Viewing a Vendor Account

Actions Menu

What is this?

Find Vendor

Clicking Find Vendor from the Actions menu opens Vendor Search. Use this option to load another vendor from within a vendor account.

Example When issuing checks to multiple vendors for monthly bill paying, use New Check to create/post the first check. Click Actions>Find Vendor to load the vendor information to create the next check.

New Vendor

Clicking New Vendor from the Actions menu launches the Vendor form. Use this option when adding a series of vendors.

New Receipt

Clicking New Receipt from the Actions menu launches the Receipt form for the selected vendor. Use this action to record the receipt of a refund check from a vendor.

New Check

Clicking New Check from the Actions menu launches the Checks form for the selected vendor.

New Journal Entry

Clicking New Journal Entry from the Actions menu launches the Journal Entry form for the selected vendor.

New Vendor Invoice

Clicking New Vendor Invoice from the Actions menu launches the Vendor Invoice form for the selected vendor.

Use this option to set up a new vendor invoice and schedule payment.

Pay Vendors

Clicking Pay Vendors from the Actions menu launches the Pay Vendors form. Use this option to post payment for one or more invoices.

Delete Vendor

Clicking Delete Vendor from the Actions menu opens one of two messages indicating whether or not the deletion is allowed:

You can also initiate a deletion from the Vendor Setup form by pulling down the File menu and choosing Delete. The same restriction applies.

Menu Selection

What is this?

Activity List

Clicking Activity List from the Quick Reports menu launches the Report - Activity List selection form, where you can define the scope of your report.

Notes

Clicking Notes from the Quick Reports menu launches the Report - Notes selection form, where you can define the scope of your report.

Scheduled Report Recipients/Approvers

Click Scheduled Report Recipients/Approvers to launch the Scheduled Report Recipients/Approvers report. There is no selection form for this report.

Suspense

Clicking Suspense from the Quick Reports menu launches the Suspense report. The report defaults to all open suspense for the selected vendor with a due date less than 30 days from the current date.

Vendor List

Clicking Vendor List from the Quick Reports menu launches a report, listing vendor information for all vendors currently in the system. The report can be viewed on screen or printed to paper.

Vendor 1099

Clicking Vendor 1099 from the Quick Reports menu launches a report for the selected vendor, listing general ledger expense details and totals, which are subject to a 1099 tax filing.

If you wish to obtain a list of expenses subject to a 1099 tax filing for all vendors, select 1099 Reporting from the All Reports form, available by clicking Toolbox/Reportsmenu.

Activity Tab Columns

What is this?

Paper Clip

If an Activity has an attachment, a paper clip () displays in the first column of the appropriate row.

If you do not have security rights to see restricted (hidden) documents, the paper clip will not display if the attachment is restricted. Therefore, you will not be able to view the attached document.

Date

Clicking the Date link opens the Activity form for the specified activity.

This column can be sorted in ascending or descending order.

By

The short name of the person who created the activity (e.g., the person logged into AMS360 when the activity was created).

This column can be sorted in ascending or descending order.

Actions

The selected Action being taken when the Activity was created.

This column can be sorted in ascending or descending order.

Description

The Description entered when the Activity was created.

Activity View Options

What is this?

Activity up to ___ days old

Select this option to see Activities from a date in the past equal to the selected number of days old, up to the current system date. The default number of days is 30.

If you use this activity date option, then all other date fields are cleared.

Date Range From _____ To _____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this activity date option, then all other date fields are cleared.

• If a From date is entered, then return all activities where the activity transaction date is equal to or greater than the date entered.

• If a To date is entered, then return all activities where the activity transaction date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date, or system low date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

If a date range is entered, and the Save As Agency Default View or Save as User Default View is checked, clear the date range fields and save the other options as appropriate.

Action

This option filters the Activities returned to the Activity tab by the specific Action selected. The default Action is All.

Include Only Activity with Attachments

If this box is checked, then display only those activities that have attachments. The default condition is unchecked.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Activity view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

Document Columns

What is This?

Select

Check the Select box to include this document file in the action that you take next.

Example You check the Select box next to an image file related to a claim. Then you click the Activity button to open a claim Activity. The selected image file is automatically attached.

If your agency has enabled Doc360 features for third-party vendor imaging, then the Select checkbox is disabled for those documents managed using the third-party vendor. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Info

Click the Info icon to view the file's Document Information form.

Through Document Information, you can access the Change Index Information data entry form as well as the view Attachment Locations.

