Using Accounts Payable

Vendors: Adding a VendorVendors With One AddressIf a vendor has only one address, and receives all purchase orders, checks, andcorrespondence at that address, you can enter that address in the vendor’srecord, and Colleague will use it for all purposes.You must assign an address type to each address you enter in a vendor’sdemographic record. For vendors with only one location, you would typicallyassign the address type “Home” (headquarters), but you are not restrictedfrom assigning any other address type to that address. The first address youenter will always become the vendor’s “preferred” address, regardless of theaddress type.Vendors with More Than One AddressIf you work with vendors for whom you need to store more than one address,you can use address types to categorize the addresses by purpose. You candesignate a special address for purchase orders and a special address forchecks.As with the Colleague name hierarchies discussed in the previous section, youcan also set up address hierarchies to cause the correct address to appear onchecks, purchase orders, or other documents. Address hierarchies, like namehierarchies, are maintained on the Core Name and Address Hierarchy(NAHM) form. The default address hierarchies delivered with Colleagueinclude all standard address types, but you can change the hierarchies if youneed to.As noted above, any address you enter in a vendor’s record must have anaddress type associated with it. When you are entering multiple addresses, thefollowing rules apply:• The first address you enter can be any address type (but “Home” isrecommended, to indicate the headquarters). This becomes the vendor’s“preferred” address.• If you enter an additional address and assign it the “PO” address type,Colleague will use this address as the default address for purchase orders(that is, this address is displayed when you enter the vendor ID on thePurchase Order Maintenance [POEM] form).• If you enter an additional address and assign it the “CK” address type,Colleague will use this address as the default address for vouchers (that is,56 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.