Purchasing Cards - Vendor Service

Note: The Purchasing Cards page on the Vendor Service screen displays purchasing cards in use by the vendor, usually a bank. On this page, authorized users can maintain purchasing card information. This page is enabled only when thePurchasing Card Providercheck box is selected on the Miscellaneous page.

Note: To view the Purchasing Cards page and/or add new purchasing cards to a vendor record, follow the steps below:

1. Go to Maintenance > new world ERP Suite > Procurement > Vendor Service.
   • If you are editing a vendor, locate and open an existing vendor record. Click the Edit button on the menu bar of the Purchasing Cards Vendor Service tab. By default, the window opens on the Purchasing Cards page.
   • If you are creating a new vendor, click New. By default, the window opens on the General page.
2. To open the page if needed, click the gray Purchasing Cards icon at the top of the Vendor page. When the page is open, the Purchasing Cards icon is in color .
3. Click New to add a new purchasing card or click the card number hyperlink in the Card Number column to edit an existing purchasing card record.
4. On the Vendor Purchasing Cards screen, the Active check box is selected by default, which indicates the purchasing card is active.
5. In Card Number, type the vendor's purchasing card number. It may contain up to 32 digits.
6. In Issuing Bank, select the bank that issued the purchasing card. The banks listed are those currently defined in the system. If the purchasing card vendor is already a bank, this field would normally be left blank.
7. ThePurchase Order Requirementfield allows the organization to determine whether a purchase order number should be included in a purchasing card transaction. The options are Optional (at the users's discretion), Recommended (the system will give a warning if the number is not included), Required (the system will give an error if the number is not included, and Not Allowed (the system does not display the field). Optional is the default value, but if a different option is selected, that will be the new default value.
8. The Effective Date is disabled in ADD mode. It is used if a purchasing card record is copied to create a new record.
9. Enter the Start Date,which is the date that the card can first be used. This date is required.
10. Enter the Expiration Date of the card. This value is required.
11. Select the Responsible Department at your organization. This is the department that is responsible for the amount of the purchases made on this card. This value is required.
12. Select the Responsible Employee in the department. This is the employee who will be held accountable for the purchases made with this card. This field is populated with active employees in your organization. You can also click the Search icon to search for an employee.
13. Select the Default G/L Account Number. This is the account from which funds will be taken to pay for purchases if the purchasing card import data does not specifically indicate a G/L account number to expense the transaction to. You can also click the Search icon to search for G/L accounts. This value is required.
14. Click Save to save this record or Save/New to save and create another purchasing card record. You may be prompted to provide a reason for the update if the Track Vendor Changes setting has been enabled by your organization's System Administrator.

See Also

Print Vendor Information

Vendor Search

Vendors Results

Miscellaneous - Vendor Service

Merchant Identification