Vendors/Balances Help

How to get to the Vendors/Balances screen

Vendor Summary section

Vendor Contact and Balance

Vendor List

Single/Multiple District View Toggle

District Donations details

Donations sorting tool

Current District's Donations list

Financial State based on Vendor Purchases (Paid and Unpaid) and Donations for this district

Open

Edit

Add New

Delete

How to get to the Vendor Balances screen
Open the Program Accessories menu. Click on the icon that looks like a dollar symbol. From there you can access all of the Vendor related screens.

Vendor Contact and Balance
The Vendor contact allows you to link a particular Vendor's to a particular person's record in your MrDistrict data file. Double clicking on the Vendor Contact opens the corresponding person's record. This is a very handy feature.
To set a Vendor Contact, navigate to the person's record whom you would like to designate as a specific Vendor Contact. Open the Vendors screen by clicking the 'dollar symbol' icon in the 'Program Accessories' menu. Highlight the Vendor record and click edit. Click once in the Vendor Contact text box and you will be asked if you would like to designate 'so and so' as the Vendor Contact for 'such and such' company. Where 'so and so' is the person's name who was current when you opened the Vendors screen and 'such and such' is the current Vendor whose file you are editing.

The Current Vendor Balance shows the Total purchases, Owed purchases, and Paid purchases amounts for the Vendor currently highlighted in the Vendor List.

Vendor List
The Vendor List is the list of Vendors for whom you have created records. Clicking once on a Vendor in the list updates the Current Vendor Balance to reflect the information for that Vendor.
Double clicking a Vendor in the list opens the Vendor Details screen on that Vendor's record.

Single/Multiple District Toggle
The Single/Multiple District Toggle toggles the right hand side of the current screen from the view you see here (the single district view) to a view that shows donation totals for all of the districts that you have opened with MrDistrict (multiple district view).
The Single district view has quite a bit of information and functionality built into it including a cursory summary of all districts and a list of all donation records from the current MrDistrict data file. Positioning your cursor over a particular donation record in this list causes a pop out to appear with the Donation note in it. Double clicking a donation in the list opens the Donations screen on that donation record. Donations in the list can be sorted by amount, date, or donor name.

District Donations details
A cursory summary of all districts donation information, in particular, pledged versus received.

Donations sorting tool
Clicking one of the green buttons in this section causes the donations listed to be re-sorted either by pledge date, donor last name, pledge amount, received date, check date, or deposit date.

Current District's Donations list
This is a list showing all of the donations recorded in the current MrDistrict data file. Positioning your cursor over a particular donation record in this list causes a pop out to appear with the Donation note in it. Double clicking a donation in the list opens the Donations screen on that donation record.

Financial State based on Vendor Purchases (Paid and Unpaid) and Donations for this district
This section shows the sum of total purchases, the amount that has been paid so far, and the amount still owed on all Vendor accounts. This section also shows an 'actual' balance which is calculated as the sum of received donations minus the sum of all purchases. Finally this section shows a 'projected' balance which is calculated as the sum of received and pledged donations minus the sum of total purchases.

Open
Clicking on 'Open' while the Vendor Balances screen is open, opens the Vendor Details record for the Vendor currently highlighted in the Vendors List.

Edit
Clicking on 'Edit' while the Vendor Balances screen is open, opens and unlocks (for editing) the Vendor Details record for the Vendor currently highlighted in the Vendors List.

Add New
Clicking on 'Add New' while the Vendor Balances screen is open, adds a new blank Vendor record and opens it for editing. The user is given a warning prompt before this action is taken.

Delete
Clicking on 'Delete' while the Vendor Balances screen is open, deletes the Vendor's record currently highlighted in the Vendor List and all purchase records associated with that Vendor. The user is given a warning prompt before this action is taken.

Vendor Details Help

Vendor Contact Link and Vendor Details

Vendor Purchases List Filter

Vendor Purchases Sort

Vendor Purchases List

Open

Edit

Add New

Delete

Vendor Contact Link and Vendor Details
The Vendor contact allows you to link a particular Vendor's to a particular person's record in your MrDistrict data file. Double clicking on the Vendor Contact then opens the corresponding person's record. This is a very handy feature.

To set a Vendor Contact, navigate to the person's record whom you would like to designate as a specific Vendor Contact. Open the Vendors screen by clicking the 'dollar symbol' icon in the 'Program Accessories' menu. Highlight the Vendor record and click edit. Click once in the Vendor Contact text box and you will be asked if you would like to designate 'so and so' as the Vendor Contact for 'such and such' company. Where 'so and so' is the person's name who was current when you opened the Vendors screen and 'such and such' is the current Vendor whose file you are editing.

