Vendor form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

In the Vendor form, you can create, maintain, or delete vendor records. Vendor records include detailed information about the businesses from whom you buy your goods or services and the financial history you have recorded with a vendor.

Open the form

  • On the Vendors menu, point to New, and then click New Vendor.

Customize the form

You can customize a Vendor form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

 Note   When you save a modified form, Microsoft Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
General tab
Vendor name (Required.) Type a vendor name as you want it appear in transaction forms and records.
File as Office Accounting 2008 automatically files names in the Company format. For example, The Phone Company will be listed as Phone Company. To change the listing format for a record, type the name in either the First Last or Last, First format. You can change the default setting on the General tab in the Preferences dialog box.
Vendor ID Type the vendor identification (ID). A vendor ID is a number or name, such as an abbreviation of the vendor name, that you use to search for vendor information. All vendor IDs must be unique. They appear in the lookup forms for vendor name on transaction forms such as purchase orders and bills. If you choose to disable this function in Accounting 2008 Company Setup, this field is disabled. To use this feature, select Use vendor ID under the Vendors tab in the Preferences dialog box.
Addresses Displays the business address. To enter an additional or different address, click the arrow below Addresses and select an option. The Address dialog box appears. If no business address is entered, the Addresses field displays the first address type with information entered in it.
Business Displays the business phone number. To enter a different or additional phone number, click the arrow next to Business and select an option. If no business phone is entered, the field displays the first phone type with information entered in it.
Business fax Displays the business fax number. To enter a different or additional fax number, click the arrow next to Business fax and select an option. If no business fax number is entered, the field displays the first fax type with information entered in it.
E-mail Type the e-mail address for the vendor or for the contact at the vendor. Click the arrow next to E-mail 1 to add additional e-mail addresses.
Web page address Type the vendor's Web site address.

Default status is Active. Change the Active status by clearing the check box.

 Note   Inactive vendors do not appear on transaction lists. You can, however, continue to create transactions using inactive vendors by entering a vendor name manually.

Vendor since Displays the date that your company started working with the vendor. Type the date or click the arrow next to Vendor since to open the calendar.
Account no Displays the account number that the vendor has assigned to you.
Balance This field only appears when you are creating a vendor. The opening balance shows $0.00 by default. Type a vendor beginning balance in the Balance field if you are creating the vendor to bring over balances from another system. If you enter an amount or import a vendor with a balance into a company whose fiscal year is closed, an error message will appear. You can reopen a fiscal year by clicking Manage Fiscal Year on the Company menu.
Balance as of

This field only appears when you are creating a vendor. Balance as of displays the company start date selected in Company Setup. To change the date, type the starting date for the account opening balance or click the arrow next to Balance as of to open the calendar.

 Note   You can enter a date prior to the start date that you selected in Company Setup. If you do so, a message opens that gives you the option to allow Accounting 2008 to automatically create all fiscal years necessary to include the entered date.

Contacts Type the appropriate information for the Primary contact: Contact Name, Title, Business Phone, and E-mail columns. You can designate only one contact as the primary contact.
Memo Type additional information or comments about the vendor in this field. These comments are only for internal use. Examples of comments are directions, birthdays, or credit information.
Add Links Click Add Links to link documents, reports, charts, or photographs to the vendor record. Only the application icon and document name appear in the field. Double-click the icon of the document you want to open. This is a link to the original document, not a copy.
Details tab
Expense account Click the arrow next to Expense account to select an expense account to associate with the vendor. When creating a vendor bill, cash purchase, or item receipt for this vendor, the first line in the Name column of the Items and expenses table will default to the specified expense account.
Credit limit Displays the credit limit amount that the vendor has assigned to you.
Preferred shipping method Click the arrow next Preferred shipping method to select a preferred shipping method or select Add a new Shipping Method. The information in this field appears in future purchase orders with the vendor.
Preferred payment method Click the arrow next to Preferred payment method to select the preferred payment method that you have with the vendor.
Payment terms Click the arrow next to Payment terms to select the payment terms that you have established with the vendor or select Add a new Payment Term.
Vendor group Grouping your vendors is a method to categorize your information into ways that are meaningful to you. Click the arrow next to Vendor group to select a vendor group or select Add a new Vendor Group. If your company does not use groups, leave this field blank.
Federal tax ID Type the vendor's nine digit federal tax ID number. If the vendor is not incorporated, type the owner's social security number. The information is available for 1099 forms.
Vendor 1099 Select the Vendor 1099 check box if you must track payments to the vendor and possibly send them a 1099 form at year end. Accounting 2008 records transactions for the vendor for the whole fiscal period, even if you select the check box during the period.
Financial Summary tab (Read-only.)
Current Displays the outstanding bills owed to the vendor that are classified as current.
Overdue Displays the overdue bills owed to the vendor broken out by 30 day categories.
Total balance Displays the total balance of outstanding bills with the vendor.
Month-to-date Displays the total dollar purchase from the vendor in the current month.
Year-to-date Displays the total dollar purchase from the vendor in the current fiscal year.
Last year Displays the total dollar purchase from the vendor in the previous fiscal year.
Lifetime purchases Displays the total lifetime dollar purchase from the vendor.
Financial History tab (Read-only.)
View all transactions with a vendor since the record was created, grouped by date, document number, type, contact, and total amount. You can change the order of the columns by dragging the column headings, or you can reverse the sort order of a column by clicking the column heading.
Used-Defined Fields tab
New Fields Click New Fields to create new fields (text, date, number, or check box) for a record on the User-Defined Fields tab. New fields can be moved to other tabs on the record and added to transaction forms that relate to the type of record on which you created the new field. For example, a new field created on a vendor record can be added to purchase orders and vendor bills. All users can see user-defined fields.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Vendor Create a vendor record.
*New Purchase Order for Vendor Create a purchase order.
*Receive Items Receive items that were ordered from a vendor.
Receive Bill Enter a vendor bill.
Pay Bills Pay bills.
E-Mail Vendor Send an e-mail message to a vendor.

Related topics

About vendor bills
Find vendor records in a list
Access vendor services
Prepay a vendor bill
Applies to:
Accounting 2008