If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated by a unique icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Actions

The icons that you see in this column depend on your security access to the specific document, as well as whether you (or another user) currently has the document "checked out" of the system.

• View: Click to open and view the document in an application compatible with the documents' file extension.

If your agency has enabled Doc360 features for third-party vendor imaging, then View is the only Action available for those documents managed using the third-party vendor. Click to open the document using the third-party imaging application. (To enable this feature, see Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.)

• Edit: Click to open and edit the document in an application compatible with the document's file extension. Edit "checks out" the document from the system, so that only one user can make changes at a time. You can revise the document, save, and close the outside application; then you can save the revised version of the document to the system by clicking the Save icon .

• Save: The Save icon appears only when you have the document checked out for editing. Click Save when you are ready to "check in" your revised version of the document.

• Open: The Open icon appears only when you have the document checked out for editing. Opening the file re-launches the document in the outside application; use it if you have closed the outside application, but you are not ready to save the revised document back to the system.

File Name

The name of the document in the system, as entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

If your agency has enabled Doc360 features for third-party vendor imaging, then the default File Name is Third-party Document. You can modify this using the Change Index Information data entry form.

Doc Type

Describes document's type of correspondence in relation to its applicable business transaction.

Description

The document description, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Ref #

The unique system-assigned reference number. The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day.

Example You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.

Index 1
Index 2

The Index word or number, based on your agency-defined indexing method. Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Received

The date that the document was imported into the system.

History

If you have the proper security rights, you can click the Document History icon to view the History form, which displays all the actions that have been taken on the document file within the system.

Documents View Options

What is this?

Files up to ___ days old

Select this option to see Documents from a date in the past equal to the selected number of days old, up to the current system date. The default number of days is 90.

If you use this documents date option, then all other date fields are cleared.

Date Range From/To (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this document date option, then all other date fields are cleared.

• If a From date is entered, then return all documents where the received date is equal to or greater than the date entered.

• If a To date is entered, then return all documents where the received date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date, or system low date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

Security Classification

To filter only those documents with a specific security classification, select the classification from the list.

With the exception of the Unrestricted classification, you must be authorized to view or edit specific document security classifications in Security Group Setup. Unless you have Full Access to Restricted (Hidden) documents, these are hidden from system view and won't appear on the tab.

Doc Type

To filter only those documents of a specific type, select it from the list. Doc Type describes the document's type of correspondence in relation to its applicable business transaction.

File Name

To filter your view to include a specific document, enter the file name of the document, as entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

You must enter the name exactly as it appears in the system.

Ref #

To filter your view to include a specific document, enter its unique system-assigned reference number. You can also filter for the six-digit prefix.

Index 1
Index 2

To narrow view options by index entry, enter the first few letters or numbers of the index keyword. Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Description Keyword(s)

To narrow view options by description, you can enter a sequence of letters that appears in the Description of the document(s) you want to view.

A document's Description information is entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Documents view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

The date range cannot be saved as a Default View.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

The date range cannot be saved as a Default View.

Detail Rows

What is this?

If a paper clip appears to the left of the Actions column, then there are attachment(s) attached to this invoice. Click the paper clip to view the attachment.

Actions

The buttons appear based on your security authorization. The only actions available for the invoice transactions are:

• V - Void (available only if invoice Status is Unpaid)

• C - Copy

• GL - View general ledger

Last GL Date

The most recent date that a transaction related to this invoice posted to the general ledger.

Invoice #

The invoice number assigned to the invoice transaction in the Vendor Invoice data entry form. Click the Invoice # link to open the Vendor Invoice form for that invoice.

Ref #

System-generated reference numbers for checks, receipts and journal entries.

Due Date

Date that the invoice is due, as entered on the Vendor Invoice data entry form.

Status

This is the payment status of the invoice. Possible Status descriptions include:

• Unpaid

• Partially Paid

• Paid in Full

Description

Description of invoice charge, as it appears on the Vendor Invoice data entry form.

Pay Div

The Pay division is the division assigned to the bank from which this invoice is to be paid.

Bank

The bank through which the invoice payment check is to be paid out.

InvAmt

The dollar amount of the vendor's invoice.

PayBal

The total dollar amount of the invoice less any previous payments made to the vendor for this invoice. The balance due on this invoice.

Notes Tab Columns

What is this?

If a Note has an attachment, a paper clip () displays in the first column of the appropriate row.

If you do not have security rights to see restricted (hidden) documents, the paper clip will not display if the attachment is restricted. Therefore, you will not be able to view the attached document.

