Vendor Information
Vendor records must be entered for each vendor with whom your company does business, including your company if you charge expenses to any of the wells within the database. A vendor is a person or company from which you purchase a good or service. The vendor consists of five different pages of information. To access a page, click on the page tab at the top of the Vendor Information .
Choose a tab to view:
The Mailing Address for the vendor is kept here.
Vendor ID
Enter the vendor ID that you are assigning to this vendor. A vendor ID is a 1 to 10 digit unique alpha-numeric code that distinguishes one vendor from another. Although the ID can be from 1 to 10 characters long, it is recommended that you make all vendor IDs the same length. The address page is the only page from which you can enter or modify the vendor ID.
Vendor Name
The vendor name can be up to 40 alpha-numeric characters. The address page is the only page from which the vendor name can be entered or modified.
Address
The vendor's mailing address. This is the street address and/or P.O. Box the vendor uses for correspondence. The address can be two lines.
City/St/ZIP
The city, state and ZIP code portion of the vendor's address.
Country
The country of this owners Address. This two digit code is assigned by the IRS and is used when creating the 1099 file electronically. For a list of current codes, you can search the IRS website for the "Foreign Country Code Listing for Modernized e-File (MeF)"
Phone and Fax
The main phone and fax numbers for the vendor.
Email
Enter the vendor's e-mail address so that you can email reports and statements to them from within the software.
Contact
The name of the contact person at the vendor's main office.
Sort Field
The name to be displayed in a lookup list of Vendors. The lookup list is brought up by clicking on the List button in this or by clicking on a Vendor ID button when entering expenses.
The billing address for the vendor is stored here. Checks will be printed with the Billing Address if it is filled out. If it is not filled out then Checks will print with the Mailing Address.
Address
The vendor's billing address. This is the street address and/or P.O. Box the vendor uses for billing. The address can be two lines.
City/St/ZIP
The city, state and ZIP code portion of the vendor's billing address.
Phone and Fax
The phone and Fax numbers for the vendor's billing location.
Contact
The name of the contact person at the vendor's billing location.
Check Memo
Enter anything that you would like to appear on the memo line each time a check is written to this vendor.
Tax ID
The federal tax ID for this vendor's company. If the vendor is an individual, enter the vendor's social security number.
Tax ID Type
Choose the tax ID type that the tax ID represents. It will either be an Employer Identification Number (EIN) or a Social Security Number (SSN). This is needed when creating the electronic 1099 file at the end of the year.
Credit Limit:
Enter the credit line of this vendor. Informational only.
Terms
Enter the terms for this vendor.
Finance Chg
Enter the finance charge terms to which this vendor is subject. When finance charges are generated, this is the finance charge terms that will be used to determine the amount of the charge. Finance Charge Codes must be defined before being able to select them in this .
Send 1099
Check this box if a 1099 should be sent to this vendor at year-end.
Print Detailed Stub
By default (not marked) the check stub will include one line for each invoice that is paid by the check. Marking this option will display a line on the stub for each detail line on the bill(s) that is being paid.
Workers Comp
Denotes whether this vendor has a valid worker's compensation certificate on file. Informational only.
Insurance
Denotes whether this vendor has insurance and the date through which it is valid. Informational only.
Transfer this Vendor's Activity to G/L
Check this option if this vendor is to have journal entries created instead of cutting a check for well expenses whenever the revenue run is closed. Generally this option is only used for the operator's vendor record.
NOTE: This option will post any amounts for the vendor for checks created at run closing. Do not use the Enter Bills to enter expenses for a vendor if you want that vendor to post, as it does not wait until run closing to create the check. You can use any of the other expense entry s to enter the expenses from this vendor so that they post. The others include Well Expenses by Well, Fixed Expenses, and Allocate Expenses Evenly.
Vendor On Hold
If a vendor is on hold you will not be able to enter bills for them. You will get a warning if you try to do so.
The History page contains the sales history information for the vendor.
YTD Purchases
The year to date purchases made from this vendor.
Purchases Last Year
Last year's purchases you had made by this date.
Total Purchases
The total amount of purchases you have made from this vendor.
Last Payment
The amount of your last payment to this vendor.
Date of Last Purchase/Payment
Shows the dates of the last purchase and payment.
Balance Info
The current outstanding balances you have with this vendor, broken down by age.
Enter any free-form notes pertaining to this vendor. The notes are unlimited.
The Documents tab allows you to associate files with this record and then view them from within the software at any time.
This capability is offered as an optional module. You will not be able to see this tab unless you have purchased the Document Management module
Link Doc:
A new document can be associated with this record by clicking on the "Link Doc" button. You will be able to browse to the desired file. After selecting the file it will ask you to specify a description for the file. Once a document is selected it will be listed to the left with the description that you typed in.
View Doc:
You can view a document associated with this record by selecting the document from the space on the left and then clicking this button.
Remove Doc:
A document can be removed from the list by selecting it then clicking on this Remove Doc button.
Show Paths:
Each stored file will be listed using the description that you keyed in for it when it was linked. Clicking on this "Show Paths" button will change what is displayed so that is lists the full file path to this file instead of the description.
Treeno:
The Treeno button allows you to access and save documents on the cloud. The capability to store documents on the cloud is only available if you purchased the optional "Cloud Document Management" Module. You will not see this button unless you have purchased that module.
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