Vendor Relations - Buying Groups

Process for Vendor Relations (Buying Groups)

Buying Groups are managed in Acumatica using vendor relations.  This setup is useful when goods or services are purchased from one vendor, but payment is made to a different vendor.    

• Supplied-by Vendor: A vendor that provides the goods or services.
• Pay-to Vendor: A vendor to which payments are made on behalf of the Supplied-by Vendor.

Basic Steps for Vendor Relations 

1. Enable Vendor Relations in Acumatica (one-time step).
2. Create Pay-To Vendor Profile.
3. Assign Pay-To Vendor to Payment Settings tab on the Supplied-by Vendor Profile.
4. Create PO for Supplied-by Vendor.
5. Receive PO as normal with PO receiving.
6. Enter AP Bill for Pay-To Vendor.
7. Link the Supplied-by Vendor.  On Financial tab of AP Bill, select the Supplied-by Vendor. SAVE.
8. On Detail tab, Add PO Receipt for Supplied-by Vendor.
9. Release & Pay AP Bill.
10. Prepare Payment > Select Payment Method > Select Cash Account > Select the documents to pay

Setting Up Vendor Relations

Pay-To Vendor Setup – Create Pay-To Vendor Account.  

Supplied by Vendor Setup - Create the Supplied-by Vendor Account. On the Payment tab, update the Pay-To Vendor under the Default Payment Settings by selecting the corresponding vendor to which payments should be made.  Override the Remit-To Address and Info to reflect the Pay-To Vendor information.

Accounts Payable Process

1. Create Purchase Order (PO) for the Supplied-by Vendor.  The system will automatically populate the Pay-to Vendor information on the Vendor Info Tab of the PO based on existing configuration.  

2. Receive the PO through the standard receiving process as normal.

3. Create the AP Bill for the Pay-To Vendor. 

   1. Link the Supplied-By Vendor on the Financial tab and click SAVE. 

   2. Note: Saving at this step is required in order to load PO receipts in the next step. 

4. On the Details tab, select Add PO Receipt.  A list of PO receipts  associated with the Supplied-By Vendor(s) will appear. Select the appropriate reciept(s) to include on the bill.

Release and Pay AP Bill.