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[Will Lane]

Hi!

So, I’m trying to decide the best way to go about a Vendor set up in GP. We have multiple (and growing about 10 a year) restaurants that utilize the same Vendors. With that being said, to make sure that they all have a different account number attached to them, is the best way to go about setting up in GP to create a different VendorID for each Vendor & Restaurant(for example; comcast001, comcast002, comcast003)? That’s the only way I know how to go about having a different account number association for each restaurant. Is there a better way? I just keep thinking about how awful 1099s will be with 15 different VendorIDs for 1 Vendor. 

Thanks in advance!

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Will Lane
AP Analyst
Chicken Salad Chick
Auburn
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[Rob Klaproth]

Hi Will,

It really depends on what your goal is.   Do you need to keep the balance separate for the vendor with each of your locations?  Do you need to be able to print different versions of the PO for different locations or will the PO layout and wording be the same regardless of location?

Do you have a segment in your COA for each location?  If so, you may be able to use built in segment substitution for inventory control, but only if your goal is to substitute the site ID for inventory:

You would setup all of your sites, and make sure the segment is configured as shown above, and then GP would plug in the segment for you based on the site ID you select.

So, for example, if you are ordering for site ID 100, and the GL account looks something like this

000-6030-100

Then when you order for site 200, GP will sub it out as 000-6030-200

More info from MS here:
The following accounts substitute the account segment ID that you specify in the Site Maintenance window:

• Inventory
• Inventory Offset
• Cost of Goods Sold
• Sales
• Markdowns
• Sales Returns
• In Use
• In Service
• Damaged
• Variance
• Drop Ship Items
• Purchase Price Variance
• Unrealized Purchase Price Variance
• Inventory Returns
• Assembly Variance

The following types of transactions use site substitution:

• Inventory (IV)
• Sales Order Processing (SOP)
• Purchase Order Processing (POP)
• Bill of Materials (BOM)

So if that is your goal, this should work.  More info from MS here:
https://support.microsoft.com/en-us/help/874124/how-to-set-up-the-account-segment-id-per-site-id-in-inventory-in-micro

You may have other goals, but this could be what you’re after. 🙂

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Rob Klaproth
Dynamics Certified Professional
(GP Install & Configure)
Sr. GP Consultant
Armanino, LLP
San Diego, CA
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[Rob Klaproth]

By the way I just realized you are looking for vendor national accounts, Binary Stream makes a product that does this.

National Accounts for Payables in Dynamics GP

Binary Stream		remove preview
National Accounts for Payables in Dynamics GP Seamless Integration to Dynamics GP. NAP is built in Dexterity, the native programming language of Dynamics GP. With the same look and feel as you are used to in Dynamics GP, training time is minimized. Flexible Deployment Options. Our products can be deployed on-premise, in a hosted environment or in the cloud as part of Microsoft Dynamics GP ERP. View this on Binary Stream >

But, you will need to ask them if the product does 1099’s, it may only consolidate your payments to the vendor.   And maybe it doesn’t need to consolidate the 1099, if all the payments are going to the parent vendor, perhaps it will keep all the 1099 details in the parent vendor, so only one 1099 is needed, but that would be a good question to ask Binary Stream.

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Rob Klaproth
Dynamics Certified Professional
(GP Install & Configure)
Sr. GP Consultant
Armanino, LLP
San Diego, CA
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[Barbara Gavron]

Will,

When you say “accounts” do you mean GL Accounts or the account number with the vendor (to ensure proper posting of your payments by the vendor)?

If you are looking to ensure that the Vendor properly posts the payments you send, perhaps you would consider making each location a different REMIT TO Address ID and in the second line of the address you can put the specific Vendor account number for that restaurant. Then, when processing vouchers you would select the appropriate REMIT TO ID and GP will create a separate check for each location but still accumulate the purchases under the same Vendor Master for analysis and 1099 purposes.

If you are looking for GL accounts, this poses a more involved solution because the Purchase Accounts are attached to the Vendor Master, not the Address ID. But you could add all of the related GL accounts to the Account Card and then just select the appropriate one on the Distribution page when vouchering the invoices.

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Barbara Gavron
Atlantic Beach / Jacksonville FL
904-536-0129
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[Kimberly Lomax]

On the 1099 side, as long as the different vendors have the same tax ID number, I believe they would be combined?  If I’m recalling correctly, that is.  I’m sure someone on here can confirm or correct that.

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Kimberly Lomax
Manager, Financial Systems
Rayonier
Jacksonville FL
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[Windi Epperson]

,
We’ve had customers use the method suggested by the only difference is they’ve used the actual vendor account number as the Address ID to make selecting the right one very straight forward. 
Thanks
Windi
??

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Windi Epperson
President/GP Senior Consultant
Advanced Integrators, Inc.
Norman OK
405-946-1774 Ext 102
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[Charles Allen]

Some clients will use the transaction description on the Payables transaction to enter the account number instead of having one vendor per account. 

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Charles Allen
Senior Managing Consultant
BKD Technologies
Houston, TX
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[Elaine German]

?Set the one vendor up but use different address ID’s to differentiate the different account#s.  That way you can select which address ID to use in each case but all on one 1099.

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Elaine German
Accounting Specialist
Des Moines Area Regional Transit Authortity
Des Moines IA
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