Field Definitions: PM Firms Form

The following is a list of field descriptions for the PM Firms form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Firm

If you initialized firms using vendors set up in AP Vendors, this field defaults a firm number that is identical to the vendor number.

If not using the Initialize feature, enter a six digit number to create a new firm. You can also enter New, N, or + to access the next available firm number, based on the highest firm number previously created. Press F4 for a list of previously created firm numbers.

Note:

If accessing an existing firm and you do not know the firm number, you can enter the first few alpha characters of the sort name, and the system will locate the first closest match and display that firm.

Overview: Firms and Contacts

PM firms

Vendor

If you used the Initialize feature, this field defaults the vendor referenced for this firm number.

If you are adding this firm manually and this firm represents an existing AP vendor, enter the vendor number. Otherwise, leave blank.

 

Overview: Firms and Contacts

PM firms

Firm Name

Enter the name of this firm, up to 60 characters.

If you used the Initialize feature, this field defaults the specified vendor’s name as defined in AP Vendors.

Note:

If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

 

Overview: Firms and Contacts

PM firms

Firm Type

Enter a firm type or press F4 to select one from a list - for example vendor, subcontractor, architect, etc.

Firm types are created and maintained using the PM Firm Types form, and they are primarily used in reporting.

Overview: Firms and Contacts

PM firms

Sort Name

The vendor sort name can be used instead of the vendor number when selecting vendors in PM module forms. Generally the sort name is the first several letters of the vendor name, so it may be easier to remember than the vendor number. For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the vendor number '10042'.

When creating a new vendor, this field populates with the first 15 characters of the firm name.

Note: If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

Overview: Firms and Contacts

PM firms

AP/AR Contact

Enter the name of the primary Accounts Payable contact for this firm, up to 30 characters.

Note:

If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

 

Overview: Firms and Contacts

PM firms

Phone

Enter the phone number for this firm, up to 20 characters.

Note:

If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

 

Overview: Firms and Contacts

PM firms

Fax

Enter the fax number for this firm, up to 20 characters.

Note:

If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

 

Overview: Firms and Contacts

PM firms

Email

Enter the email address for this firm.

  • Clicking the Email button (to the right of this field) will automatically open up Microsoft Outlook and set up an outgoing message for you using the email address specified in this field.

  • If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

     

Overview: Firms and Contacts

PM firms

Internet

Enter the Internet address for this firm, up to 60 characters.

Note:

Clicking the Web button to the right of this field will take you directly to the Web site indicated in this field.

Note:

If you specified to allow updates to AP from PM (flag in AP Company Parameters), you are given the option to update the AP Vendor field to match PM. Click the Yes button to update the corresponding field in AP Vendors, No to save the change without updating AP. You will need to update AP Vendors manually as applicable.

 

Overview: Firms and Contacts

PM firms

Mailing Address

The Mailing Address fields on the PM Firms form, Info tab.

Use the Mail Street, Mail City, Mail State, Zip Code, Mail Country, and Mail Additional Address fields to enter the mailing address of the firm.

  • Click the Map icon () if you would like to view the location. This will open a browser and display the location using the map site selected in the Map Site field on the User Options form.

  • You can set up the AP and PM modules so that changes made in the PM Firms form will update the AP Vendors form, and changes made in AP Vendors will update PM Firms. More

The Mail Country feld is required when the address exists outside the Default Country specified in HQ Company Setup for the active company.

The system validates the Mail State based on the Default Country specified in HQ Company Parameters for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for the state in the Mail Country field.

Overview: Firms and Contacts

PM firms

Shipping Address

The Shipping Address fields on the PM Firms form, Info tab.

Use the Ship Street, Ship City, Ship State, Zip Code, Ship Country, and Ship Additional Address fields to enter the mailing address of the firm.

  • Click the Map icon () if you would like to view the location. This will open a browser and display the location using the map site selected in the Map Site field on the User Options form.

  • You can set up the AP and PM modules so that changes made in the PM Firms form will update the AP Vendors form, and changes made in AP Vendors will update PM Firms. More

    Ship Country

The Ship Country feld is required when the address exists outside the Default Country specified in HQ Company Setup for the active company.

The system validates the Ship State based on the Default Country specified in HQ Company Parameters for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for the state in the Ship Country field.

Overview: Firms and Contacts

PM firms

Excluded From Lookups

Check this box to exclude this firm from PM firm lookups. When checked, this firm will be excluded from the lookup list whenever F4 is pressed from any field requiring entry of a firm; however, the firm can still be entered.

Leave this box unchecked if this firm should not be excluded from firm lookups.

 

Overview: Firms and Contacts

PM firms