Vendor locations

A vendor location record stores address information for a vendor. A vendor can have multiple vendor locations. You can associate a vendor contact with one vendor location.

Vendor locations are used on purchase orders, payments, and for reporting. You can specify a default vendor location for each of these uses.

Note

Vendor locations must be created before creating vendor contacts and before invoices can be input for a vendor.

Create a vendor location

You can create vendor locations from the Locations folder or from a vendor record on the Locations tab. The difference is that when you create a location from the vendor record, some of the fields will be prefilled for you.

Create a vendor location

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
Click . The New Location window opens.
Enter a unique Name for the vendor location. The name must be unique among other locations for the same vendor. You can use up to 30 characters..
Enter a Description of the vendor location. You can use up to 50 characters.
In the Vendor field, select the vendor associated with the location.
The Name Line field defaults to the vendor description. If the vendor name in the address should be different, enter the name to use. Two lines are provided for the name.
Enter address details for the vendor in the appropriate fields.
Enter a Phone and a Fax number for the vendor location.
Enter an Email address and a Web Site address for the vendor location.
In the Vendor Defaults section, mark checkboxes to indicate which, if any, of the items the vendor location should be used as the default location for. Your options include:
- Order
- Payment
- Reporting. Mark this checkbox if this vendor location should be used as the default location for 1099 reporting.
Save the new vendor location.

Combine vendor locations

In order to combine two or more vendor locations, the target vendor location and the source vendor location(s) must be associated with the same vendor.

To combine two or more vendor locations:

Combine vendor locations

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

To use filters to select the source location(s) to combine:

Right-click the Locations 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 location(s) to combine:

In the HD view, select the source location(s) to combine. You can use Ctrl and/or Shift selection to select multiple locations.
Click .

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

Delete a vendor location

Set up a vendor for EFT

Note

You must have "EFT" access to locations to set up EFT information for a vendor location.

Accounts Payable allows you to pay a vendor using electronic funds transfer (EFT) if the vendor authorizes you to do so.

Set up a USA vendor for EFT

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
In the HD view, locate and then double-click the vendor location to set up EFT payments for.
Select the EFT tab.
From the Account Type drop-down list, select the type of bank account the vendor has authorized payments to. Your options are:
- Checking
- Savings
In the ABA Routing field, enter the routing number for the vendor's bank.
In the Account field, enter the vendor's account number with the bank.
In the Nickname field, enter the nickname for the vendor's account. The nickname is optional, but can make it easier to identify the account versus recalling the account number especially when the vendor has multiple accounts with the same institution.
To send a prenote transaction before going live with EFT payments, leave the Prenote Date field blank. ActivityHD updates the date when you complete the prenote process.
Save your changes.

Set up a Canadian vendor for EFT

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
In the HD view, locate and then double-click the vendor location to set up EFT payments for.
Select the EFT tab.
From the Account Type drop-down list, select "EFT Canada".
In the Branch Number field, enter the five-digit code that identifies the bank branch. (The last digit typically indicates its geographical location.)
In the Bank Number field, enter the three-digit code that identifies the financial institution.

Note

A leading zero followed by the bank number and then by the branch number constitute the routing number.
In the Account field, enter the vendor's account number with the bank.
In the Nickname field, enter the nickname for the vendor's account. The nickname is optional, but can make it easier to identify the account versus recalling the account number especially when the vendor has multiple accounts with the same institution.
If the account has been prenoted, enter the Prenote Date.

Note

ActivityHD does not currently support generating prenotes for Canadian EFT.
Save your changes.

Generate prenotes for vendors

Note

You must have "Prenote" access to locations to generate prenotes for vendors.

The Generate Prenotes wizard creates an ACH file you submit to the bank to verify EFT information stored on vendor locations: ABA routing number, account number, and account type. No money is actually deposited into accounts. If your bank is able to process the prenote transactions successfully, no error is generated, and you can mark the vendor locations as successfully "prenoted".

Note

The Generate Prenotes wizard does not currently support Canadian EFT.

Generate prenotes for vendors

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
Start the Generate Prenotes wizard.
- To proof all eligible or a filtered subset of eligible vendor locations:
  1. Right-click the Locations folder and select Select and Generate Prenotes from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the invoices.
  3. Click Next >>.
- To prenote specifically selected vendor locations:
  1. In the HD view, select the vendor locations to include in the prenote process. You can use Ctrl and/or Shift selection to select multiple vendor locations.
  2. Click .
- To prenote a particular vendor location from the Location window:
  1. In the HD view, locate and double-click the vendor location to prenote. The Location window opens with the location loaded.
  2. Click .
In the Bank Account field, select the bank account from which funds for EFT payments will be drawn.
In the Prenote Reference field, enter a code to indicate any special handling needed for the entries in the prenote batch. The codes have no significance except to the originator and/or the ODFI.
In the Prenote Date field, enter the date to prenote the vendor bank accounts.
To prenote vendor bank accounts even if they've already been prenoted, mark the Include if Already Prenoted checkbox.
To allow ActivityHD to generate prenotes for vendors without an email address on their vendor payment locations, mark the Allow Blank Email Address checkbox.
To add the prenote file to an existing prenote file, mark the Append to Existing File checkbox.
The File ID Modifier field distinguishes multiple ACH files generated on the same day for the same participants. If this is the first or only ACH file you are generating today for the same participants, accept "A". Otherwise, enter a modifier (upper case A-Z or 0-9) to distinguish this file from other files generated today for the same participants.
In the ACH Filename field, enter the path and file name for the prenote file or click to browse to the location.
Click Next >>. ActivityHD generates the prenote file.
Click Next >>. ActivityHD prompts you to set up and run the prenote report.
On the Options tab, mark the Include Addresses checkbox if you want the report to include vendor addresses.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
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).

