Searching for Payments to Specific Vendors
As an account manager, you may need to research the status of a payment to a vendor who has provided goods or services for your department. Screens 102 and 113 are used to trace that payment.
First, use screen 102 to find the vendor number.
Select screen 102 from the FA Inquiry menu or from any other screen by entering the screen number and Enter.
At the top left corner, the screen will read "102 Vendor Name Search."
Use the Tab key to move to the Vend option. Enter the name of the business you are inquiring about. If there are extra spaces between the end of the vendor's name and the space provided, use the space bar to completely fill the blank provided.
*Note: If the vendor is an individual, enter the person's last name.
Now press Enter.
If the record shows only one business with the name you entered, the vendor number will automatically appear in the Vend space. However, there is often more than one business with the same name. The list will provide a Ln (line number), Vendor Name Address, City/State, and Vendor/St description for each business.
In that instance, Tab to the bottom of the screen where the Line Number option appears. Enter the line number of the business you want and press Enter.
The vendor's number will appear in the Vend blank.
Instead of using the Line Number option, you can also simply tab back to the Vend blank and enter the vendor number as it appears on the screen.
*For an individual, the vendor number is usually his or her social security number, preceded by B and followed by a 0.
Now tab to the Screen blank and enter 113. Press Enter.
Screen 113 is a Vendor Analysis. In the top right corner, the company's name and address appear. The next line is the Screen, Vend, etc. line. Beneath this the date of the first transaction and the last activity with the business are listed. Several other descriptive factors are listed, but the one that interests most account managers is the Hold description. The number in this blank shows how many checks will soon be sent to the business. The specific checks that will be sent are listed later on the screen.
Now the screen lists each check that has been paid or will be paid to a business.
There are seven headings that describe each transaction.
- Vchr No. - The number the system assigns to each new transaction taking place within an account.
- Acct No. - The account number the check will be paid from.
- Inv No. /Description - The number of the payment request followed by a brief description of what was purchased.
- PO No. - The purchase order number.
- Inv Dt - The date of the invoice.
- Due Dt - The date the payment of the invoice is to be made.
- Pd Dt - The date the check was paid.
- Beneath the headings are descriptions of the check. The gross, discounted and net amounts of the check are listed. The Ck No. (check number) follows.
The first two numbers of the check number show what bank is paying the check. If the number is 01, a local bank paid the check. If the number is 59, 62, and 78 a bank in Austin is paying the check and it will take slightly longer for the business to receive its check. If the check has already been paid, the TC=140 code will follow it. If a check will be cut that week, a Hold is listed.
Contact Information
controller@sfasu.edu • office: (936) 468-2303• fax: (936) 468-2207