One time vendor & AP transaction

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.

OK, sounds like this may work.

One question about the Sundry Vendors: Is there any limit on the # of Sundry Vendors that can be entered in PO?
(Seems not, as we may use this feature and have a couple hundred Sundry Vendors. Not a huge amount.)

4 Billion.

Hi,
We're thinking it's just a matter of time before all companies will be required to do reporting of vendor transaction activity on respective 1099's in USA or 5018's in Canada, so putting all miscellaneous vendors into a single vendor is asking for problems down the road, or creating extra work for admin staff. If you don't know what these forms are, you should check the reporting requirements out.

Using a blank vendor does work for cutting manual cheques (checks), but you lose all activity traceability. And you are beat for the eventual expected reporting by vendor.

Creating a vendor account for all vendors is very easy to do with the default settings in Adagio. The real issue is using an effective and easy way to assign numbers and that doesn't mean some form of ABC001. There are many effective methods that your Adagio consultant can suggest.

Agree with Andrew, just set up the separate vendors, and use the inactive/active flag to suppress one time vendors if the complete listing is too long. Separate vendors will save time in the long run for all users.

From personal experience, nothing frustrates me more than having look for a vendor transaction in Adagio or in hard copy files and to find out that it may be in Misc vendor or Misc vendor by letter. How crazy is that? Every time you want to look for a vendor transaction, you need to then guess the vendors transaction activity whether the transaction is in a misc file or starts in a misc file and could be in a vendor file if the activity grows from a one time vendor. It gets back to working smarter not harder.

Similarly, invoices paid by credit card should be posted to the vendors account, not the payment vendor. We use Link2Systems' Link2Points to resolve that issue in preparation for the eventual 1099 and 5018 reporting. Call us if you need more details.

Best,
Brian

Following on from Brian's advice...

You might consider setting up a specific AP Control account for one time Vendors to easily isolate them on reports.

Hi Brian

I don't disagree with your philosophy about creating a vendor no matter what, but I do disagree with you about the eventual requirement for universal 1099/5018 reporting. So long as companies use AMEX and VISA, it will never happen. In the US, universal 1099 reporting was enacted a few years back (Congress needed to project additional income to offset additional expenditures for some piece of legislature) and then was rescinded a year later when the politicians came to their senses - despite the fact that 90% of businesses would have been initially exempt anyway.

Maybe Canadian politicians are dumber, but that would be hard to imagine. I personally was rooting for enactment - it would have far surpassed Y2K in terms of consulting opportunities for me.

Steve