Vendor Relations: Process Activity

This activity will walk you through the process of setting up and using vendor relations in purchase documents.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that SweetLife Fruits & Jams wants to buy fruit from a big vendor (All Fruits Mall). SweetLife pays this vendor, but the goods are supplied by a child company of this vendor (Glory Fruit Case). On 1/30/2025, SweetLife sent its purchase order to Glory Fruit Case. The Glory Fruit Case vendor issued a bill to SweetLife, and SweetLife paid this bill to All Fruits Mall even though it ordered fruit from Glory Fruit Case.

Acting as an accountant of SweetLife, you need to set up the vendor relations in the system, and create and process documents for both companies.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Standard Financials, which provides the standard financial functionality
    • Multibranch Support, which supports multiple branches in your instance of MYOB Acumatica
    • Multicompany Support, which supports multiple companies within one tenant
    • Inventory and Order Management and Inventory, which supports the creation of purchase orders with stock items selected in the lines of these orders
  • On the Accounts Payable Preferences (AP101000) form, the Hold Documents on Entry check box has been selected in the Data Entry Settings section.
  • On the Vendors (AP303000) form, the ALLFRUITS (All Fruits Mall) and GLORYFRUIT ( Glory Fruit Case) vendors have been configured.
  • On the Stock Items (IN202500) form, the GRAPEFRUIT stock item has been created and is available in the WHOLESALE warehouse.

Process Overview

In this activity, you will enable the Vendor Relations feature on the Enable/Disable Features (CS100000) form and set up the vendor relations on the Vendors (AP303000) form. On the Purchase Orders (PO301000) form, you will create an order for the supplied-by vendor. On the Purchase Receipts (PO302000) form, you will process a purchase receipt for the order and generate an AP bill. On the Bills and Adjustments (AP301000) form, you will review the bill for the pay-to vendor and pay the bill on the Checks and Payments (AP302000) form.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as Anna Johnson by using the johnson username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2025. If a different date is displayed, click the Business Date menu button and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, select the SweetLife Head Office and Wholesale Center branch.

Step 1: Enabling the Needed Feature

To enable the Vendor Relations feature, do the following:

  1. Open the Enable/Disable Features (CS100000) form.
  2. On the form toolbar, click Modify.
  3. Select the Vendor Relations check box in the Inventory and Order Management group of features.
  4. On the form toolbar, click Enable to enable the feature.

Step 2: Specifying a Pay-To Vendor for the Supplied-By Vendor

To specify the pay-to vendor (All Fruits Mall) for the supplied-by vendor (Glory Fruit Case), do the following:

  1. Open the Vendors (AP303000) form.
  2. In the Vendor ID box, select GLORYFRUIT (the vendor that will be a supplied-by vendor).
  3. On the Payment tab, in the Pay-to Vendor box of the Default Payment Settings section, select ALLFRUITS.

    This is the vendor that the system will use by default in bills and debit adjustments when the vendor selected on the form is selected in purchase orders or purchase receipts.

  4. On the form toolbar, click Save to save your changes.

Step 3: Reviewing the Pay-To Vendor of the Supplied-By Vendor

To review the settings of the ALLFRUITS vendor (that is, the pay-to vendor) and make sure the supplied-by vendor is specified correctly, do the following:

  1. While you are still on the Vendors (AP303000) form, in the Vendor ID box, select ALLFRUITS.

    This is the vendor that has been specified in the Pay-to Vendor box for the GLORYFRUIT vendor.

  2. On the Supplied-by Vendors tab (which appears for only a pay-to vendor), make sure the GLORYFRUIT vendor is listed in the table; it is listed because in its settings, you specified the ALLFRUITS vendor as their pay-to vendor.

Step 4: Creating a Purchase Order

To create a purchase order for the GLORYFRUIT vendor, do the following:

  1. On the Purchase Orders (PO301000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • Type: Normal
    • Vendor: GLORYFRUIT
    • Date: 1/30/2025 (inserted automatically)
    • Promised On: 1/30/2025 (inserted automatically)
    • Description: Purchase of grapefruit
  3. On the Details tab, click Add Row on the table toolbar and specify the following settings in the added row:
    • Branch: HEADOFFICE
    • Inventory ID: GRAPEFRUIT
    • Warehouse: WHOLESALE
    • Order Qty.: 100
    • Unit Cost: 15
  4. On the form toolbar, click Save.
  5. Go to the Vendor Info tab.

    Notice that the Pay-to Vendor box contains ALLFRUITS as the pay-to vendor of GLORYFRUIT. It was inserted because you specified this setting in Step 2.

  6. On the form toolbar, click Remove Hold and then click Release to release the purchase order.

Step 5: Processing the Purchase Receipt

To create a purchase receipt for the purchase order and generate an AP bill, do the following:

  1. While you are still viewing the Purchase of grapefruit order on the Purchase Orders (PO301000) form, on the form toolbar, click Enter PO Receipt.

    The system prepares the purchase receipt for the selected purchase order and opens it on the Purchase Receipts (PO302000) form.

  2. On the form toolbar, click Save.
  3. Review the settings of the prepared purchase receipt.
  4. Select the Create Bill check box in the Summary area.
  5. On the form toolbar, click Release. Wait for the system to complete the operation.
  6. Go to the Orders tab and review the value in the Pay-to Vendor column for the only row.

    This column displays ALLFRUITS because the payment for the bill will be automatically generated for this vendor.

Step 6: Reviewing the AP Bill

The system automatically generated an AP bill for the purchase order when you released the purchase receipt. To review this bill, do the following:

  1. While you are still viewing the purchase receipt on the Purchase Receipts (PO302000) form, go to the Billing tab and click the link in the Reference Nbr. column.
  2. On the Bills and Adjustments (AP301000) form, which the system has opened, review the AP bill. Notice that the vendor specified in the Vendor box of the Summary area is ALLFRUITS.
  3. Go to the Financial tab and review the information in the Receipt Info section.

    The Supplied-by Vendor box contains GLORYFRUIT because it is the vendor that received the purchase order and supplied the goods.

Step 7: Paying the AP Bill

To pay the AP bill for the purchase order, do the following:

  1. While you are still viewing the AP bill on the Bills and Adjustments (AP301000) form, on the form toolbar, click Pay.

    The system creates a payment and opens it on the Checks and Payments (AP302000) form.

  2. On the Documents to Apply tab, review the bill’s settings. Notice that the Supplied-by Vendor column shows GLORYFRUIT even though the vendor selected in the Vendor box is ALLFRUITS.
  3. On the form toolbar, click Remove Hold.
  4. On the form toolbar, click Print/Process to print the check.
  5. On the Process Payments / Print Checks (AP505000) form, which is opened, click Process.

    The system opens a report with the printed version of the check.

  6. Close the page with the printed version of the check; on the Release Payments (AP505200) form, which is opened, click Process.

    The system releases the payment to the vendor.