Click Next >>. ActivityHD prompts you to mark the vendor locations as prenoted.
Click Finish.

Location Labels

AP Vendor Location Labels

Purpose

Location Labels produces a list of vendor location addresses formatted for label printing.

Content

For each vendor location included, the labels show:

vendor name
vendor location address.

Print the report

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
Start the report set-up wizard.
- To create labels for all or a filtered subset of vendor locations:
  1. Right-click the Locations folder and select Select and Report > Location Labels from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To create labels for specifically selected vendor locations:
  1. In the HD view, select the vendor locations to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Location Labels from the drop-down menu.
- To create a label for a particular vendor location from the Location window:
  1. In the HD view, locate and double-click the vendor location you want to create a label for. The Location window opens with the vendor location loaded.
  2. Click and select Location Labels from the drop-down menu.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the labels by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
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:

Locations

Locations Listing

AP Vendor Locations Listing

Purpose

The Locations Listing provides a list of locations for the vendors tracked in Accounts Payable.

Content

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

vendor code
location code
location description
whether the location is flagged as obsolete
whether the location is the default order location
whether the location is the default payment location
whether the location is the default report location.

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

addresses
EFT information (ACH account type, ABA routing number, account number, account nickname)
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Vendors > Locations folder.
Start the report set-up wizard.
- To report on all or a filtered subset of vendor locations:
  1. Right-click the Locations folder and select Select and Report > Locations Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected vendor locations:
  1. In the HD view, select the vendor locations to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Locations Listing from the drop-down menu.
- To report on a particular vendor location from the Location window:
  1. In the HD view, locate and double-click the vendor location to report on. The Location window opens with the selected vendor location loaded.
  2. Click and select Locations Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Addresses
- EFT Information
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- 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:

Locations

Location Record ID

Name

A name for the vendor location that is unique among the locations for the vendor.

Description

A description of the vendor location.

Vendor

Select the vendor associated with the vendor location.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Location tab

Address

Name Line

The name to associate with the vendor location. The default name is the vendor description.

Address Line

The street address for the vendor location.

City, State, Zip

The city, state abbreviation, and Zip Code for the vendor location.

Country

The country for the vendor location.

Phone

The main phone number for the vendor location.

Fax

The fax number for the vendor location.

An email address for the vendor location.

Web Site

The URL of the website for this vendor location.

Vendor Defaults

Mark the checkbox for each function the location serves as the default vendor location for.

Order

Mark this checkbox to use the vendor location as the default location on purchase orders.

Payment

Mark this checkbox to use the vendor location as the default location for payments.

Reporting

Mark this checkbox to use the vendor location as the default location for 1099 reporting.

EFT tab

Account Type

From the drop-down list, select the type of bank account to use for EFT. Your options are:

Checking
Savings
EFT Canada

ACH Setup

ABA Routing

The routing number for the vendor's account with the bank.

Account

The vendor's account number with the bank.

Nickname

A nickname for the vendor's account.

Prenote Date

To send a prenote transaction before going live with EFT payments, leave the Prenote Date field blank. ActivityHD updates the date when you complete the prenote process. If you do not want to prenote the account, ensure that a date is entered.

EFT Canada Setup

Branch Number

The 5-digit code that identifies the bank branch.

Bank Number

The 3-digit code that identifies the financial institution.

Account

The vendor's account number with the bank.

Nickname

A nickname for the vendor's account.

Prenote Date

Note

ActivityHD does not currently support prenoting for EFT Canada.

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.

Data Links tab

See "Data Links".

Invoices tab

The AP Invoices pane shows the AP Invoices HD view filtered to show all invoices for the selected vendor location.

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

Payments tab

The Payments pane shows the Payments HD view filtered to show all payments for the selected vendor location.

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

Contacts tab

The Contacts pane shows the Contacts HD view filtered to show all contacts for the selected vendor location.

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

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected vendor location.

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

Changes tab(s)

This tab shows the history of changes to the current record or to some aspect of the current record.

Administrators can manage which changes are tracked by activating or inactivating change logs in the Administration > Setup > Change Logs folder.

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.

Extras\Accounts Payable\Import Vendor Locations.xls

Common accesses available on vendor locations

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

Special accesses available on vendor locations

Access	A user with this access can...
Combine	Combine vendor location records.
EFT	Process EFT payments.
Prenote	Generate prenotes for vendors' bank accounts.

The following built-in filters are available for vendor locations:

Filter Name	Effect
? Vendor	Prompts for a vendor and lists the vendor locations for the vendor.
Ready to Prenote	Lists vendor locations with a routing number and an email address that have a blank prenote date.

AccountingWare, LLC

6224 34th Street

Lubbock, TX 79407

806.687.8500 | 800.354.7152

Vendor locations

Create a vendor location

Combine vendor locations

Set up a USA vendor for EFT

Set up a Canadian vendor for EFT

Generate prenotes for vendors

AP Vendor Location Labels

Purpose

Content

Print the report

Data extensions

AP Vendor Locations Listing

Purpose

Content

Print the report

Data extensions

Location Record ID

Location tab

EFT tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Data Links tab

Invoices tab

Payments tab

Contacts tab

Notes tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Vendor locations security

Common accesses available on vendor locations

Special accesses available on vendor locations

Vendor location filters