Posting Vendor History Information

The vendor history files are updated through the posting process.  Posting to the files updates vendor totals with recent payment transactions.  In addition, the posting process accumulates any 1099 information by 1099 code and adds it to the cumulative amounts stored on the file. 

A payment is posted to the vendor history files after it has been cleared.  The Vendor History program recognizes three types of payments: 

1)  Payments that have not been posted at all

2)  Payments that have had calendar information posted, but not yet fiscal information

3)  Voided payments that have previously been posted.

However, once a payment is posted to the history files, it should not be charged back to outstanding and modified, because the history files will not reflect the changes.

For payments with a void status and a vendor history status of either 'B' or 'C', the vendor history post updates for that payment will be backed out in the current post run.  For example, if a payment was originally posted in 1994 and you've since rolled over to 1995, the payment will be backed out in 1995.  If you haven't yet rolled over 1994, the payment will be backed out of the 1994 totals, even if the void transaction actually took place in 1995.

If a payment has been voided, vendor history must be posted before the invoice can be deleted.  This will prevent vendor history from being incorrectly updated.

Once the voided payment has been reprocessed by the Vendor History Post program, the vendor history flag status will be set to 'V' in order to keep the payment from being backed out more than once.

The following steps should be followed in posting vendor history information:

a.   Clear any payments through the Clear Payment Entry conversation.  To clear a payment enter a status of C (cleared) and a cleared date.

b.   Before final posting, you should perform a trial post and resolve any issues.

c.   Post the vendor history information using the Post YTD Vendor History option.

You can post vendor history information as often as you wish.  When a record is posted, MAC-PAC flags it so it is not processed during any subsequent posts.