Chapter 6. Accounts Payable
Vendor Files
Accounts Payable information is stored and processed using several vendor files.
These files will be built already for you when your system arrives, ready for you to
begin entering vendor data (unless you are doing a file conversion). Each file
contains very specific information and is used by the system when performing
certain functions.
When you are getting started in A/P, you will be entering vendor information in
the Vendor Master File, also called AM1.D:
AM1.D
Vendor Master File
- vendor number
- vendor name
- address
- phone number
- discount terms
- balances
- etc.
This is the main file in A/P. It is like a folder that contains major information and
setup values for each vendor such as:
Vendor Number Contact Person
Vendor Name Vendor Type
Address Discount Terms
Phone Number G/L Debit Account
Fax Number 1099 Information
It also contains vendor balances, which are updated during normal invoice and
check processing.
The other files in A/P serve other functions:
USED WITH AM1.D REGULAR PROCESSING
AM2.D
Vendor
Message/Fax File
- 3-line vendor
message
displayed
during invoice
entry, purchasing,
and receiving
card #, item #
- Fax number
AM3.D
A/P Invoice File
- Vendor invoices
(to be paid, paid,
and on hold)
Paid invoices kept
until purged.
AM4.D
Check Register
- Checks written for
both A/P and
Payroll
Checks can be
marked clear when
reconciling the bank
statement.
Paid invoices kept
AM5.D
Vendor Information
File
Holds up to 20
additional customized
fields of vendor
information not
defined in AM1.D.
Define field
descriptions in the
A/P Variable File.
Dimensions 14 229
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