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Overview

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Use Case(s)

• • A Club creates a Vendor Category to group their Pro Shop Vendors.

  • A Club creates a Vendor Category to group their Beverage Vendors.

  • A Club creates a Vendor Category to group their Catering Vendors.

Content

Accessing the Tool

Best Practices

Add default Expense Ledger to Vendors when applicable. This will help quicken the Invoice Entry Process.

Establish a naming convention for assigning Vendor Account Numbers to help improve Accounts Payable efficiencies in entering and researching Vendor items.

Periodically, the Vendor Master file should be reviewed by Management, and Vendors no longer utilized should be inactivated (and depending on period of inactivity, deleted from the master files) to improve financial controls.

For expenses consistently split between departments, utilize the Expense Split feature in the Departments tab of the Vendor Setup to automate expense allocation to the appropriate areas.

FAQs

Q. How many fields do I have to fill out to create a Vendor?

A. The Vendor Name, Account Number (Vendor Number), Vendor Category, Terms, and the Department(s) authorized for the Vendor are the required fields to create a Vendor.

Q. How can I see the Insurance Tab to track our Vendor Certificates of Insurance?

A. The Insurance tab is only visible when the Track Insurance option has been selected in the main Vendor Setup screen.  Once this is checked, records to track certificates of insurance can be added to the Vendor file.

Downloadable Guide

Manage Vendors Guide

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Required Permissions

• Accounts Payable Module

• Add/Edit/Delete Categories

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Accessing the Tool

1. To access Vendor Categories select Accounts Payable across the top toolbar and select, Categories.

2. The Vendor Categories Grid will launch.

3. The primary functions associated with managing Vendor Categories are embedded in the Vendor Category setup screen, which can be accessed by double-clicking on an existing Category, or clicking the New button.

Creating a New Vendor Category 

To create a new Vendor Category Navigate to the Vendor Categories Grid and perform either of the following to launch the Vendor Category setup screen:

1. Option 1 - Click the New icon on the toolbar.

2. Option 2 - Right-click anywhere on the Vendor Categories Grid and select New.

3. The Vendor Category setup screen will launch.

4. Enter a Name and Description for the Vendor Category. Once complete select Save & Close. 

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Best Practices

1. Vendor Categories are a required field when creating a new Vendor, keeping detailed notes on Vendors will be helpful when it comes time to run reports based on the various categories.

2. Make sure all Vendor categories are clearly and distinctly labeled to create ideal organization.

FAQs

1. What reports are most useful when wanting to view expenses or purchases by Vendor Categories?

   1. Vendor Aged Open Invoice is a report that can provide open invoices by Vendor Category. The data genie would be the best tool to use to build a customized report to view purchases by Vendor category and it is very simple to build.

2. What is the best way to see all Vendor Categories I currently have?

   1. The Vendor Categories grid will display all current Vendor Categories. If you would like to see all vendors within a certain Vendor Category, you can use the Manage Vendors Grid and filter by Vendor Category. Once the grid is filtered users can export the grid to excel.

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