The Vendor Details screen is where you enter extended information about the Vendor. When adding a new Vendor record entering the Zip Code will attempt to prefill the City and State fields. Enter the phone numbers as digits only and they will format automatically. There are fields for Vendor Name, Address Line 1, Address Line 2, City, State, Zip Code, Primary Phone Number, Secondary Phone Number, Email address, Web site, and Service Description.

Vendor Purchases List Filter
Clicking on the Vendor Purchases List Filter toggles the list of purchases, pertaining to the current Vendor, from; All purchases, to Paid purchases, to Owed purchases.

Vendor Purchases Sort
Clicking one of the green buttons in this section sorts the purchases listed by amount or date.

Vendor Purchases List
The Vendor Purchases List is the list of purchases from the current Vendor. Positioning your mouse over the currently highlighted purchase in the list causes a pop out to appear which contains the Purchase Order note from the Purchase Order record. Double clicking a purchase in the list opens that purchase record.

Vendor Note
This opens the Note on this Vendor on the right hand side of the screen. The Vendor Note can be used for logging sequential/dated notes concerning dealings with this Vendor. It could also be used for more general comments about the Vendor, such as, strong points and limitations related to using this Vendor's services, or extended owner/contact information.

Open
Clicking on 'Open' while the Vendor Details screen is open, opens the currently highlighted purchase record from the Vendor Purchases List.

Edit
Clicking on 'Edit' while the Vendor Details screen is open, opens the current Vendor's record for editing (including the Vendor note).

Add New
Clicking on 'Add New' while the Vendor Details screen is open, creates a new purchase record for the current Vendor and opens that record for editing. The user is given a warning prompt before this action is taken.

Delete
Clicking on 'Delete' while the Vendor Details screen is open, deletes the current Vendor and all purchase records associated with that Vendor. The user is given a warning prompt before this action is taken.

Vendor Purchases Help

Single Purchase Record

Vendor Purchases Scroll Control

Creating Reports

Edit

Add New

Delete

Single Purchase Record
A Single Purchase Record includes fields for; Amount of purchase, Date of Purchase, a checkbox to indicate the purchase has been Paid for, a Purchase note, the Payment type, and a Payment Detail.

Vendor Purchases Scroll Control
Clicking one of these four arrows navigates through the purchase records associated with the current Vendor.

Edit
Clicking on 'Edit' while the Vendor Purchases screen is open, unlocks the current Purchase Record so it can be edited. As in the rest of the MrDistrict program, a gray background in the editable fields is the visual cue that the record is unlocked.

Add New
Clicking on 'Add New' while the Vendor Purchases screen is open, creates a new Purchase Record for the current Vendor and unlocks it for editing. The user is given a warning prompt before this action is taken.

Delete
Clicking on 'Delete' while the Vendor Purchases screen is open, deletes the current Purchase Record. The user is given a warning prompt before this action is taken.

Vendors Reporting Help

Summary Balances Report or Export

All Vendor Report or Export

This Vendor Report or Export

Export Addresses To Excel

Export Addresses To CSV

Current Filter and Sort Information

Find Utility

Summary Balances Report or Export
View and/or print a Summary report including Individual Vendor Balances, All Districts Donations, and Pledges not received for currently loaded Vendors. Clicking Export sends the same information to an Excel file.

All Vendor Report or Export
View and/or print an 'All Vendor' Report including Vendor Information, Itemized Purchases, and Paid Status for all purchases from all Vendors currently loaded. Clicking Export sends the same information to an Excel file.

This Vendor Report or Export
View and/or print a 'This Vendor' Report including Vendor Information, Itemized Purchases, and Paid Status for all purchases from the current Vendor. Clicking Export sends the same information to an Excel file.

Export Addresses To Excel
Export your Vendor's addresses to an Excel file in your Exports folder.

Export Addresses To CSV
Export your Vendor's addresses to a CSV file in your Exports folder.

Current Filter and Sort Information
This section gives you a 'heads up' on the current state of filters and the current sort criteria 'in force' at this moment. Reports will mirror the current filters and sort criteria when created.

Find Utility
This utility can bring up records that match any one of 4 different date range criteria; Date Owed, Date Paid, Date Owed but Unpaid, Date Paid or Owed

After successfully finding Vendors matching your criteria, the 'Loaded' label, in the Database State panel, should read 'Dated Range' and holding your cursor over the 'Loaded' label should cause a message to appear which states the criteria set when the Find utility was run. The Summary Balance Report and All Vendor Report will then reflect only the records that were found with this utility, as would, clicking the Export button. Just click the Escape key to return to all records.