Applies to: RollMaster (RM) Core
Use this article to view open vendor invoices, credits, and other payable items, review outstanding balances, place or release payment holds, maintain invoice-specific notes, and export vendor payable information.
Menu Path: Accounts Payable > Vendor Status Inquiry
For other Sales Processing programs, refer to the Accounts Payable module documentation.
This module will allow you to view all the open items on a Vendor’s account along with the total amount owed to the Vendor. It will become a very useful module for the accounting department to quickly view Vendor payable information. When you enter this module, you will first see the Vendor Selection Box (described above) to assist with selecting a Vendor. Once a Vendor has been highlighted and selected, the system will display a Vendor Status Inquiry screen for the selected Vendor as follows:
At any point from within this screen, you can click on the Vendor Maintenance -1- button to jump over to the Vendor Maintenance module. When finished, the system will return you to this screen. If you need to add/edit/view Vendor Notes, click the Notes -2- icon at the top right of the screen at any time. The items in the screen listed above are sorted by the newest date to oldest date in the O/I Date field. You can click on any of the Column Headings to change the sort, including clicking on the O/I Date field to reverse the sort. Once the data is sorted, you can right click on any item to call up two options: Invoice Notes and Set/Release Hold (see explanation below). The Invoice Notes will allow you to add Invoice/Open Item-specific notes to any item. A “Y” in the Notes -3- column (displayed above) indicates that Invoice Notes exist on an item.
From within this module, you can place a Hold on an open item in the system that you do not wish to pay because of a claim or dispute with the Vendor. When an open item is on a “Hold” status, the system will not allow it to be pulled up in the Payment Selection module or to print on the Cash Requirements Report. (Please Note: If an item has already been selected for payment, this feature will not prevent a check from being printed. The item should be deleted from the Payment Selection module first.) To place a HOLD on an item, click the Set/Release Hold option. The system will prompt a message that the hold has been placed, and you will then see (HOLD) displayed in the Due Date column for that item as follows:
To Release the Hold, right-click and select the option again and the system will prompt a message that the hold has been released and the Due Date will return to the actual date. One final option in this screen is the ability to Print to Excel while in the screen above. Click the Excel icon button at the bottom right to initiate this process. The Exit button will return you to the Vendor Selection screen.