Sage 100: How The Purchase Vendor Transfer Feature Works In Accounts Payable

Use the Purchase Vendor Transfer feature in Sage 100 to make transfers on invoices for credit card vendors.  This feature allows you to transfer a dollar amount from a credit card vendor (Visa, Amex, etc)  to a regular (purchase) vendor to record the amount if it was paid by credit card.  Also, you can transfer an outstanding invoice from a purchase vendor to the credit card vendor to pay off the open invoice.  Finally, you can combine invoices to create one invoice for the credit card vendor.  Remember, in order to use the Purchase Vendor Transfer button, you must mark the credit card vendor and the purchase vendor a ‘credit card vendor’ in Vendor Maintenance.

Described below are steps for recording a credit card purchase using Accounts Payable Invoice Data Entry, and subsequently transferring that dollar amount to the regular (purchase) vendor.  This feature allows for the transaction to be stored with not only the credit card vendor, but the purchase vendor as well.

1. Accounts Payable, Main, Invoice Data Entry
2. At the Vendor No. field, enter the credit card vendor number
3. Enter a new invoice number
4. Enter applicable invoice information on the Header tab
5. On the Lines tab, click the Transfer Information button.  The Purchase Vendor Transfer window appears
6. At the Vendor No. field, enter the purchase vendor’s GL account number.  This field defaults to the GL account number entered for the purchase vendor in Vendor Maintenance
7. At the Transfer Amount field, enter the purchase amount to apply to the purchase vendor
8. Enter 1099 data, if applicable
9. Click Accept and update all registers

The transaction is recorded and retained with the credit card vendor, and the transaction is recorded and retained with the purchase vendor.

Following are steps to transfer an outstanding invoice for a purchase vendor to the credit card vendor if the vendor’s invoice was paid by credit card.

1. Accounts Payable, Main, Invoice Data Entry
2. At the Vendor No. field, enter the credit card vendor
3. Enter a new invoice number
4. Enter applicable invoice information on the Header tab
5. Click the Lines tab, then click the Transfer Information button
6. At the Vendor No. field, enter the purchase vendor number
7. At the Invoice No. field, enter the purchase vendor’s outstanding invoice number (Note:  the GL Account field is not available because the outstanding invoice has already been recorded and updated previously)
8. The purchase vendor’s invoice balance appears in the Transfer Amount field.  Keep the amount there to transfer the full balance, or enter another amount to transfer a partial balance
9. Enter any other applicable data, such as 1099 information
10. Click Accept and update all registers

Finally, here are the steps to combine invoices to create one invoice to be paid by the credit card vendor.

1. Accounts Payable, Main, Invoice Data Entry
2. At the Vendor No. field, enter the credit card vendor number
3. At the Invoice Field, enter a new invoice number
4. Enter applicable invoice information on the Header Tab
5. Click the Lines tab, then click the Transfer Information button
6. At the Vendor No. field, enter the credit card vendor number again and click Select
7. In the Select Vendor Transfer Invoices window, select the invoices to be combined into the current invoice, then click OK
8. In the Purchase Vendor Transfer window, click OK
9. Click Accept and update all registers

You’ve now combined selected invoices for the credit card vendor.  Note:  If multiple invoices were selected in Select Vendor Transfer Invoices, MULTIPLE appears at the Invoice Number field in the Purchase Vendor Transfer window. The total amount of the invoices appears at the Transfer Amount field.