Automatically Generating Vendor Deposits and the Quick Add Vendor Deposits Window

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Design Manager has the ability to easily select multiple Purchase Orders and automatically generate the necessary Vendor Deposits rather than creating Vendor Deposit payables for each individual Purchase Order manually as described in Deposit on Project Purchase Order and Deposits for an Inventory Purchase Order.  To do so, click the Deposits button on the Vendor Deposits, Invoices, and Operating Expenses Window - New Tab which will display the Quick Add Vendor Deposits Window shown below.

 

quick add vend deps

 

By default, all open Project and Inventory Purchase Orders with a Deposit Requested amount but have no paid Vendor Deposits (either by Check\Wire Transfer or Credit Card) recorded against them will be displayed on the Open Purchase Orders with Unpaid Deposits Grid.  By switching from the All Projects to For a Specific Project/Order, however, a Project Code can be entered into the Project/Order field to only display qualifying Purchases Orders for the selected Project.  To select a Project from the Project Search Window, click the Search button in the bottom left corner of the window.

 

Pay With: The Pay With selection allows the user to choose the method of payment for the Vendor Deposit, either by Check/Wire Transfer or a Credit Card.  The "A Check" will be the only selection that can be made until a Credit Card Account has been defined in the Accounts Glossary or additional Accounts Payable Payment Type has been created.  For more information on defining Credit Cards in Design Manager, see Paying a Vendor with a Credit Card while adding additional A/P Payment Types is described in under Accounts Payable Payment Types and the Company Information Window - A/P Payment Types.

 

Date: The Date is used to record the calendar date that the Deposit is being issued and defaults to the system date of the computer.

 

Due Date: The Due Date is the date by which the Deposit check needs to be sent to the Vendor and defaults to the system date of the computer.

 

The Open Purchase Orders with Unpaid Deposits Grid has the following columns:

 

Pay / Tag:  Select a Purchase Order to have a Vendor Deposit generated by clicking in this column.  Highlighting a Purchase Order and clicking the Space bar on the keyboard will check or uncheck the Pay / Tag column as well.

 

Vendor: The Vendor Code and Name of the Purchase Order.

 

Purchase Order Number (PO No.):  The unique reference number of the Project or Inventory Purchase Order.

 

Verbal / Reference Number (Verbal / Ref. No.):  Any optional reference number provided by the Vendor for an order placed over the phone, e-mail, or other media.

 

Order Date: The date of the Purchase Order.

 

Ship To: The Ship To Code and Name of the shipping address designated for the Purchase Order.

 

Total Cost: The sum of the Extended Cost of all Components or Inventory Stock Items included on the Purchase Order.

 

Deposit: The total Requested Deposit amount for all Components or Inventory Stock Items on the Purchase Order.

 

To select a Purchase Order to have a Vendor Deposit created, simply click the Pay Tag column.  Alternately, clicking the Tag button will launch the Tag POs to Pay Deposits Window where Purchase Orders can be automatically selected.  To review a Purchase Order, select the Purchase Order on the grid and click the Print button to reprint the Purchase Order in question.

 

After the desired Purchase Orders have been selected, click the OK button.  After processing, the Quick Add Vendor Deposits Window will close and the Vendor Deposit entries will appear on the New Vendor Payables Grid of the Vendor Deposits, Invoices, and Operating Expenses Window.  From here, the entries can be reviewed and posted.