AP Vendors Tasks Maintain Vendor Account Holders
This task is used to maintain existing Vendor Account Holders for the Vendor in context. 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. If you need to change a Vendor Account Holder's Invoice Acct Type, you will need to make the existing Vendor Account Holder inactive with this task and then use the Add Vendor Account Holders task to add it back with the correct Invoice Account Type.
The Vendor Account Holder is selected for each line item in the Receive Invoice and other tasks on the Accounts Payable Detail > General tab. Each Vendor Account Holder can have an Invoice Account Type, which can be used to 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.
If you need to add a new Vendor Account Holder, use the Add Vendor Account Holders task.
Vendor has already been added to Property Manager, and
An AP Vendor has already been created for the vendor.
Vendor Detail AP Vendors Tasks Maintain Vendor Account Holders
Highlight the Vendor Account Holder that you wish to change and start the task.
Make the necessary changes to one or more of the following:
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 Vendor Account Holders.