How to Print a Vendor List from Sage 300

Basic Vendor List Report

The fundamental vendor list report provides essential information about all vendors in your Accounts Payable system. This report is particularly valuable when you need to review, verify, or share vendor information after making changes to vendor records.

Accessing the Report Navigate to Accounts Payable > A/P Vendor Reports > Vendors to access the basic vendor list functionality. This report serves as your primary tool for maintaining an overview of all vendor relationships.

Essential Report Options The basic vendor list can be customized with several key components:

• Vendor addresses • Profile information • Comments • Optional fields • Recurring payables

Note that you must select at least one of these components to generate the report.

Advanced Selection Criteria

The power of Sage 300's vendor reporting lies in its flexible selection criteria. You can define up to four selection parameters to filter your vendor list.

Primary Selection Options For your first selection criterion, choose from: • Vendor Number • Vendor Group • Short Name

Additional Selection Options For the remaining three criteria, you can expand your selection to include: • Account Set • Vendor Balance • Vendor Name • Currency Code (for multicurrency ledgers) • Start Date

Sorting and Organization

To enhance the report's usability, Sage 300 allows you to sort the vendor list using up to four different criteria:

Available Sorting Options • Vendor Group • Account Set • Vendor Balance • Vendor Name • Short Name • Currency Code (for multicurrency systems)

Detailed Transaction Reports

For more comprehensive vendor information, you can generate a detailed transaction report by accessing Accounts Payable > A/P Transaction Reports > Vendor Transactions.

Transaction Report Types The system offers three main ways to organize transaction data: • By document date • By document number • By fiscal year and period

Transaction Selection Options You can include various transaction types: • Invoices • Debit Notes • Credit Notes • Interest • Prepayments • Payments

Vendor Details Report

For inventory-related vendor information, access the Vendor Details report through Inventory Control > I/C Setup Reports > Vendor Details.

Customization Options This report allows you to: • Sort by vendor numbers • Sort by item category codes • Sort by Inventory Control item numbers • Sort by segment codes • Include optional fields information

Export and Distribution Options

Sage 300 provides flexible output options for all vendor reports:

Physical Printing When printing to a physical printer, you'll be prompted to: • Confirm printer selection • Specify number of copies • Adjust printer settings

Digital Output Options For digital distribution, you can: • Preview on screen • Export to various file formats (PDF, DOC, XLS) • Send directly via Microsoft Mail

Security and Tax Information

For users with appropriate authorization, the system provides options to display sensitive information:

Tax Number Display • Authorized users can choose to show full, unmasked tax numbers • This option is available when printing profile information

Best Practices and Tips

Timing Considerations Generate new vendor lists when: • Adding new vendors • Modifying existing vendor information • Removing vendor records • Conducting periodic reviews

Report Maintenance To ensure accurate record-keeping: • Save digital copies of periodic reports • Maintain consistent naming conventions • Archive reports according to your organization's retention policies

Multicurrency Considerations For businesses operating with multiple currencies: • Choose between vendor currency and functional currency display • Review revaluation impacts on functional amounts • Consider generating separate reports for different currencies

Troubleshooting and Common Solutions

Preview Issues For web-based clients, remember that the preview screen appears first when clicking the print button. This allows you to verify the report's content before final output.

File Naming When saving reports to files: • The system generates unique filenames (e.g., CS1000.TXT) • You can specify new directories that will be created during the export process • Ensure proper file extensions match your chosen format

Advanced Features

Comment Integration When including comments in your reports: • Specify follow-up date ranges • Leave space for additional notes • Include contact information and credit limits

Custom Formatting Enhance report readability by: • Sorting transactions by type • Including contact and phone information • Adding space for manual annotations

Conclusion

Sage 300's vendor reporting system offers robust functionality for businesses of all sizes. By understanding and utilizing these various reporting options, you can maintain accurate vendor records, track transactions effectively, and make informed business decisions based on comprehensive vendor data.

Remember to regularly generate and review these reports to maintain accurate vendor records and ensure your business relationships are properly documented. The flexibility in report generation, combined with various export options, makes Sage 300 a powerful tool for vendor management and record-keeping.

Sources: [1] https://www.acutedata.com/how-to-print-the-vendor-details-report-on-sage-300-inventory-control/ [2] https://help.sage300.com/en-us/2024/classic/Subsystems/AP_2024/Content/Reports/Printing/Vendors/PrintingVendorsList.htm [3] https://www.acutedata.com/how-to-print-the-vendor-transactions-report-on-sage-300-accounts-payable/ [4] https://help.sage300.com/en-us/2023/web/Subsystems/AP/Content/Reports/Printing/Vendors/PrintingVendorsList.htm