The Vendor File contains fields that show you the total year‑to‑date purchases, amount paid, and discounts taken. If the Purchase Order and Receiving package is in use, there are also fields showing the total number of purchase orders and the total number of purchase order lines for which the merchandise arrived late year‑to‑date. Most of these fields also have corresponding fields showing the previous year's values. At the end of each year, the previous year's figures are replaced by the new year‑to‑date figures and the year‑to‑date figures are cleared (set to zero) to start accumulating for the new year.
The Clear Vendor YTD Accumulators application enables you to choose between clearing the vendor purchases and discount for the fiscal year, or the vendor year-to-date amount paid over the calendar year in the Vendor File.
IMPORTANT: If you pay 1099 type vendors through your A/P system, you must print the year‑end federal 1099 forms prior to clearing these year‑to‑date fields. Further, you should track these year‑to‑date values on a calendar year basis, clearing the year‑to‑date fields after the end of the calendar year. Clearing these fields at the end of a fiscal year when that does not match the calendar year would produce incorrect results when the federal 1099 forms are printed.
Running this application more than once at the end of a year will destroy the last year figures. Make sure to run this program only once at the end of each year.
Select Clear Vendor YTD Accumulators from the pull-down A/P Processing window. The following screen will then be displayed:
The following options are available:
- You can clear vendor YTD purchases and discounts for the fiscal year and vendor YTD amounts paid for the calendar year.
- After entering Y to either or both of these selections, the system will ask Are You Sure ? If you answer Y it will clear the accumulators specified above. By answering N or pressing RETURN it will return to the Clear Vendor YTD Accumulators menu bar without clearing these variables.
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Type and Description
Clear Vendor Ytd Purchase & Discount (Fiscal Year) ?
Y or N.
Enter Y to clear vendor year to date purchases and discount amounts accumulated during the fiscal year or N to decline.
Clear Vendor Ytd Amount Paid
(Calendar Year) ?
Y or N.
Enter Y to clear vendor year to date for amounts paid during the calendar year, or N to decline.