Reviewing Supplier Master and Address Book Information Lesson


In this lesson you will learn how to review the Supplier Master and Address Book Information.


Steps:

  1. Click the State of Nebraska link.

    Step 1

  2. Click the Accounts Payable link.

    Step 2

  3. Click the Voucher Processing link.

    Step 3

  4. Click the Voucher Entry link.

    Step 4

  5. Click on any of the following:

     

      Voucher Entry with PO

      Voucher Entry without PO

      Employee Reimbursement Entry

      Recurring Voucher Entry

      Multiple Vendor Payment Entry  

     

    In this lesson click the Voucher Entry without PO link.

    Step 5

  6. Click the Form button.

    Step 6

  7. Click the Supplier Master menu.

    Step 7

  8. Click in the Alpha Name field.

    Step 8

  9. Type the supplier's name in the Alpha Name field in the header.

     

    Note: To find the correct spelling of a supplier's name, enter one or more of the first letters of the supplier’s name in the Alpha Name field. The system displays all suppliers that meet your search criteria.

    Note: Use wildcard asterisks (*) before and/or after partial supplier names, as needed. This will display records that are similar to the letters entered in the Alpha Name field.  

     

    Enter "CORNHUSKER PRINTING*" into the Alpha Name field.

    Step 9

  10. Click the Display Phone option.

    Step 10

  11. Click the Display Address option.

    Step 11

  12. Make sure the Search Type is "V".

    Step 12

  13. Click the Find button.

    Step 13

  14. Choose the appropriate supplier by clicking the radio button next to it if it is not defaulted.  

     

    In this lesson it is defaulted so we do not need to click the radio button.

    Step 14

  15. Click the Select button.

    Step 15

  16. Credit Message – UDC (Universal Description Code) that describes the order status of the supplier.  Some examples are:

     

      2 - Requires Purchase Order (PO)

      7 - On Credit Hold per Accounting

    Step 16

  17. Payment Terms – A/P – UDC for the supplier's payment terms. Some examples are:

     

      Blank - Net 30

      000 - Due Upon Receipt

      002 - 2/10 Net 30 Days

      015 - Net 15 Days from Invoice date

    Step 17

  18. Payment Instrument – UDC that identifies the method of payment.

     

      Blank - Warrant (Check)

      T - ACH (Automated Clearing House)

      Z - EDI

     

    Note: Payment instrument can be changed from T to Blank ONLY with permission of State Treasurer on a case-by-case basis.

    Step 18

  19. Factor/Special Payee – The default is the Factor/Special Payee entry from the Address Book.

    Step 19

  20. Parent Number – Address Book number of the parent company.

    Step 20

  21. Approver Number – Address Book number of the approver.

     

    Note: Used only if voucher logging is used.

    Step 21

  22. Hold Payment – Hold payment codes are N (release payment), Y (hold payment) and 2 (hold payment but allow voucher entry).

    Step 22

  23. Float Days – Number of days the check floats from the bank deposit date to the release date of the check. The default is 0 (zero).

    Step 23

  24. Pre-Note Code – When checked, this option indicates that the supplier will not receive a check from the bank until the pre-note cycle is complete. The default is Blank, indicating that the pre-note cycle is complete and funds can be transferred electronically.

    Step 24

  25. Payment Creation – Options that indicate whether a separate warrant (check) will be issued for each pay item on a voucher.

     

    Note: This should be left as "By Supplier"

    Step 25

  26. Note: The Purchasing 1 and Purchasing 2 and EDI tabs are reserved for use by AS Materiel, which establishes procurement limits for agencies and sets up and maintains all Supplier Masters.

    Step 26

  27. Click the Tax Information tab.

    Step 27

  28. Note: The Tax Information tab is used by State Accounting only.

    Step 28

  29. Review the following:

     

    Tax Expl Code – UDC that indicates how a tax is assessed and distributed to G/L revenue and expense accounts, such as AR (billable tax).

     

    Tax Rate/Area – Postal state code for the state tax that applies to the purchase.

     

    Person/Corporation – Defaults from the Address Book.

    Step 29

  30. Add’l Ind Tax ID – Additional tax ID number assigned to the supplier by the government.

    Step 30

  31. Note: The following are used to withhold income tax for out-of-state residents.

     

    Tax Authority – Code that identifies the government agency for which the state fund withholds taxes from supplier payments, if necessary.

     

    Percent – Decimal number that identifies the percentage of taxes withheld from supplier payments, if necessary.

    Step 31

  32. Click the Cancel button.

    Step 32

  33. Click the Close button.

    Step 33

  34. Click the Close button.

    Step 34

You have successfully completed this lesson.

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