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Vendor Name Changes - Best Practices

  • 1.  Vendor Name Changes - Best Practices

    Posted Feb 14, 2019 09:48 AM
    We use AX 2012 R2 CU7.  I was curious what others are using for best practices for changing a vendors name when the vendor notifies you they have changed names or been acquired by another company.  Do you just change it and any other relevant data like remittance addresses, etc.  Or do you set up a new vendor so as to maintain the history with the old vendor name.  If you just change the name, do you note the old name in some field?  Thanks.

    Brad Reeves
    Manager - Finance
    Bill And Hillary Clinton National Airport
    Little Rock AR

  • 2.  RE: Vendor Name Changes - Best Practices

    Posted Feb 15, 2019 07:59 AM
    I first get their new W-9 to determine exactly what has changed.  If their tax ID number has changed, then I close this account and set up a new one under the new tax ID number.  I reference the new name and account number in the notes field of the Purchasing Demographics area of the original account, as that field shows without opening the entire vendor record. I also note the previous name/account number in the new record's Purchasing Demographics area.  If the tax ID number has not changed, then I still make the note of the previous name in the notes field, but make the necessary changes on the existing vendor number.

    Sandra Wittrock
    Accounting Manager
    Kroll Ontrack LLC
    Eden Prairie MN


  • 3.  RE: Vendor Name Changes - Best Practices

    Posted Feb 15, 2019 10:38 AM
    If you keep the same vendor account, and in order to keep historical documents "correct" you need to make changes to vendor address records.
    The "name/description" field on the address is what gets printed on checks, on invoices, on payments etc.

    So -
    If you had one - Create a new address with the new name, with purpose "Remit-To" and make it the default
    if you had one - Create a new address with the new name, with purpose "Invoice" and make it the default.

    Do that rather than modify the name on the existing address, in order not to "change" retroactively the names printed on previous documents issued into that vendor.

    Zvika Rimalt
    Functional Consultant
    Vancouver BC


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