Vendor Locations

Form ID: (AP303010)

This form is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form. By using this form, you can add a new location for a particular vendor or view the details of an existing location.

You can open this form directly by navigating to it, or you can open it as a pop-up window from the Vendors (AP303000) form.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Validate Addresses	Validates the vendor addresses through integration with a specialized third-party software or service. This command appears on the menu only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Address Lookup Dialog Box

In this dialog box, you can add a new address, update an existing address, and fill in the missing address information in a record that has address settings. You can also search for the name of the company and select the company's address. You can click the link to view the address in a new browser tab. If the address is correct, you can click Select to fill in the boxes in the Address section of the applicable form with the company location details. The addresses you can select from the list are limited to the countries specified for the address provider.

Tip:

If needed, you can use only a keyboard to select an address in the dialog box. When the Address Lookup dialog box has been opened, the system moves the focus to the Enter a Location box. You enter the known part of the address in the box, select the address by using the arrow keys, and press Enter. Then you can check the address and press Enter to close the dialog box.

You can expand the size of the Address Lookup dialog box to see the map in a larger scale by dragging the edges or corners of the dialog box.

This dialog box is available only if the *Address Lookup Integration* feature is enabled on the Enable/Disable Features (CS100000) form and integration with a web map service has been set up as described in Integration with Web Map Services.
Element	Description
Enter a Location	A box for searching for the company's address. You can find the address by doing the following: Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code. Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form. The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.
Map area	The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used. In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.
This dialog box has the following buttons.
Select	Closes the dialog box and populates the current section with the address details that you have selected in this dialog box.
Cancel	Closes the dialog box and cancels the selection of the company address.

Summary Area

By using the elements in this area, which are described in the following table, you can select a vendor and create a new location for it, or select an existing location for editing.


Element	Description
Vendor	The vendor account this location is associated with. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection in this box if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Location ID	The vendor's location identifier, which you can type. The system automatically assigns the identifier (MAIN) to the first (primary) location associated with the vendor. For each additional location, you can specify the identifier.
Status	Required. The status of the vendor location. The location can be assigned one of the following statuses: Active: The location is in use and appears on all selection lists. Inactive: The location is not available for selection. A user can manually change the status of a non-primary vendor location. For auditing purposes, locations cannot be removed. A default location cannot be deactivated. If a non-primary location is not used (for example, if the office of the company has closed), you can deactivate it by selecting Inactive.
Default	A check box that indicates (if selected) that the current location is the default location of the vendor. If the check box is selected, it is unavailable for editing. You can select the check box to mark a new vendor location as the default location of the vendor. In this case, after you save your changes, the check box becomes unavailable for editing for this location. For the previous default vendor location, the check box becomes clear and available for selecting.

General Tab

By using the elements on this tab, you can specify the location's contact and address information.

Table 1. Location Info Section
Element	Description
Location Name	A name that describes the vendor location.

Table 2. Location Address Section
Element	Description
Override	A check box that indicates (if selected) that the address settings of the vendor location on the current tab can differ from the address settings of the vendor. If the check box is cleared, the address settings of the vendor location on the current tab and on the General tab of the Vendors (AP303000) form are synchronized (the address settings are inherited from the Vendors form).
View on Map	A button you click to open the map specified on the Site Preferences (SM200505) form and provided by the Google Maps or Bing Maps web map service to view this address on a map, which is opened in a new tab. This button is displayed on the form if the Address Lookup Integration feature is disabled on the Enable/Disable Features (CS100000) form.
Address Lookup	A button you click to open the Address Lookup dialog box. For the description of the dialog box, see Address Lookup Dialog Box. This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.
Address Line 1	The first line of the address of this vendor location.
Address Line 2	The second line of the address of this vendor location.
City	The city of the location.
State	The state or province of the location.
Postal Code	The vendor location's postal code. If an input mask has been set for postal codes on the Countries/States (CS204000) form, type the code to fit this mask.
Country	The country of the location. Note: If you change the vendor class of an existing vendor, the country of all vendor locations will not be overridden with the new value from the vendor class.
Validated	A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service. This check box is available only if the Address Validation feature has been enabled on the Enable/Disable Features (CS100000) form.

Table 3. Additional Location Info Section
Element	Description
Override	A check box that indicates (if selected) that the contact settings of the vendor location on the current tab can differ from the contact settings of the vendor. If the check box is cleared, the contact settings of the location on the current tab and on the General tab of the Vendors (AP303000) form are synchronized (the settings are inherited from the Vendors form).
Account Name	The business name of the vendor to appear on the documents.
Attention	The attention line as it is used in your company's business letters, which would be used to direct the letter to the contact person if the letter is not addressed to any specific person. The attention line may contain something like Purchase Orders Department or To whom it may concern.
Type and Phone Number	The type and the phone number for the location; you select the type (which is filled in by default) and then enter the phone number. You select one of the following options as the type of the phone number: Business 1, Business 2, Business 3, Cell, Assistant 1, Fax, Home, or Home Fax. There are three elements to enter phone number types and phone numbers for the vendor location.
Email	The default email address of the vendor at this location.
Web	The website address (if any) of the vendor at this location.

