MaxxTraxx - Vendors

Writing Checks to Vendors through Write A Check

Q. I have somehow put several vendors in the "Others list" and the "Vendors list". I have also written checks to these vendors using the name that is in the Others list, which is causing the checks to not show up in the pay bills section for that vendor. I was using the 20000 acct. when writing the checks. Is there a way to combine these names or what would be the best way to correct this?

Answer:

Void those checks written to the Other vendor, and rewrite them to the Vendor vendor. However, the possibility exists that you have already cleared some of them in the reconciliation and won’t be able to void them. If that is the case you’ll need to call Support and we will have to help you get back into “balance” for those.
Immediately, you should go in and remove those vendors from the Other Payee list by clicking on Banking, and choosing Edit Other Payees. Just find the errant vendor, highlight and click on Delete.

How to Restore a Deleted Vendor

Q. I need to unhide a hidden vendor so I can move the incorrect invoices to the correct vendor.

Answer:

Do a search for your vendor, entering only the first few letters of the company name, so you get a list of results. On that screen of names, in the upper left area you should see a box marked “Show Inactive Vendors”. Check that box and your Inactive Vendor should show up in Red. Highlight that and right click it, and choose Undelete Vendor. That will reactivate the vendor and all its history will be restored.

Returning Cores to the Vendor

Q. On parts with cores, how do I show in my vendor AP that I got credit for returning it?

Answer:

First, your parts with cores need to be setup to “Track Cores” in the part record. When you sell a part and get a core in return, you simply create a new vendor invoice and when you “Add Line Item” choose “Receive Credit For Returned Used Core.” This will allow you to add the returnable core to your vendor restock invoice and when posted will go on your account as a credit to be applied to your billing.

Reorder Report with Incorrect Old Vendor

Q. Why does my reorder report show a vendor that I haven’t purchased from in years?

Answer:

First place to to check is the in the master part record. Check to see if the vendor is set as the Primary Vendor. If not, then please contact Technical Support and we will help to find the issue.

Is there a way to merge two vendor accounts into one?

Q. Is there a way to merge two vendor accounts into one?

Answer:

No, there is not a way to merge vendor accounts. One of the vendor records needs to be made inactive and the balances combined. If you have invoices that were created through restock parts, deleting the invoices/credits and redoing on the correct vendor account is not an option. However, after making this old account inactive, you will always have that history available thought viewing "closed" restock parts invoices. But...if the invoices on the old account were created on the vendor record, just delete and re-enter on the correct record. This is probably not the case, though.

If you DID use the restocks method, one option is to write a credit on the "soon to be inactive" vendor record to the 19900 system balancing account and then write an invoice for that same amount on the "correct" vendor record posted to the 19900 account. This way, you can now pay the vendor using the Pay Bills function. Remember to make the "old" vendor account inactive knowing you can reactivate it later if needed for reference.