Vendor Information
Select Vendors from the View menu to open the Vendor Information screen.
The Vendor Information screen lets you view and maintain information about vendors. Vendors should include anyone to whom you will be writing checks, other than the clients themselves. Transactions can be paid directly to clients
so the clients do not need to be entered as vendors.
Use the Select Vendor drop down list to find the record for an existing vendor.
The Filter Vendors options allow you to see active, inactive or all vendors. To view all vendors (active and inactive), click the All option.
By default, vendors are sorted alphabetically by name. To change the sort, click in the field you wish to sort on and select the Ascending or Descending option from the Filter/Sort menu.
To add a vendor, click the New button on the Records menu at the top of RPM or the New Record button on the
Navigation Bar at the bottom of the Vendor Information screen.
To delete a vendor, click the Delete button. Once transactions have been entered for a vendor, you cannot delete that vendor.
If you are no longer using a vendor, click the Inactive check box to mark the vendor inactive. Vendors can only be marked as inactive if there are no active scheduled payments assigned to the vendor. Once a vendor has been marked as inactive, you will not be able to enter transactions for the vendor. You will still be able to report on previous transactions for the vendor.
Click the Total button to display a total of all transactions paid to this vendor. Click the View Trans button to display the transactions paid to this vendor.
If you want to batch checks for this vendor by default, click the Batch Checks option. This will group all checks to a vendor in one bank account for a date on a single check. A report of the detail behind the check can be printed and included with the check.
Multiple addresses can be added for each vendor. If a vendor has more than one address, you will be able to select the address to use on a transaction after selecting the vendor. If a vendor has only one address, that address will be used by default on a transaction.
31
RPM User Guide
If there is more than one vendor entered with the same name, you can combine those into a single vendor record.
Select one of the vendors with the same name and then click the Merge button to see the duplicate vendors. Click
Merge for each of the duplicate vendors to be merged into the original vendor. Any addresses under the duplicate vendor will be added to the merged vendor record. Existing scheduled payments will continue to use the same address that was used before the merge. The duplicate vendor will be deleted including the phone, batch, routing, account number and notes.
Use Reports, Vendor, Vendor List with Transaction Counts to see possible duplicate or unused vendors for clean-up.
32