Table 4. Other Settings Section
Element	Description
Default Branch	The branch of your company that receives goods from this vendor location. The list of values in this box may be limited based on the vendor visibility restriction specified in the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form: only branches that belong to the entity selected in the box can be used as a default branch.
Print Order	A check box that indicates (if selected) that an order from the vendor at this location should be printed once the Hold check box has been cleared (if no approval is required) or once the order has been approved.
Email Order	A check box that indicates (if selected) that an order from the vendor at this location should be emailed once the Hold check box has been cleared (if no approval is required) or once the order has been approved. Emailing the order can be required along with printing it; in this case, printing is performed first.

Payment Tab

On this tab, you specify the payment settings to be used by default for this vendor location.

Table 5. Remit-To Address Section
Element	Description
Override	A check box that indicates (if selected) that the address settings of the vendor location on the current tab can differ from the address settings of the vendor. If the check box is cleared, the address settings of the location on the current tab and on the General tab of the Vendors (AP303000) form are synchronized (the address settings are inherited from the Vendors form).
View on Map	A button you click to open the map specified on the Site Preferences (SM200505) form and provided by the Google Maps or Bing Maps web map service to view this address on a map, which is opened in a new tab. This button is displayed on the form if the Address Lookup Integration feature is disabled on the Enable/Disable Features (CS100000) form.
Address Lookup	A button you click to open the Address Lookup dialog box. For the description of the dialog box, see Address Lookup Dialog Box. This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.
Address Line 1	The first line of the remittance address.
Address Line 2	The second line of the remittance address.
City	The city of the remittance address.
State	The state or province of the remittance address.
Postal Code	The location's postal code. If an input mask has been set, provide a valid postal code that matches the input mask.
Country	The country of the remittance address.
Validated	A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service. This check box appears only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.

Table 6. Remit-To Info Section
Element	Description
Override	A check box that indicates (if selected) that the contact settings of the vendor location on the current tab can differ from the contact settings of the vendor. If the check box is cleared, the contact settings of the location on the current tab and on the General tab of the Vendors (AP303000) form are synchronized (the settings are inherited from the Vendors form).
Account Name	The name of the vendor's department (which would receive the payments on behalf of this location), if it is different from the vendor name.
Attention	The attention line, if used in your company's business letters.
Type and Phone Number	The type and the phone number for the location; you select the type (which is filled in by default) and then enter the phone number. You select one of the following options as the type of the phone number: Business 1, Business 2, Business 3, Cell, Assistant 1, Fax, Home, or Home Fax. There are three elements to enter phone number types and phone numbers for the vendor location.
Email	The remittance contact person's email address.
Web	The remittance contact person's website address (if any).

Table 7. Default Payment Settings Section
Element	Description
Same as Default Location's	A check box that indicates (if selected) that the payment settings to be used for this location are the same as payment settings used for the default location of this vendor. If it is not selected, you can specify other payment settings.
Payment Method	Required. The default payment method to be used for the vendor at this location. Payment methods available for selection are marked as For use in AP. The Payment Instructions area (with user-defined columns) appears below if such details were specified for the payment method.
Cash Account	Required. The cash account associated with the payment method to be used for operations with the vendor at this location.
Payment By	An option that defines when this vendor at this location should be paid. You can select one of the following options: Due Day: Select this option to pay a vendor bill so that a payment can reach the vendor before a bill due date. The payment proper date is defined based on the number of days specified as the Payment Lead Time. Discount Day: Select this option to pay a vendor bill so that a payment can reach the vendor when a cash discount is still available. The payment proper date is defined based on the number of days specified as the Payment Lead Time.
Payment Lead Time (days)	The number of days required for the payment to be delivered to the vendor location. If the value is nonzero, the payment will be issued the specified number of days earlier than the due date or the cash discount date.
Pay Separately	A check box that indicates (if selected) that each vendor document should be paid by a separate payment. If this check box is not selected, documents for this vendor may be paid jointly.

The Payment Instructions area provides the details for the payment method used by the vendor, if these details have been configured on the Payment Methods (CA204000) form.

