Using Purchase Inquiry

1. If you select Find by Vendor, at the Vendor field, enter in the six-character vendor ID code for the vendor you want to inquire about.

If you are uncertain of the Vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

2. After selecting the vendor, a Select A "Vendor Name" Transaction window will appear for the specified vendor listing their completed purchase orders. It will also display the following information:

• The purchase order number
• The transaction type - Purchase or Advance
• The vendor ID
• The purchase order description
• Invoice – The vendor’s invoice number
• Date – The purchase order completed date
• Terms – The purchase order terms ID
• Days – This field tells how old the transaction is
• The total dollar amount for the purchase order
• Unpaid – The unpaid balance for the purchase order

 

Scroll to the transaction you wish to select, press Enter, and you will get the purchase order display below.

 

Note: You can also do a vendor account inquiry from this selection box.

Vendor Account Inquiry

The Vendor Account Inquiry option allows you to view the detailed purchasing activity for a vendor. You will have the option to view the open balance or view any of the previously applied payment details.

1. At the Vendor field, enter the vendor ID code for the vendor you wish to inquire about.

If you are uncertain of the Vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

2. After entering in the appropriate Vendor ID code, a Select A "Vendor Name" Transaction window will appear; select Account Inquiry.

3. A Vendor Transactions table will appear, displaying the following choices: EXIT and OPEN. A list of all checks associated with the vendor will also display. This window contains the following columns:

• Ref – The transaction reference number
• Date – The date of the transaction
• Type – The transaction type:
  • CK – Check
• Amount – The total amount of the check
• Description
• Current Balance – The total balance unpaid or open for the vendor.

 

Select EXIT to leave this option.

Select OPEN to view or print the completed transaction detail.

If you scroll and select one or more of the checks, the system will display the detail as to how the check was applied. You will also have the opportunity to print the information.

If you press F10 without tagging anything within the F10 selection window, the system will leave this window and return to the Vendor field.

Note: In order to execute the above options, you must highlight the appropriate line item and press Enter. The system will assign an asterisk next to the line item indicating that you have made this selection. Press F10 to proceed.

4. After making your selection the following information will display on the screen for the open transactions and/or check detail selected.

• Vendor – The vendor ID code and name.
• Ref – The transaction type and reference number. Transaction types are:
  • PO – Purchase order
  • VO – Voucher
  • AJ – Voucher adjustment or Advance
  • CK – Check
• Date – The transaction date.
• Due – The due date of the transaction.
• Description – The text entered for the transaction. If the transaction is a voucher adjustment the description references the original voucher number for the voucher adjustment.
• Total – The original total amount of the transaction.
• Applied – The payment amount applied to the transaction.
• Discount – The discount taken on the transaction.
• Invoice – The vendor invoice number.
• Current Balance – The total balance unpaid or open for the vendor.

 

Command options will appear: Print(X), Next Page (if multiple pages exist), Prior Page (if multiple pages exist), and Exit.

• Print(X) – Select Print(X) to print or choose from a set of other print options.
• Next Page/Prior Page – If more than one page of detail, select Next Page, Prior Page to move back and forth between pages.
• Exit – Select Exit to leave this option and return to the F10 selection window.

Enter the five digit purchase order number and press Enter and you will get the purchase order display below.

If you select Find by Date, enter in the appropriate purchase order completion date in the Date field.. A Select An Option window will appear displaying all purchase orders completed on the specified date. The screen display contains the following fields:

• The purchase order number.
• The transaction type - Purchase or Advance .
• The vendor ID and name.
• Invoice – The vendor’s invoice number.
• Date – The purchase order completed date.
• Terms – The purchase order terms ID .
• Days – This field tells how old the transaction is
• The total dollar amount for the purchase order.
• Unpaid – The unpaid balance for the purchase order.

 

Select the purchase order you wish by scrolling down and double clicking on it. You will get the purchase order display below.

1. Enter the vendor invoice number for the purchase order. If the invoice number is found, you will get the purchase order display below. If the vendor invoice is not found or there is more than one vendor with the same invoice number a message line stating “Exact match not Found!!! Search for String? No/Yes" will appear.

Select no to exit.

Select yes and the following screen will appear listing all vouchers with the "string" of characters entered in the vendor invoice number:

• Vendor – The vendor ID code.
• Ref – The purchase order number.
• Invoice – The vendor invoice number.
• Date – The completed purchase order date.
• Terms – The terms for the purchase order.
• Days – The age of the purchase order (how old is the purchase order?).
• Voucher – The total amount for the purchase order.
• Unpaid – This column displays the unpaid balance for the purchase order.
• Transaction Type:
  • PO – Purchase order
  • AD - Advance

 

Select the purchase order you want by scrolling down and double clicking on it. You will get the purchase order display below.