Using Accounts Payable

Tracking Historical Information Through Vendor Activity InquiryWhen you enter a vendor ID (or use Vendors LookUp to locate a vendor) onthe VENI form, the form displays the following key vendor trackinginformation:• Requisitions. Lists all requisitions that have been created during a givenvendor’s history with your institution, 1 with the following information foreach requisition:• Requisition Number• Requisition Date• Amount: The total requisition amount that was (or will be) posted to thegeneral ledger encumbrance file for the selected requisition (this amount iscalculated by the system and cannot be maintained)• Status: The requisition’s most recent status (validated by REQ.STATUSEScode table)• Purchase Orders. Displays all purchase orders that have been createdduring the selected vendor’s history with your institution, 1 including thefollowing information for each purchase order:• PO Number• PO Date: Date the purchase order was posted• Amount: The system-calculated total amount that was (or will be) postedto the general ledger encumbrance file for the selected purchase order• Status: The most recent status of the purchase order (validated byPO.STATUSES or BPO.STATUSES code table)• Vouchers. Lists all vouchers that have been created during a givenvendor’s history with your institution, 1 including the following informationfor each voucher:• Voucher Number• Voucher Date: Date the voucher transaction was posted to the generalledger• Amount: The net amount of the voucher which was (or will be) posted tothe general ledger expense accounts for the selected voucher (the netamount is the debit amount minus any credit amount)• Status: The voucher’s most recent status (validated by VOU.STATUSEScode table)• Check Number: The number of the check used to pay the voucher• Check Date: The date of the check (becomes the check posting date)• Purchase document year-to-date information. For all four types ofpurchasing documents, a year-to-date count and total dollar amount for theselected vendor is displayed in the upper right corner of the form. Thesefigures are updated by the Annual Vendor Update (VENU) process each1. Requisitions, purchase orders, blanket purchase orders, and vouchers that havebeen purged from your system are not included in the vendor activity listing.Using Accounts Payable, June 19, 2009 91© 2009 Datatel, Inc.