Working with vendors

Managing Vendors

Vendors are the companies and people from whom you make purchases; for example your auto insurance provider, utility companies, and other suppliers.

For a video on managing vendors, click HERE.

Find a vendor

1. Click Vendors on the Accounts Payable Navigator or select Master Files > Vendor File / Vendor Pricing.
2. Enter your search criteria.
3. Press Enter or click Start Search.

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Add a vendor

1. Click Vendors on the Accounts Payable Navigator or select Master Files > Vendor File / Vendor Pricing.
2. Right-click in the results section and select Add.
3. Enter the requested information.
4. Click OK

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Vendor menu shortcuts

ServMan provides a button on many screens that allows quick and convenient access to frequently used functions. For vendors, the menu has the following options:

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Set vendor defaults and settings

You can set defaults on a vendor's account that will automatically populate on the new purchase orders, bills, and checks. These settings are found on the Vendor Setup and Purchasing Defaults tabs on the vendor's account.

Vendor Setup

This tab contains the following defaults:

• Account number: your account number with the vendor; will print in the memo field of the check if present
• Address: mailing address for the vendor; will print on the check if present
• Contact information: name, telephone and email address for two (2) contacts at the vendor's company
• Tax codes: tax codes that should be applied to purchases from this vendor
• Vendor type:  classification for the vendor; you can setup custom vendor types
• Is preferred vendor
• Inactive
• Hold payments
• 1099 type

Purchasing Defaults

This tab contains the following defaults:

• Default purchase account
• Tax ID number
• Payment terms
• Issue separate checks for each invoice (batch checks only)
• Is a bartering account

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Edit a vendor

1. Click Vendors on the Accounts Payable Navigator or select Master Files > Vendor File / Vendor Pricing.
2. Enter your search criteria.
3. Press Enter or click Start Search.
4. Right-click on the vendor and select Edit.
5. Update the information as needed.
6. Click OK

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Place a vendor on payment hold

A payment hold prevents bills from being paid through Batch Checks, but still allows Manual Checks to be written to the vendor.

1. Open the vendor's account.
2. Check the payment hold check box.
3. Click OK.

A payment hold remains in effect until the payment hold check box is unchecked.

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Setup a bartering relationship between a vendor and a client

Bartering allows you to use accounts payable for a vendor to reduce accounts receivable for a client. Before you can barter transactions, you must link the vendor and the client.

1. Open the vendor's account.
2. Select the Purchasing Default account.
3. Check the Is bartering account check box.
4. Enter or select the client account.
5. Click OK.

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Make a vendor inactive

1. Open the vendor's account.
2. Select the Setup tab.
3. Check the Inactive check box.

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Delete a vendor

Deleting a vendor account completely removes it from ServMan. If your business use historical reporting, you should change the vendor's status to inactive instead. Note: You cannot delete a vendor that has open accounts payable transactions.

1. Find the vendor.
2. Right-click on the vendor and select Delete.
3. Click OK.

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