Card Information window—Buying Details view

The Card Information window—Buying Details view is available only when the card type is Vendor.

You can use the Buying Details view to record the credit limit and terms the selected vendor has extended to your company, along with entries that will make it easier and faster for you to create quotes, purchase orders and bills for the vendor.

The buying information you enter here will be used as default information when you enter purchase transactions for a vendor.

The Buying Details view can also be used for the following:

■	Tracking time billing activities

■	Specifying tax information

■	Entering credit terms assigned to you by vendors

Field Descriptions

Vendor Name

The name of the vendor appears in the top left corner of the window.

A/P Balance

This field displays the current outstanding balance of your purchases with the selected vendor. To view a list of the transactions that make up this balance, click the zoom arrow.

Purchase Layout

Choose the default purchase layout that will be used when enter a quote, order or bill for this vendor. The choices are Service, Item, Professional and Miscellaneous. You can change this for individual purchases in the transaction window.

Printed Form

If you use a particular preprinted or customized form for the purchase documents you create for this vendor, select the default form you want to use for the purchase layout you’ve chosen.

Note that this field doesn’t appear if you chose No Default or Miscellaneous in the Purchase Layout field.

Purchase Order Delivery

Select the delivery method you will use to send purchase documents to this vendor. For example, if you usually email purchase orders to this vendor, select To be Emailed. If you don’t print or email purchase orders for this vendor, select Already Printed or Sent.

Note that this field doesn’t appear if you chose No Default or Miscellaneous in the Purchase Layout field.

Expense Account

Choose the expense account that will be used to track purchases from this vendor.

Payment Memo

Enter the information you would like to automatically appear as the memo when you write a cheque to a vendor using the Spend Money window, Pay Bills window, Bank Register or To Do List. You may use a reference number such as an account number, for example, that identifies you to the payee.

Purchase Comment

Choose a comment that will appear on purchase orders for this vendor. Click the Select from List arrow to see a list of all the standard comments that have been set up for your company.

Shipping Method

Choose the shipping method that will apply most often to orders you purchase from this vendor. Click the Select from List arrow to choose from the list of shipping methods set up in your company file.

Vendor Billing Rate

If you use AccountEdge’s time billing features and this vendor provides consulting or subcontracting services to you, you can enter an hourly billing rate for this vendor, if you’ve established one. This rate can be used to calculate charges for the activities the vendor performs.

Cost per Hour

Enter the cost of an hour of the vendor’s time. This information will be used to calculate sales history for time billing activities.

Credit Limit

Enter the credit limit this vendor has set for your company.

Available Credit

Your company’s available credit with this vendor is displayed, based on your credit limit and accounts payable balance.

Currently Past Due

The amount you are past due with this vendor is displayed, based on the credit limit, credit terms and accounts payable balance.

If the vendor has a Tax Exemption number, enter that number here. Enter the vendor’s Tax ID number.

Tax Code

Use this field to specify the sales tax code that applies most often to purchases from this vendor; this sales tax code will appear as the default entry for all transactions entered for the vendor. If you wish, you can change the sales tax code for individual transactions as you enter them.

Tax On Freight

Use this field to indicate whether or not freight charges from this vendor are taxed. If you wish, you can change this selection for individual transactions as you enter them.

Vendor Terms Information section

If this vendor allows your company to make purchases on account, enter the terms that will apply most often to those transactions. You can change the terms for individual purchases if you like.

When you create a set of default terms using the Credit Terms Information fields here, the terms you select will be applied only to the vendor displayed in this window. If you wish, you can create a set of default terms for all new vendor records in your company file. To do this, open the Credit Terms window by clicking Terms in the Purchases view of the Preferences window.

Payment is Due

Choose the payment due method that is used for this vendor. The choices are C.O.D., Prepaid, In a Given # of Days, On a Day of the Month, # of Days after EOM (End of Month), and Day of Month after EOM.

Discount Days/Date

If this vendor offers a discount for prompt payment, indicate when you have to make payment in order to claim the discount.

Depending upon your selection for Payment is Due, this field will be labeled either Discount Days or Discount Date. If Discount Days appears, enter either the number of days after the sale date that payment must be made in order to receive a discount. If Discount Date appears, select the day of the month by which payment must be made in order to receive the discount.

Balance Due Days/Date

If the field Balance Due Days appears, enter the number of days that are allowed after the sale date before the transaction must be paid. If the field Balance Due Date appears, select the day of the month by which the payment must be made.

% Discount for Early Payment

Enter the discount percentage this vendor offers to your company if you pay a transaction balance on or before the transaction's discount due date.

Volume Discount %

If your company receives a volume discount on items purchased from this vendor, enter the discount percentage. This discount will appear as a default entry in the Purchases window for all the items you buy from this vendor.

Action menu

Click to open a shortcut menu of common actions and tasks associated with the selected card record. Choose a task from the list. For example, if you selected a transaction task, the transaction window appears with the selected card record already assigned to the transaction. Actions available from the menu are grouped into areas such as transaction tasks, printing tasks, and contact management tasks.

New

Click to create a new card.

OK

Click to save your changes and close the window.

Tips for this window

Related Topics

■	Creating a vendor card