Purchase Settings Section

Table 8. Tax Settings Section
Element	Description
Tax Registration ID	The vendor's tax registration ID associated with the location. An input mask can be set for this ID on the Tax Zones (TX206000) form.
Tax Zone	The tax zone of the vendor location. Note: If you change the vendor class of an existing vendor, the tax zone of all vendor locations will not be overridden with the new value from the vendor class.
Tax Calculation Mode	The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the detail lines of a document for a selected vendor location on the Bills and Adjustments (AP301000) and Cash Purchases (AP304000) forms: Select one of the following options: Tax Settings: The tax amount for the document is calculated according to the settings of the applicable tax or taxes. Gross: The amount in the document detail line includes a tax or taxes. Net: The amount in the document detail line does not include taxes. This box appears on the form when the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form. Note: The tax calculation mode can be overridden at the document level.

Table 9. Receipt Actions SectionThis section is available only if the *Inventory* feature is enabled on the Enable/Disable Features form.
Element	Description
Allow AP Bill Before Receipt	A check box that indicates (if selected) that for purchase orders created for this vendor and location you can prepare and process accounts payable bills before processing purchase receipts.
Min. Receipt (%)	The minimum quantity of the items, expressed as a percentage of the ordered quantity, that is required for the items to be accepted at the warehouse. If a smaller quantity arrives, the items will not be accepted. Larger quantities are accepted as long as their percentage (of the ordered quantity) is less than the percentage specified as the Max. Receipt (%).
Max. Receipt (%)	The maximum quantity of the items, expressed as a percentage of the ordered quantity, that is required for the items to be accepted at the warehouse. If a larger quantity arrives, the items will not be accepted. Smaller quantities are accepted as long as their percentage (of the ordered quantity) is greater than the percentage specified as the Min. Receipt (%).
Threshold Receipt (%)	The minimum percentage of the total purchased items that should be received to complete the purchase order. This setting is used if maximum or minimum percentages are not specified.
Receipt Action	The action to be performed on receipt of the purchased goods if the minimum, maximum, or threshold receipt conditions are not satisfied. Select one of the following options: Reject: Receipt of the applicable items will be rejected. Accept but Warn: Receipt of the applicable items will be accepted, but the system will generate a warning for the line. Accept: Receipt of the applicable items will be accepted.

Table 10. Shipping Instructions Section
Element	Description
Warehouse	The warehouse to store the goods from the vendor at this location. This box appears only if the Warehouses feature is enabled on the Enable/Disable Features form.
Ship Via	The carrier used by the vendor at this location.
Shipping Terms	The shipping terms used by the vendor at this location.
FOB Point	The location where title for the shipment passes from the vendor to your company.
Lead Time (Days)	The number of days needed for the shipment to reach the specified receiving branch when sent from the vendor.

GL Accounts Tab

By using this tab, you can specify the GL accounts to be used by default for this location. By selecting the Same as Default Location's check box, you can use for this location the same accounts as were specified for the default vendor location.


Element	Description
Same as Default Location's	A check box that (if selected) indicates that the GL accounts to be used for this location are the same as the accounts used for the default location of this vendor. If it is not selected, you can select other accounts and subaccounts.
AP Account	The liability account used to record the vendor balance associated with the location. The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
AP Sub.	The corresponding subaccount used to record vendor balance associated with the location.
Expense Account	The expense account used to record expenses incurred for the vendor at this location.
Expense Sub.	The corresponding subaccount used to record expenses incurred for the vendor.
Retainage Payable Account	The account used to record the retained amounts on bills for the vendor location. The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information. By default, the system inserts into this box the account (if any) specified for the vendor in the Retainage Payable Account box on the GL Accounts tab of the Vendors (AP303000) form. If you override this value for the default location, the system will override the account specified for the vendor on the Vendors form. You can override the default value for any non-default location if the Same As Default Location check box is cleared on this tab; otherwise, the box is filled with the account specified for the default vendor location. When you create a bill for a vendor with this vendor location, this account is selected by default in the Retainage Payable Account box on the Financial Details tab of the Bills and Adjustments (AP301000) form. This box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features form.
Retainage Payable Sub.	The subaccount used to record the retained amounts on bills for the vendor location. By default, the system inserts into this box the subaccount (if any) specified for the vendor in the Retainage Payable Sub. box on the GL Accounts tab of the Vendors form. If you override this value for the default location, the system will override the account specified for the vendor on the Vendors form. You can override this value for any non-default location if the Same As Default Location check box is cleared on this tab; otherwise, the box is filled with the subaccount specified for the default vendor location. When you create a bill for a vendor with this vendor location, this subaccount is selected by default in the Retainage Payable Sub. box on the Financial Details tab of the Bills and Adjustments form. This box appears on the form only if the Subaccounts and Retainage Support features are enabled on the Enable/Disable Features form.