Hi,

Needed to confirm if there is a another way of recording a one time invoice/vendor and payment in AP other that going through the regular process of adding a new vendor. This will avoid having many vendors with only one transaction in history. Any suggestions are welcome.

Thank you.
Florina Nisioiu

Create a "One time Vendor" with a code like "999999" or "ZZ999" or something similar. Pay the one-time vendor in a manual check batch and overtype the address.

Or leave the vendor code blank when entering a manual check.

Steve

But having a blank vendor code does make it more difficult to look up the details of the check.

It's a trade-off. If there are more than one or two one-time vendors in a check run, then using a fake vendor ID becomes impractical. So it depends on the situation.

The assumption is that if you really thought you might be interested in looking up the details of the check, you would create a real vendor.

Steve

Thank you both for your suggestions.

Florina Nisioiu
Bearskin Airlines

This issue came up today for us in the Purchase Orders module.

We have the equivalent of a Misc. Vendor # Z99999.

We issue P/Os from time to time to one-time vendors. (These are vendors that we might only purchase from once or twice a year. Most of the time, we are paying by credit card, but we still want to use the P/O module.)

The problem is if we use Z99999, we cannot modify the Supplier Name on the P/O.
To use this properly, we would like to display the Vendor Name (and perhaps the address and/or tel#, if possible), but P/O does not seem to allow this.

So, we are looking for recommendations how we can use the P/O module with one-time Vendors...

Use a drop ship address?

PO doesn't store the name and address on the purchase order, just the vendor code, so you can't overtype the information like you can in OrderEntry.

The only Drop Ship that we can find in Purchase Orders is by first selecting a Ship To Code, and then clicking the Ship To button to modify the screen.

We created a Code called: SUNDRY.
We were hoping to keep it blank, and fill in the Supplier Name & Address profile each time.
But the PO program seems to update the SUNDRY code every time we make an entry, replacing it with the previous entry.
Is this currently the only way that we can get the address on the PO for these occasional vendors?

PO doesn't store the name and address on the purchase order, just the vendor code, so you can't overtype the information like you can in OrderEntry.

But really, since you can add a Vendor on the fly, and you'll have to deal with an invoice from the Vendor, why not just set them up.