R balance of the customer when you
run an Accounts Payable Inquiry. The
A/R balance for the associated customer
code will also print in the Aging
categories.
Doing Business
As
If the vendor does business under a
different name, enter the DBA name.
This is the Does-Business-As (DBA)
name.
IRS No.
Enter the IRS number associated with
this vendor. You may enter up to
twelve (12) characters.
This is the IRS number associated with
the vendor. The IRS number must be a
valid one in the Importer Bond file. The
valid Importer Bond number formats are
as follows:
(1) IRS Number: NN-NNNNNNXX
(2) Social Security: NNN-NNN-NNNN
where N=Number, X=Letters or Numbers
(3) Customs Assigned Number Format:
YYDDPP-NNNNN where YY=last two
digits of the calendar year when the
number is assigned. DDPP=District/Port
where the number is assigned and
NNNNN=a sequential number assigned
by Customs.
Other Computer
Acct. No.
Enter any Other Computer Account
Number associated with this vendor.
This field is used to store the account
number used when synchronizing vendor
and billing data with an external
accounting system, like SAGE/ACCPAC.
Currency
Select the currency in which payment
should be made for this vendor. The
default value is USD.
This is the currency in which payment
should be made for this vendor.
1099 Required
Click the checkbox to indicate that a
1099 form is required for the Vendor.
This field is used to indicate whether a
1099 form is required for the Vendor. In
order to print a 1099 form, this checkbox
must be checked.
Leave the checkbox empty to indicate
that a 1099 form should not be printed
for the vendor.
Informational
Fields
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Vendor Maintenance
Field Name
Paid MTD
Paid YTD
Data Entry
Description
No data entry is allowed in these
informational fields.
The fields show the number of checks
paid month-to-date and year-to-date, the
date the last check was printed, and the
vendor balance.
No data entry allowed.
This information indicates who added or
modified this particular record, as well as
the date and time it was last modified.
Last Check
Balance
Modified By
Modified
Date/Time
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Vendor Maintenance
Kewill Customs > Maintenance Tables > System Maintenances > Vendor Maintenance >
Forwarding Information
Vendor Maintenance Forwarding Information
Forwarding Information
Overview
Page Access
Forwarding Information pop-up pertains to Airline Sales and Brokerage
Receivables vendors. If you are not building a record for an air or ocean
carrier participating in Airline Sales or Brokerage Receivable activities, you
may skip this page.
The Forwarding Information pop-up is displayed by clicking the Forwarding
Info
page.
Procedures
Field Name
Ocean Cust. No.
button at the bottom of the Vendor Maintenance
The table below describes the fields on the Forwarding Information pop-up.
Data Entry
Description
Enter the customer code associated
with this vendor.
Commission Rate Enter the brokerage commission rate
This field is a required field if you process
Brokerage Receivable files. All B/R
vendors must also be in the Customer
table, although it is not necessary to use
the same code in both. If you do not have
the Brokerage Receivable System or this
is not a B/R vendor, you can skip the field.
This is the brokerage commission rate for
this Brokerage Receivable vendor. It will
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Field Name
Data Entry
Description
for this vendor.
Valid For Export
Airline Sales
default on the Billing and Brokerage
Receivable screens when this vendor is
entered.
Click this checkbox if the vendor is valid This field will prevent anyone from
for use in Forwarding product.
entering a vendor code in Forwarding that
should not be entered.
Leave the checkbox empty if the vendor
is “invalid” for the Forwarding product.
Click this checkbox if the vendor is a
CASS Airline Sales vendor.
This field is for Airline Sales vendors. It
identifies whether a vendor will be allowed
in the Airline Sales System.
Leave the checkbox empty if the vendor
is not an Airline Sales vendor.
Master Loader
Click this checkbox if the vendor is a
master loader.
This field is for Freight Forwarding and
indicates the vendor is designated as a
valid master loader.
Leave the checkbox empty if the vendor
is not a master loader.
Brokerage A/R
Click this checkbox if the vendor is valid This field indicates if this is a Brokerage
for use as a Brokerage Receivable
Receivable vendor or not.
vendor.
Leave the checkbox empty if the vendor
is not a B/R vendor.
Brokerage Invoice Click this checkbox if a Brokerage
Invoice will be printed for this vendor.
Leave the checkbox empty if a
Brokerage Invoice will not be printed for
this vendor.
OK button
Click the OK button when you are done
with the pop-up page.
If you are using the Brokerage Receivable
System, click on the checkbox if you want
a brokerage invoice to print for this
vendor.
When you click on OK button any new or
modified data is saved and the pop-up
closes, returning you to the Vendor
Maintenance page.
