Vendor File Inquiry | PowerSchool Atrieve

The Vendor File Inquiry provides instant vendor statistics for the year specified along with all the supporting detail records. These detail records include invoices, purchase orders and cheques. Options are available to inquire on these items using selection criteria (i.e. paid, unpaid, all). This inquiry provides efficient access to all data related to vendors. Report options also exist to allow details to be printed. You can also toggle details such as invoices or PO's in ascending or descending order, based on the transaction date.

To inquire on a vendor, enter the vendor number or use Lookup to search for the vendor. Once you have selected your vendor, you will be presented with a list of valid years of vendor history on file. The default will be your year in the Master Profile. <Enter> to select the current year or another year using your UP/DOWN arrows.

Begin Hidden Text: The symbol TSC$VEND_SECURE:==ON can be used to prevent a user from viewing the tax registration #, bank #, bank transit #, bank account #. The text 'restricted' will display in these 4 fields. To remove the restrictions the symbol can be removed or ser to TSC$VEND_SECURE:==OFF. End Hidden Text

Vendor security is also available to limit the information that can be viewed by a user within the vendor, invoice and PO inquiries. Contact TSC for setup information.

Note: To exit this inquiry at any point and return to the menu use the <F10> or <F1>E key.

Once Vendor and year has been selected, the following is presented

The following information is displayed on the summary screen:

Creation Date

This represents the date that this vendor was added to the vendor file.

Last Activity Date

This date represents the last time that activity took place against this vendor, (i.e., invoicing, purchasing).

Note: The vendor file purge will use the last activity date to determine whether the vendor should be purged from the vendor file.

Type Code/Class Code

The vendors type code and vendor class code will be displayed.

Phone #/Fax #/Email

The vendors phone number, fax number and email address will be displayed.

*Notes: *

This will appear on the screen if this vendor has information in the Notes field which has been activated to warn the entry clerks when using this vendor.

Orders

This field is the total of all PO's for this vendor for the year specified.

O/S Orders

This field is the total of all outstanding purchase orders for this vendor.

Opening Balance

The opening balance will be displayed for the year specified.

Invoices

This field is the total of all invoices for this vendor for the year specified.

Payments

This field is the total of all payments made to this vendor for the year specified.

Balance

This field is the total of all invoices less all payments to the vendor for all years on the vendor file.

Charged To/Charged From

If the Secondary Vendor option has been activated the amount charged to or charged from this vendor will be displayed.

The options at the bottom of the screen can be accessed by pressing the bolded letter or position the highlighted bar over the option and <Enter>.

Cancel	Click Cancel or <Enter> to quit and exit the vendor menu.
Details	Click Details for vendor details.
Extended	Click Extended to view the extended information on this vendor.
History	Click History ' for history on this vendor. The amount of history displayed will depend on the years set up in the Master Profile under option #03. If your base year is set to 1989 and your current year is set to YYYY, the history for this vendor will start at year 1989 and end at year YYYY.
Year	Click the modify icon on the Y ear to change the year for this inquiry.
Pay to	Click Pay To is entered and this is a 'Pay To' vendor, a box will appear in the right hand corner of the screen listing all vendor numbers who pay to the vendor. To see vendor information for the pay 'to vendor' use the arrows to highlight the vendor you wish to see then press <Enter>.

If Details is selected, the following options will appear:

Cancel	Click Cancel to go back to the vendor summary screen.
Orders	Click Orders if you wish to see purchase orders. A report can be produced for the transaction details
Invoices	Click Invoices if you wish to see invoices. A report can be produced for the transaction details.
Cheques	Click Cheques to display the cheque for this record. A report can be produced for the transaction details.
Back	Click Back to return to the previous page.
Contacts	Click Contacts to display telephone, fax and email address contacts. A report can be produced for the contact details.
P-Card	Click P-Card to show payments to purchasing cards.

If Orders is selected, the following options appear:

Cancel	Click Cancel to go back to the previous screen (orders, invoices, cheques or secondary vendor).
All	Click All to see all PO's against this vendor.
Invoiced	Click Invoiced to see PO's which have been invoiced against.
Uninvoiced	Click Uninvoiced to see PO's which have not been invoiced against.

If Invoices is selected, the following options appear:

Cancel	Click Cancel to go back to the previous screen (orders, invoices, cheques or secondary vendor).
All	Click All to see all invoices.
Paid	Click Paid to see paid invoices only.
Unpaid	Click Unpaid to see unpaid invoices only.
Date	Click Date to enter a start date for the invoice you wish to inquire on. After entering this date, you must select All, Paid or Unpaid Invoices.
Name	This option only appears for miscellaneous vendors. If this option is chosen, you must enter part of the name you are searching for and then select All, Paid or Unpaid invoices.

If Cheques is selected, the following will appear:

Cancel	Click Cancel to go back to the previous screen (orders, invoices, cheques or secondary vendor).
All	Click All to see all cheques.
Returned	Click to see returned cheques only.
Outstanding	Click Outstanding to see outstanding cheques only.

If Secondary payments is selected, the following will appear:

Cancel	Click Cancel' to go back to the previous screen (orders, invoices, cheques or secondary vendor).
Payments To	Click Payments to view the payments made to the vendor.
Payments From	Click Payments from to view the payments made from the vendor to other vendors.

Note: Use the <UP> <DOWN> arrows to place the highlighted bar on the record to inquire on and <Enter>. If any option is unavailable due to your selection criteria, the message 'option not available from this detail screen' will appear.

If contacts is selected, the following will appear:

Cancel	Click Cancel to go back to the previous screen (orders, invoices, cheques or secondary vendor).
Telephone	Click Telephone to view telephone numbers. This is the default option that displays when the contacts options is selected.
Fax	Click Fax to view fax numbers.
Email	Click Email to view email addresses.
Back	Click Back to return to the previous page

Note: To export all transaction to Excel Vendor Inquiry>enter vendor number> Details>Invoices>All >EXCEL. You can export paid or unpaid.

Note: The Contact categories Default, A/P, Purchasing and Sales are system-defined and used within the atrieveERP products. All other Contact categories are user defined and are for inquiry use only.