Data Fields on the Ledger tab – Add/Change Vendor

The data fields on the Ledger tab of 'Add/Change Vendor' are described below.

Accounts Payable Ledger#

The ledger number for your accounts payable. This will default to the ledger number assigned to the system category 1815 'Accounts Payable'. To change the default ledger number, click Maintenance, click Ledger Maintenance, click System Categories, click Ledger References (General) and click the List tab. Change category 1815 as necessary. Refer to 'System Categories' for more information.

If the ledger number that appears is the correct default ledger number for accounts payable but is incorrect for the vendor, click in the Accounts Payable Ledger# field and enter the payables ledger number to credit as invoices are entered.

Example: You may have 202-1 set up as 'Notes Payable' and as invoices are entered for the vendor, 202-1 should be credited. The Accounts Payable Ledger# should then be changed to 202-1.

If the ledger number appears in red, the ledger number does not exist in the chart of accounts. Verify that the ledger number was entered correctly. If it was, be certain to add it to the chart of accounts by clicking Maintenance, Ledger Maintenance and Chart of Accounts. Refer to 'Chart of Accounts' for more information.

Ledger References

The white box in the middle of the Ledger tab contains ledger numbers to be referenced when expensing invoices from the vendor. It is not necessary to add ledger references to this grid; however, it is beneficial to do so because they will appear on screen for you to select when expensing invoices. This saves you from searching through the entire of chart of accounts for the correct ledger number.

Example: If the vendor is one in which you receive inventory from, 120-98 'Inventory Received' could be added as a ledger reference, as well as 453-1 'Freight In'. These ledger references will then appear on screen for you when expensing invoices from this vendor. You may select from this list; however, it is not necessary. You may choose to select from the chart of accounts.

Adding a Ledger Reference

Click in the Ledger# box and enter the applicable ledger number. Click the Add button in order to add it to the Ledger References box. If the ledger number was not found in the chart of accounts, the Description will read 'Ledger# Not Found'. Verify that the ledger number was entered correctly. If it was, be certain to add it to the chart of accounts by clicking Maintenance, Ledger Maintenance and Chart of Accounts. Refer to 'Chart of Accounts' for more information. Add as many ledger accounts to the grid as necessary.

Hint: To view your chart of accounts, press the F6 key on your keyboard from the Ledger# box. You may then select the applicable ledger number from the 'Pick Ledger Number' list box.

Deleting a Ledger Reference

If a ledger was added to the Ledger References box in error, click in the row containing the ledger number and click the Delete button. Confirm the deletion.