Vendor Relations: Application in AP Documents

The vendor relations functionality may affect the AP (Accounts Payable) bills and debit adjustments that can be created manually or automatically based on purchase orders or purchase receipts. This topic describes AP documents with vendor relations set up—that is, with a selected vendor that is a supplied-by vendor or a pay-to vendor.

Attention: This functionality is available only if the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form.

AP Documents Based on Purchase Orders or Purchase Receipts

If a user initiates the creation of an AP bill or debit adjustment from a purchase order or purchase receipt with a supplied-to vendor specified, the system inserts in the AP document the vendor and vendor location on the Bills and Adjustments (AP301000) form. It copies the vendor and vendor location specified in the Pay-to Vendor and Pay-to Vendor Location boxes, respectively on the Purchase Orders (PO301000) form or the Purchase Receipts (PO302000) form. For details, see Vendor Relations in Purchase Documents.

AP Documents Created Manually

If you create an AP document manually by using the Bills and Adjustments (AP301000) form, the system populates the Supplied-by Vendor and Supplied-by Vendor Location boxes on the Financial tab (Receipt Info section), depending on whether vendor relations are set up for the selected vendor as follows:
  • Vendor relations are not set up (that is, the selected vendor is neither a supplied-by vendor nor a pay-to vendor): The system populates the Supplied-by Vendor and Supplied-by Vendor Location boxes with the vendor selected in the Summary area and its location, and makes these boxes unavailable for editing.
  • The selected vendor is a supplied-by vendor: The system populates the Supplied-by Vendor and Supplied-by Vendor Location boxes with the vendor selected in the Summary area and its location, and makes these boxes unavailable for editing.
  • The selected vendor is a pay-to vendor: The system inserts the current vendor in the Supplied-by Vendor box and makes this box available for editing. You can override the value in this box with any supplied-by vendor account and change the Supplied-by Vendor Location value, if needed.

If you select a pay-to vendor in the bill or adjustment, you can add to the AP document a purchase order or purchase receipt assigned to the supplied-by vendor (which you select in the Supplied-by Vendor box) by using the Add PO, Add PO Receipt, and Add PO Receipt Line buttons on the table toolbar of the Details tab.

Attention: The list of documents varies depending on the selected supplied-by vendor and its location.

Discount Calculation in AP Documents with Vendor Relations Set Up

For a bill or adjustment on the Bills and Adjustments (AP301000) form, if the supplied-by vendor (specified in the Supplied-by Vendor box of the Financial tab) differs from the vendor specified in the Vendor box of the Summary area, the system applies the discounts of the supplied-by vendor.

Tax Calculation in AP Documents with Vendor Relations Set Up

For a bill or adjustment on the Bills and Adjustments (AP301000) form with vendor relations set up, the system updates the Vendor Tax Zone box on the Financial tab with the tax zone of the vendor selected in the Supplied-by Vendor box on this tab. The system calculates the tax and taxable amounts in this AP document by using this tax zone.