Date

Clicking the Date link opens the Notes form for the specified note.

This column can be sorted in ascending or descending order. Descending order is the default.

Note

The text entered when the Note was created.

Purge Date

When the note was created, this is the date the user chose to have the note purged. This is not a required field in the Notes form, so this field could be blank.

This column can be sorted in ascending or descending order.

Notes View Options

What is this?

Date Range From _____ To _____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this note date option, then all other date fields are cleared.

• If a From date is entered, then return all notes where the note Date is equal to or greater than the date entered.

• If a To date is entered, then return all notes where the notes Date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

If a date range is entered, and the Save As Agency Default View or Save as User Default View is checked, clear the date range fields and save the other options as appropriate.

Purge Date Range From ____ To ____ (mm/dd/yyyy).

Choose a date range by keying in the desired range into the Purge date range fields.

If you use this note date option, then all other date fields are cleared.

• If a From date is entered, then return all notes where the notes Purge On date is equal to or greater than the date entered.

• If a To date is entered, then return all notes where the notes Purge On date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

If a date range is entered, and the Save As Agency Default View or Save as User Default View is checked, clear the date range fields and save the other options as appropriate.

Include Only Notes with Attachments

If this box is checked, then display only those notes that have attachments. The default condition is unchecked.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Notes view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

Register View Options

What is This?

Date Range

The Date Range list is a pre-defined list of date ranges available for selection. When a date range is selected, the actual dates plug to the From/To date fields.

The default date range is Current & Prior Month.

Date Range From/To

Make a selection from the Date Range drop-down list, or by typing the desired dates in the From/To fields. These dates define the scope of the data displayed in the view.

You can select the date range by using the date picker, or type directly into the From/To date fields. Either method defaults the Date Range list box to the User-Defined selection.

Only pre-defined Date Ranges can be saved. An error message displays if you attempt to save a User-Defined date range as the default view.

Save as Agency Default View

Use to save any new vendor view options as the agency default for all users when you click Apply.

This option appears only if you have proper authorization.

Save as User Default View

Use to save any new vendor view options as your user default view when you click apply.

Apply Button

Applies any new view option to the Vendor Register view.

Apply Default Button

Applies the last saved user, or agency, default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Suspense Tab Columns

What is this?

Due Date

Clicking the Date link opens the Activity/Suspense form for the specified suspense.

This column can be sorted in ascending or descending order.

Priority

The suspense Priority (e.g. low, normal, critical) is set when the Suspense is created.

This column can be sorted in ascending or descending order. The secondary sort is by Due Date, oldest to newest.

By

The short name of the person who created the suspense (e.g., the person logged into AMS360 when the suspense was logged).

To

The short name of the person assigned to the suspense (e.g., the person that must complete the suspense).

Action

This is the Action (e.g., application, appointment, binder) assigned to the suspense.

This column can be sorted in ascending or descending order. The secondary sort is by Due Date, oldest to newest.

Description

The Description entered when the Suspense was created.

Complete

When a suspense item is finished, check the Complete checkbox and click Update.

Once a suspense item is marked Complete, the checkbox is grayed out and the status cannot be changed back to incomplete.

Update

Suspense View Options

What is this?

Due dates up to ___ days beyond the current date.

Select this option to see Suspense items that are equal to the current date, and those items that are a specified number of days beyond the current date.

The default number of days is 30.

If you use this suspense date option, then all other date fields are cleared.

Date Range From ____ To ____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this suspense date option, then all other date fields are cleared.

• If a From date is entered, then return all suspense items where the suspense due date is equal to or greater than the date entered.

• If a To date is entered, then return all suspense items where the suspense due date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

If a date range is entered, and the Save As Agency Default View or Save as User Default View is checked, clear the date range fields and save the other options as appropriate.

Status

This option filters the Suspense items returned to the Suspense tab by the specific Status selected. The default Status is Not Completed.

• All

• Completed

• Not Completed

Action

This option filters the Suspense items returned to the Suspense tab by the specific Action selected. The default Action is All.

Priority

This option filters the Suspense items returned to the Suspense tab by the specific Priority selected. The default Priority is All.

• All

• Critical

• Normal

• Low

Color Setup

Use these options to highlight suspense items due today or past due by changing their text and background colors:

Selecting either of these options take you to a color pallet.  Select your color and click Apply.

Maximum # of Records Returned

Select the maximum number of records returned to the center table.

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Suspense view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.