Steps
to Set Screen PreferencesFrom the Accounts Payable screen, select the Options menu and then Vendor Inquiry.
Note: The Vendor Inquiry option can also be accessed from the Options menu within the Vendors, Invoices, and Purchase Orders options.
At the Vendor Inquiry screen, enter the ID for the vendor for which to complete the inquiry in the Vendor ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
Note: To search for a specific invoice, purchase order, or requisition instead, key the number of the invoice, purchase order, or requisition in the appropriate field, or click the Search button for the applicable field to select the desired one.
Tip: If desired, click the Go To button located to the right of the Vendor ID field to open the specified vendor's record in the Vendor File.
Enter the desired viewing option (Invoice View, Purchase Order View, or Requisition View) for how to display (sort) the information on the Vendor Inquiry screen in the View Option field, or click the down-arrow button to select the correct one. To have the information sorted by the Transaction Type, Transaction Date, and then Invoice Number, enter Invoice View. To have the information sorted by the Purchase Order Number and then Purchase Order Detail Sequence, enter Purchase Order View. To have the information sorted by the Transaction Type and then Requisition Number, enter Requisition View. The default of Invoice View will appear, but can be changed.
All the transactions for the particular vendor will appear on the screen, along with the totals of the paid/history, active, and unposted/unsubmitted invoices, purchase orders, and requisitions.
Tip: The order of the columns on the Vendor Inquiry screen can be changed by clicking on the column heading and dragging the column to the desired location. To change the order of the columns, or hide columns, so that the settings are retained for the next time the Vendor Inquiry option is accessed, use the Set Screen Preferences option. If the screen preferences are changed, the default screen preferences can be restored, if desired.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
To view the detail information for a particular invoice, purchase order, or requisition, double-click the desired line for the invoice, purchase order, or requisition. When finished, click the Cancel button to display only the information on the left side of the screen.
Note: If viewing the detail information for a line item on a requisition, click the To Screen button located to the right of the Requisition Number field to preview or reprint a copy of the requisition using the report entered in the Default Requisition Form Report field for the specified approval tree within the Requisition Options option. If viewing the detail information for a line item on a requisition or purchase order, click the Go To button located to the right of the URL field (or Bid URL field) to launch the Internet browser and display the specified website, if applicable. If viewing the detail information for a line item on a purchase order or a line item on an invoice or requisition tied to a purchase order, click the To Screen button located to the right of the Purchase Order Number field to preview or reprint a copy of the purchase order using the report entered in the Default Purchase Order Format field in the Accounts Payable System File. If viewing the detail information for a line item on an invoice or requisition tied to a purchase order, click the Go To button located to the right of the Purchase Order Number field to view the detail information for the purchase order. If viewing the detail information for a line item on an invoice that has been paid, click the To Screen button located to the right of the Check Number field to preview or reprint a copy of the check, which will include a "Copy" overlay; the To Screen button by the Check Number field is only enabled if the user has Full Access rights to the Replace/Reprint Checks option in Accounts Payable. If viewing the detail information for a line item on an invoice tracked as an asset to be added to the Fixed Asset Inventory module, click the Show Details button located to the right of the Asset field within the Invoice Header section to view the asset information. For purchase orders that have been received, if viewing the detail information for a line item on a purchase order that was tracked as an asset to be added to the Fixed Asset Inventory module, click the Show Details button located to the right of the Asset field in the Receiving Status List to view the asset information.
To change the invoice date (only if operating on a cash basis), due date, check sequence, invoice description, account number (only if operating on a cash basis), invoice detail description (only if operating on a cash basis), or cost center (only if operating on a cash basis) for an active invoice that is not yet selected to be paid, double-click the desired line for the invoice and make the change to the appropriate field. If changing the account number, the new account must be within the same fund as the original account number. When finished, click the Save button to save the changes and then click the Cancel button to display the information on the left side of the screen.
If desired, a line item with an outstanding balance on a posted purchase order can be cancelled.
Steps
to Cancel a Purchase Order Line Item within the Purchase Order Inquiry
Option
Note: If a purchase order line item was cancelled, the date when it was cancelled will display in the Cancelled Date field, which appears when viewing the detail information for the line item.
If desired, the balance of a line item on a posted purchase order can be adjusted (increased or decreased).
Steps
to Adjust a Purchase Order Line Item within the Purchase Order Inquiry
Option
If desired, to print the information for the vendor inquiry, print the Vendor Inquiry from the Reports menu.