Using Accounts Payable

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Vendors: Adding a VendorTable 10 provides a quick summary of differences in Colleague’s handling ofperson and corporation vendor demographic informationTable 10: Differences in Colleague’s Handling of Person and Corporate VendorsProcedure Person CorporationDefault indexing method (namesearch using LookUp)Entering demographicinformationPartial name indexingName and Address Entry (NAE)Soundex indexingOrganization Profiles (ORGP)Entering additional addresses Person Addresses (ADR) Person Addresses (ADR)Entering formatted names Formatted Names (FNM) Formatted Names (FNM)Entering additional information Biographic Information (BIO) Additional Organization Info (AORG)Files updated by adding thistype of vendorVENDORS, PERSON, ADDRESSVENDORS, PERSON,CORP.FOUNDS, ADDRESSVendor Demographics File RelationshipsColleague stores the demographic records for your vendors in accordancewith the following file relationships:• All vendors in your system have a record in the PERSON file.• Each vendor also has a record in the VENDORS file, which is a subset ofthe PERSON file• In addition, vendors that are corporations have a record in theCORP.FOUNDS file.• Both individual and corporate vendors also have one or more records in theADDRESS file. Multiple addresses for a vendor are keyed to the vendor’srecord in the PERSON file.Figure 7 illustrates the differences in how Colleague handles a vendor recordbased on whether you add the record as a person or a corporation. Note thatthe CORP.FOUNDS file and the VENDORS file are both subsets of thePERSON file.62 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
Understanding Vendor DemographicsNote the following about the figure:• The dotted line in the upper portion of the figure follows the path of aperson record; the solid line follows the path of a corporation record.• The lower half of the figure illustrates the relationship between a vendor’sperson or corporation record and the ADDRESS records associated withthat vendor’s record.• The lower half of the figure also shows which Demographics forms areused to enter each different type of information.Using Accounts Payable, June 19, 2009 63© 2009 Datatel, Inc.
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Table of Contents19 Introduction21
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Table of Contents71 Entering Employ
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Using Accounts PayableChecks
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IndexDemographic information for ve
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IndexReportsAP Aging (APAR) 246Cash
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Indexthird-party payments for emplo
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