AP Vendors Tasks Add AP Vendor
This task is used to add new AP Vendors to the Vendor in context in Property Manager to tie a Vendor to a specific AP Vendor ID in your accounts payable system. Each Vendor can have one or more AP Vendor ID(s) in your accounts payable system. The usual setup being each Vendor has one AP Vendor.
An AP Vendor is required for each occurrence of the Vendor in your accounts payable system identified by a unique AP Vendor ID. Once an AP Vendor ID has been added to the AP Vendor, it can be changed, but not made null. If an AP Vendor is not to be used anymore, you will need to disable it.
As part of this task you will also add Vendor Account Holders to the newly created AP Vendor. Vendor Account Holders define where a vendor is used, paid from, and where the expense of the AP Invoice is to be distributed to. For In-House Vendors, the Vendor Account Holder is also the customer of the In-House Vendor.
Vendor has already been added to Property Manager.
Vendor Detail AP Vendors Tasks Add AP Vendor
Enter the AP Vendor ID, which is the Identifier/Vendor ID that this AP Vendor has in your accounts payable system.
This AP Vendor ID must match exactly the Vendor ID in your accounts payable system or the exporting of AP Invoices from Property Manager will fail.
Click Next.
Enter the details of the AP Vendor:
Description - the name this AP Vendor has in your accounts payable system.
AP GL Expense Acct - select a GL Account to be used as the overall default when receiving AP Invoices.
The GL Accounts in this list will be limited to GL Accounts with the AP parameter set at System Administration > Accounting Setup - GL Account Setup.
The selection here will be default for each Vendor Account Holder that is added as part of this task or later in the Add Vendor Account Holders task. This default can be changed for each Vendor Account Holder as necessary.
Payment Terms (Days) - enter the number of days for the payment terms that this vendor has given you.
This will help to calculate the Due Date of AP Invoices in the Receive Invoice task (Accounts Payable Detail > General) after you have entered the Invoice Date.
Master Account Nbr - enter the main account number that you have with this AP Vendor.
The entry here will be the default for each Vendor Account Holder. This default can be changed for each Vendor Account Holder as necessary.
Approved? - select whether or not this AP Vendor has been approved for use.
Billing Address - enter the Remit-To (or Billing) Address Details for payments on AP Invoices are sent.
Click Next.
In this step you are going to set the criteria for the creation of the Vendor Account Holders for this new AP Vendor. These selections help you to target the group of Vendor Account Holders that you will maintain for this AP Vendor.
Invoice Account Level - select the level at which the AP Invoice Line Items will be billed for each Vendor Account Holder.
By Unit - i.e. - utilities billed to a specific unit, maintenance work performed on a specific unit.
By Building - i.e. - maintenance performed on the building as a whole or for common areas.
By Community or Management Company - i.e. - maintenance or work related to a community as a whole.
Invoice Account Type - define what needs to be entered for each AP Invoice Line Item in the Receive Utility Bills task on the Accounts Payable Detail > General tab.
Invoice Account Types are maintained on the Vendor Detail > AP Vendors tab with the Maintain Invoice Account Types task.
Click Next.
In this step you will be selecting which communities and/or management companies that you want to create the Vendor Account Holders for.
Select one or more community and management company.
Only the communities and/or management companies that a user has access to at the System Administration > Employees tab.
For each selection, the Invoice Account Level and Invoice Account Type defaults to what you had selected on the last step. You can change these entries for any of communities and/or management companies selected.
The By Class Code? column will indicate for each applicable community whether or not the Class Code for those communities has been set to “Pick the Class Code” from a Funding Program Group or a Building at System Administration > Accounting Setup - Export Information Setup.
When you utilize Class Codes for a Community Export, the number of Vendor Account Holders to be created at the Community/Mgmt Co. Account Level will depend of Class Codes utilized in that community.
Community Class Code
Defined at System Administration > Accounting Setup - Export Information Setup.
When Class Codes are used at this level, you have a one-to-one relationship between Class Code and community, and therefore only need one Vendor Account Holder.
Funding Program Group Class Code
Defined at the Community Detail > Program Info tab
When Class Codes are used at this level, you have the possibility of having a Class Code for each Funding Program Group in the community, therefore you will need to have a Vendor Account Holder for each.
Building Class Code
Defined at the Community Detail > Facilities tab
When Class Codes are used at this level, you have the possibility of having a Class Code for each Building in the community, therefore you will need to have a Vendor Account Holder for each.
When the Export Information Setup for any given community has a Building Class Code Default set for it, a Vendor Account Holder will be created for the Building Class Code Default, as well as for each Building Class Code that also exists in the community.
After selecting the appropriate communities and/or management companies and made the necessary changes to the Invoice Account Level and Invoice Account Type for each, click Next.
In this step you will select on or more or all and then be creating each of the selected Vendor Account Holders with the following details:
Description - set a name/description for the Vendor Account Holder or leave blank. Vendor Account Holders can be selected by the community they are for as well as their account number, therefore a description is not necessary.
Acct Nbr - this will default to the Master Acct Nbr set on the first step of this task, and can be modified for each Vendor Account Holder, if necessary.
For In-House Vendors, the Acct Nbr is the Customer ID in your in-house vendor's accounts receivable system and must match for the exporting of AR Invoices from Property Manager.
Class Code - this column is not modifiable and will only have entries when a community uses Funding Program Group or Build Class Codes.
A community will have more than one row for each class code it has.
GL Acct - this will default to the GL Acct assigned to the AP Vendor above, and can be changed for each Vendor Account Holder.
The GL Accounts in this list will be limited to GL Accounts with the AP parameter set at System Administration > Accounting Setup - GL Account Setup, and to GL Accounts in the GL Chart specified for the community at System Administration > Accounting Setup - Export Information Setup.
Active - set to active, but a Vendor Account Holder can be set to inactive in this task, if necessary.
Alloc % - set the allocation percentage to be used for each Vendor Account Holder, if applicable. This column can be left blank if AP Invoices are not allocated on a percentage basis.
The sum of all allocation percentages entered does not have to add to 100%.
These allocation percentages are defaults and can be changed when in the Receive Invoice task on the Accounts Payable Detail > General tab.
Click Finished to create the new AP Vendor and its new Vendor Account Holders.