Training Tidbit: Using a Different Vendor Name on Checks and Purchase Orders
In Accounts Payable, did you know that if a check needs to be written to a different company name than the one specified on the purchase order, the vendor can be changed at the time the invoice is entered? When invoicing the purchase order, the ID of the vendor specified on the purchase order will display in the Vendor ID field, but that ID can be changed to a different vendor in order to write the check to a different vendor (company name). For example, if the purchase order was issued to ABC Company, but the payment needs to be made to XYZ Company, when the purchase order is invoiced, the Vendor ID field will reflect the ID for the ABC Company after specifying the purchase order number to invoice, but the ID can be changed to the XYZ Company.
Tip: If desired, add a comment in the Vendor File for the vendors that utilize a different remit to company name as a reminder to switch the vendor to the other one when invoicing. For example, for the ABC Company, enter a comment of “Change to vendor XYZ Company on invoice” in the Comments field in the Vendor File. If a comment is entered for a vendor, it will display under the vendor address on the right side of the invoice entry screen.
For detailed instructions on invoicing purchase orders, refer to the Invoicing Purchase Orders topic in the Help File.