To create a new Vendor, select the "New Vendor" option. The following
screen will appear:
Tip
Vendors can also be created from the CRM Account screen. Simply
enter a new CRM Account, selecting the "Vendor" Relationship
option.
When creating a new Vendor, you are presented with the following
options:
- Vendor #
Enter a number to identify the Vendor.
- Vendor Type
Specify the Vendor Type of the Vendor.
- Name
Enter the name of the Vendor.
- Active
Select if you are actively doing business with this
Vendor.
- Number
Use this field to indicate the Account number the Vendor assigns
to your site.
Note
If a new Address is manually entered here, that Address will be
added automatically to the master list of Addresses.
- Address
-
Manually enter Address information in the fields below—or
use the browse button to select pre-existing Address information. By
default, this address will appear as the main address when entering
Purchase Orders for the Vendor.
- Street Address
Enter the street Address for the Vendor.
- City
Enter the city where the Vendor is located.
- State
Enter the state where the Vendor is located.
- Postal Code
Enter the Postal Code for the Vendor.
- Country
Enter the country where the Vendor is located.
- Default Terms
Specify the default billing Terms for the Vendor.
- Default Ship Via
Specify default Ship Via for Vendor.
- Default Currency
Specify the Currency to be used when conducting business
transactions with the Vendor. This option will only be visible in
systems configured to use multiple Currencies.
- Default FOB
-
Indicate the default Free on Board (FOB) destination by
selecting one of the following options:
- Receiving Warehouse FOB
Select if receiving warehouse is default FOB
destination.
- Vendor Specific FOB
Select if Vendor specifies an FOB destination other than
the receiving Warehouse. Enter alternate FOB details in space
provided.
- Sells Purchase Order Items
Select if Vendor accepts Purchase Orders to render goods.
- May only Sell Items defined by an Item Source
Select if you want to restrict Items purchased from the Vendor
to Items having a defined Item Source. If not selected, you may choose
from all purchased Items when entering a Purchase Order Line
Item.
- Qualified
Select this flag to indicate that the Vendor is a trusted
Vendor.
- Check for matching V/O and P/O amounts
Select to perform Voucher matching when entering Voucher Items
for the Vendor. If selected, users will be presented with a warning
message whenever a Voucher Item amount does not match the
corresponding Purchase Order Item amount for the Vendor. This option
will not prevent users from proceeding. Instead, the warning message
simply alerts users that a mis-match exists.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without creating a new Vendor, returning you
to the application desktop.
- SAVE
Creates the Vendor and enters the Vendor into the master list of
Vendors.
- NEXT
Select to open the Vendor master whose Vendor Number immediately
follows the current Vendor Number.
- PREVIOUS
Select to open the Vendor master whose Vendor Number immediately
precedes the current Vendor Number.
To view or enter Vendor Tax information, select the "Tax" tab. The
following screen will appear:
When adding Vendor Tax information, you are presented with the
following options:
- Receives a 1099
Select if Vendor receives a 1099 federal Tax form.
- Default Tax Authority
Specify the primary Tax Authority you want to associate with the
Vendor.
- Tax Registration Numbers
Display lists Tax Registration Numbers for the specified
Vendor.
To the far right of the screen, the following buttons are
available:
- NEW
Opens screen for creating a new Vendor Tax Registration
Number.
- EDIT
Enables you to edit highlighted Vendor Tax Registration Numbers.
The edit screen is the same as that for creating a new Vendor Tax
Registration Number—except that when editing, the fields will
contain Vendor Tax Registration Number information. Double-clicking on
a Vendor Tax Registration Number will also bring you to the editing
screen.
- VIEW
Highlight a Vendor Tax Registration Number and then select this
button to reach a read-only view of the "Edit" screen.
- DELETE
Highlight a Vendor Tax Registration Number and then select this
button to remove the Vendor Tax Registration Number from the
list.
To add a new Vendor Tax Registration Number, select the NEW button.
The following screen will appear:
When adding a new Vendor Tax Registration Number, you are
presented with the following options:
- Vendor #
Displays the Vendor Number for the specified Vendor.
- Tax Authority
Specify the Tax Authority associated with the Tax Registration
Number.
- Registration Number
Enter the Vendor's Tax Registration Number for the specified Tax
Authority. The registration number is used by Tax Authorities to
identify businesses and/or individuals. An Employer Identification
Numbers (EIN) is an example of a Tax Registration Number.
Tip
The Vendor's Tax Registration Number is used for identifying the
Vendor to relevant Tax Authorities. This information should not be
confused with the Tax Registration Numbers, which are used to identify
your company to relevant Tax Authorities.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without creating a new Vendor Tax Registration
Number, returning you to the previous screen.
- SAVE
Creates the Vendor Tax Registration Number and adds it to the
master list of Vendor Tax Registration Numbers.
To view or enter Vendor contact information, select the "Contact
Information" tab. The following screen will appear:
When adding Vendor contact information, you are presented with
the following options:
- Primary Contact
-
Manually enter Contact information in the fields below—or
use the browse button to select pre-existing Contact
information.
- Title
Select a Title from the list of available Titles.
- First
Enter the Contact's first name.
- Last
Enter the Contact's last name.
- Job Title
Enter the Contact's job title.
- Voice
Enter the Contact's phone number.
- Fax:
Enter the Contact's fax number.
- E-Mail
Enter the Contact's e-mail address.
- Secondary Contact
-
Manually enter Contact information in the fields below—or
use the browse button to select pre-existing Contact
information.
- Title
Select a Title from the list of available Titles.
- First
Enter the Contact's first name.
- Last
Enter the Contact's last name.
- Job Title
Enter the Contact's job title.
