Vendor classes

Vendor classes categorize vendors for payment and reporting purposes. Vendor classes typically group vendors by their function (supplies, utilities, repairs, etc.) or by the type of merchandise or service purchased from them (paint, hardware, consulting, etc.). ActivityHD prompts you for a vendor class when you create a new vendor.

Create a vendor class

Combine vendor classes

In the Navigation pane, highlight the Accounts Payable > Setup > Classes folder.
Start the Combine wizard using one of the following methods:

To use filters to select the source class(es) to combine:

Right-click the Classes folder and select Select and Combine from the shortcut menu.
On the Selection tab, define any filters to apply to the data.

To hand-select the source class(es) to combine:

In the HD view, select the source class(es) to combine. You can use Ctrl and/or Shift to select multiple classes.
Click .

On the Combine tab in the Combine Into field, select the target class.
Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected classes.
Click Yes.
When the process is complete, click Finish.

Delete a vendor class

Classes Listing

Purpose

The Classes Listing provides a list of the vendor classes defined in Accounts Payable.

Content

For each vendor class included on the report, the listing shows:

description.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Setup > Classes folder.
Start the report set-up wizard.
- To report on all or a filtered subset of vendor classes:
  1. Right-click the Classes folder and select Select and Report > Classes Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected vendor classes:
  1. In the HD view, select the vendor classes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular vendor class from the Class window:
  1. In the HD view, locate and double-click the vendor class to report on. The Class window opens with the vendor class loaded.
  2. Click .
Select the Options tab.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Classes

Class Record ID

Name

A unique name for the vendor class.

Class tab

Description

A description of the vendor class.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Vendors tab

The Vendors pane shows the Vendors HD view filtered to show all vendors that belong to the selected vendor class.

Double-click a row in the pane to drill down to its record in the Vendor window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on vendor classes

Access	A user with this access can...
Change	Use the mass change action on vendor classes.
Change Logs
Custom Fields	Create and edit custom fields for vendor classes.
Data	Have read-only access to vendor classes from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete vendor classes.
Edit	Edit vendor class records.
Export	Export vendor class records from ActivityHD.
Import	Import vendor class records into ActivityHD.
New	Create new vendor class records.
Read	Have read-only access to vendor class records.
Report	Run reports with vendor class information.
Report Designs	Create and edit report designs with vendor class information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to vendor classes.
Shared Filters	Create and edit shared filters on vendor classes.
Visible	View the Classes folder in the Navigation pane.

Special accesses available on vendor classes

Access	A user with this access can...
Combine	Combine vendor classes.

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