Managing Vendors Using Vendor Groups

In situations where Vendors share the same remittance information, Vendor Groups can be used to pay multiple invoices on one check. When performing a check run in DEACOM the system will check to see if Vendors are assigned to a Vendor Group. If vendors are assigned, the system will group the invoices belonging to the same Vendor Group and pay the associated invoices on the same check. In addition, the "Vendor Group" field appears both on the Vendors and Check Run pre-filters to assist with analysis and sorting.

Configuration

Refer to the Managing Vendors landing page for Configuration information.

Process

Once a new Vendor Group has been added with all associated remittance information, it may be assigned to individual Vendor records. To add a new Vendor Group:

  1. Navigate to Purchasing > Maintenance > Vendor Groups.
  2. Click the "New" button to open the Edit Vendor Group form.
  3. Enter a Name to describe the group and complete the Remit To information for the account in the available fields.
  4. Once all information has been entered, click the "Save" and "Exit" buttons.

To assign a Vendor Group to the appropriate Vendors:

  1. Navigate to Purchasing > Vendors.
  2. Fill in the pre-filter as desired then click "View".
  3. Select a Vendor from the report and click "Modify".
  4. Navigate to the Order Defaults tab and select the desired group from the pick list in the "Vendor Group" field.

Additionally, Vendor Groups may be created to allow users to identify Vendors normally paid via credit card. These Vendors are grouped together and checks are processed for payment to the credit card company(s) for the goods and services purchased. When creating the Vendor Group, enter a Name that indicates the type of credit card the record will be used for. This value is just for identification purposes. Ensure the Remit To information is completed, as noted above, and assign Vendors to the group as normal. See Processing Purchase Orders with Credit Cards for information on how the Vendor Group is used when applying payments.