- Voice
Enter the Contact's phone number.
- Fax
Enter the Contact's fax number.
- E-Mail
Enter the Contact's e-mail address.
Just as Customers may have multiple Ship-To addresses, Vendors may
also maintain multiple Ship-From addresses. A Vendor address is a Ship-From
address. To add Vendor Addresses to a Vendor master, select the "Addresses"
tab. The following screen will appear:
When adding Vendor Addresses, you are presented with the following
options:
- Vendor Addresses
Display lists Vendor Addresses for the specified Vendor.
To the far right of the screen, the following buttons are
available:
- PRINT
Runs the report associated with this screen.
- NEW
Opens screen for creating a new Vendor Address.
- EDIT
Enables you to edit highlighted Vendor Address. The edit screen
is the same as that for creating a new Vendor Address—except
that when editing, the fields will contain Vendor Address information.
Double-clicking on a Vendor Address will also bring you to the editing
screen.
- VIEW
Highlight a Vendor Address and then select this button to reach
a read-only view of the "Edit" screen.
- DELETE
Highlight a Vendor Address and then select this button to remove
the Vendor from the list.
To create a new Vendor Address, select the NEW button. The
following screen will appear:
When creating a new Vendor Address, you are presented with the
following options:
- Number
-
Enter a number or code to identify the Vendor Address. Using the
value "Remit" or "REMIT" or "remit" in this field will cause the
specified Address to be used as the default Remit-To Address when
printing Checks for the Vendor.
Note
The Remit-To feature is only supported when printing Checks
using the APCheck report definition.
- Name
Enter the name of the Vendor Address.
- Address
-
Manually enter Address information in the fields below—or
use the browse button to select pre-existing Address information. By
default, this address will appear as the main address when entering
Purchase Orders for the Vendor.
- Street Address
Enter the street Address for the Vendor.
- City
Enter the city where the Vendor is located.
- State
Enter the state where the Vendor is located.
- Postal Code
Enter the Postal Code for the Vendor.
- Country
Enter the country where the Vendor is located.
- Contact
-
Manually enter Contact information in the fields below—or
use the browse button to select pre-existing Contact
information.
- Title
Select a Title from the list of available Titles.
- First
Enter the Contact's first name.
- Last
Enter the Contact's last name.
- Job Title
Enter the Contact's job title.
- Voice
Enter the Contact's phone number.
- Fax
Enter the Contact's fax number.
- E-Mail
Enter the Contact's e-mail address.
- Comments
This is a scrolling text field with word-wrapping for entering
Comments related to the Vendor Address.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without creating a new Vendor Address,
returning you to the previous screen.
- SAVE
Creates the Vendor Address and adds it to the master list of
Vendor Addresses.
To add Notes related to a Vendor, select the "Notes" tab. The
following screen will appear:
To add Comments related to a Vendor, select the "Comments" tab. The
following screen will appear:
When adding Comments related to a Vendor, you are presented with the
following options:
- Comments
Display lists Comments for the specified Vendor.
To the far right of the screen, the following buttons are
available:
- NEW
Opens screen for creating a new Comment.
- VIEW
Highlight a Comment and then select this button to reach a
read-only view of the Comment.
To create a new Vendor Comment, select the NEW button. The following
screen will appear:
- Comment Type
Specify one of the following Comment Types from the drop-down
list: ChangeLog or General. Comment Types are used to categorize
Comments. Once you have specified a Comment Type, you may type your
Comment in the main text area. The text area features word-wrapping
and scroll-bar support for longer Comments.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without creating a new Comment, returning you
to the previous screen.
- SAVE
Creates the Comment and adds it to the list of Vendor
Comments.
To add purchasing Notes related to a Vendor, select the "P/O Notes"
tab. The following screen will appear:
When adding purchasing Notes related to a Vendor, you are presented
with the following options:
- P/O Notes
Select the "P/O Notes" tab to access this scrolling text field
with word-wrapping for entering purchasing Notes related to the
Vendor.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without creating new purchasing Notes,
returning you to the application desktop.
- SAVE
Creates the purchasing Notes and adds them to the Vendor
master.
The Electronic Data Interchange (EDI) system enables
you to exchange information electronically with your Vendors. To set up a
Vendor to receive Purchase Orders via email, select the "EDI" tab. The
following screen will appear:
When setting up a Vendor to receive Purchase Orders via email, you are
presented with the following options:
- Allow Email P/O Delivery
Select to enable Vendor to receive Purchase Orders via
email.
Note
EDI details entered on the Vendor master will transfer to the
Schedule P/O for Email Delivery screen when a Purchase Order for the
Vendor is selected for email delivery.
- EDI Email
Enter the Vendor email address to be used as the default
recipient address whenever Purchase Orders are emailed to the
Vendor.
Tip
Send Purchase Orders to multiple recipients by separating email
addresses with a comma. Be sure to omit any spaces between addresses when
using commas to send copies to multiple recipients.
- Cc
Enter the email address to be used as the default carbon copy
address whenever Purchase Orders are emailed to the Vendor.
- Subject
Enter a default email subject line to be used whenever Purchase
Orders are emailed to the Vendor.
- Filename
XML tags may be used in this field to dynamically generate
filename text. In the example shown in the screenshot above, the
filename will include the Document Type (i.e., Purchase Order) and the
Document Number (i.e., Purchase Order Number).
- EDI Email Body
Use this text field to enter the default message that will
accompany any Purchase Orders emailed to the Vendor.
To the far right of the screen, the following buttons are
available:
- CANCEL
Closes the screen without setting up a Vendor to receive
Purchase Orders via email, returning you to the application
desktop.
- SAVE
Enables a Vendor to receive Purchase Orders via email.