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Vendor Maintenance
Kewill Customs > Maintenance Tables > System Maintenances > Vendor Maintenance > Notes
Vendor Maintenance Notes
Payment Notes Maintenance
Overview
Page Access
The Payment Notes Maintenance page allows you to enter notes specific to
a vendor account. These notes will display in A/P Inquiry and on the A/P Aging
reports.
The Payment Notes Maintenance page is displayed by clicking the Notes
button at the bottom of the Vendor Maintenance page.
Payment Notes
The Payment Notes Maintenance page is made up of three parts:
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Vendor Maintenance
Maintenance page
4. The Search (top of the page)
5. The Results grid (center of the page)
6. The Edit section (bottom of the page)
The Search
Step
1
2
Action
Comment
To do a Payment Notes search, enter
the range of dates the notes were
updated, or leave the search fields
blank to see all notes for the vendor.
Click the Find
The Search can be done based on the
date the notes were updated or you can
look up all notes by leaving the search
field blank.
When you click on the Find button, the
results will display in the Results grid
below.
button.
Results Grid:
Results Grid
The Results grid shows the results of the search. You can scroll up and down
the list using the Scroll Bar at the right. To download the Results list to a CSV
formatted file (spreadsheet), click the Download
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button.
Vendor Maintenance
To add a new Payment Notes, click the Add
icon.
To delete a Payment Notes record, highlight the Payment Notes information
and click the Delete
icon.
When you highlight a record, the detail will display in the Edit area at the
bottom of the page.
Edit:
Field Name
Vendor
Date Updated
Data Entry
Description
The vendor code will automatically
default into this field.
This is the vendor code associated with
these notes and will default from the
previous Vendor Maintenance page.
No data enty allowed.
These fields are updated automatically by
the system when a change is made to the
notes.
Note: The notes that are added will
display in reverse order, with the most
current notes first, followed by older
notes.
Note Cust
Enter the text of the vendor notes for
this vendor.
Any vendor notes you enter for this
vendor will display in the A/P Inquiry
program, as well as, will print on the A/P
Aging Reports.
Example: You could include payment
notes or other specific information
concerning this vendor account.
Confidential
Click on the Confidential checkbox to
indicate these vendor notes are
confidential.
Leave the checkbox empty to indicate
the vendor notes are not confidential,
e.g., all users will have access to these
notes.
This field allows you to keep the notes
confidential, e.g., remote users who do
not have the access privilege cannot view
these notes.
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Vendor Maintenance
Kewill Customs > Maintenance Tables > System Maintenances > Vendor Maintenance >
Subsidiary Vendor
Vendor Maintenance Subsidiary Vendor
Subsidiary Vendor Maintenance
Overview
The Subsidiary Vendor Maintenance page allows you to build and maintain
a list of subsidiary vendor codes that are linked to a master vendor. The
Subsidiary Vendor feature allows you to get an A/P balance for a vendor with
multiple locations (and vendor codes) when doing an A/P Inquiry as well as
used in Check Entry.
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Vendor Maintenance
Page Access
The Subsidiary Vendor Maintenance page is displayed by clicking the
Subsidiary Vendor
Maintenance page.
Maintenance page
button at the bottom of the Vendor
The Subsidiary Vendor Maintenance page is made up of three parts:
7. The Search (top of the page)
8. The Results grid (center of the page)
9. The Edit section (bottom of the page)
The Search
Step
Action
1
To do a Subsidiary Vendor search,
enter the Subsidiary Account number,
or leave the search field blank to see all
subsidiary vendor accounts for the
vendor.
2
Click the Find
Comment
The Search can be done based on the
Subsidiary account number or you can
look up all records by leaving the search
field blank.
When you click on the Find button, the
results will display in the Results grid
below.
button.
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Vendor Maintenance
Results Grid:
Results Grid
The Results grid shows the results of the search. You can scroll up and down
the list using the Scroll Bar at the right. To download the Results list to a CSV
formatted file (spreadsheet), click the Download
button.
To add a new Subsidiary Vendor, click the Add
icon.
To delete a Subsidiary Vendor record, highlight the Subsidiary Vendor
information and click the Delete
icon.
When you highlight a record, the detail will display in the Edit area at the
bottom of the page.
Edit:
Field Name
Vendor
Subsidiary
Account No
Data Entry
Description
The vendor code will automatically
default into this field.
This is the vendor code associated with
this record.
Enter subsidiary vendor codes.
These are the subsidiary vendor or list of
subsidiary vendors associated with this
master vendor account.
By linking these subsidiary vendor codes,
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Vendor Maintenance
Field Name
Data Entry
Description
you allow these records to be accessed
from the master vendor account in A/P
Inquiry and when printing A/P reports and
in Check Entry.
Date Updated
No data entry allowed.
These fields will be updated automatically
by the system when a change is made to
the subsidiary vendor records.
Time Updated
Modified By
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[Last revision date: 03/01/11]
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