Each vendor record is assigned a unique ID (the vendor code). For vendors with multiple locations, enter a separate vendor record for each location. Vendor records contain information and summaries of purchases, PO receipts, recent parts purchased, checks and special orders.
To see a list, edit a record or add a new record go to Purchasing & Vendors > Vendors
List of Vendors
The Vendor List screen shows a complete list of active vendors. Perform an Advanced Search to find inactive vendors.
Vendor: Display Area
| Buttons and Functions | Description |
| Edit or View Details | To see further detail or edit a record, click on the corresponding code. This will open the record. After editing, click on the Save button to save the changes to the record. |
| Vendor Code | Code identifying the vendor. |
| Name | Vendor name that will appear on transaction documents and reports. |
| Address | First line of vendor address. |
| City | Vendor city. |
| State | Vendor state code. |
| Zip Code | Vendor zip code (postal code). |
| Phone No. | First contact phone No. |
| Keywords | Keywords used to quickly search for or identify the vendor. |
| Active | Is the type active or inactive? |
Vendor Details
Vendor: General Fields
| Field | Description |
| Active check box | To view an inactive account, see Active and Inactive Records |
| Vendor Code | One- to twenty-character code identifying the vendor. The code can be created by the user or automatically defined. An entry in this field is required. |
| Name | Vendor name that will appear on transaction documents and reports. An entry in this field is required. |
| Keywords | Keywords used to quickly search for or identify the vendor. |
| Address 1-4 | Vendor address lines (1-4). Click the Expand button to see (or hide) lines 3-4. |
| City | Vendor city. |
| State | Vendor state code. Based on the state’s settings the code or the state name will print on documents. An entry in this field is required. |
| Country | Vendor country code which is automatically shown based on the state. |
| Currency | Vendor currency. |
| Zip Code | Vendor zip code (postal code). The format of the entry in this field is restricted. |
| Inventory Vendor? | Checkbox which designates whether this is an inventory vendor or not. The GL postings are different in each case. For an inventory vendor, posting is done through the PO Journal while posting for non-inventory vendors is done through the AP Journal. |
| User Choice 1-8 | Company-defined fields for use as needed to store information. |
Vendor: Purchasing/Receiving Fields
| Field | Description |
| Warehouse | The warehouse that normally receives shipments from the vendor. This will be the warehouse on a PO for this vendor. The warehouse can be changed during the PO process. An entry in this field is required. |
| Ship Via | The method of shipment specified for this vendor. This method will be the shipping method on a PO for this vendor. The method can be changed during the PO process. |
| Review | Date for next review of purchasing from the vendor. |
| Last Reviewed | Date vendor was last reviewed. Can be set using the calendar popup date picker. |
| Group | Group to which the vendor is assigned for purposes of reviews. |
| Discount Type | This indicates how the discounts offered by this vendor are calculated. Specify cubes, dollars or weight by clicking the appropriate radio button. |
| Buyer | Buyer’s name. |
| Lead Time | Default lead time for this vendor in days. Lead times that are manually specified or calculated by product override the data in this field. If no lead time (product or vendor) is specified the system prompts for the lead time to be used when running the replenish report. |
| FOB Code | FOB Code designating responsibilities as between buyer, seller and shipper |
Vendor: General Tab: Discount Area
| Field | Description |
| Break Level | The break level at which the vendor’s discounts apply. The type of break level depends on the choice of Discount Type (cubes, dollars, or weight). |
| PO Bonus Description | The description of the PO Bonus offered by the vendor at a break level. |
Vendor: Accounts Payable Fields
| Field | Description |
| Account No | The Company’s account No with this vendor. |
| Terms | Payment terms that apply to this vendor. These will be the terms on a PO for this vendor. The terms can be changed during the PO process. An entry in this field is required. |
| Pay Code | This indicates to the Accounts Payable staff how quickly to process payment to this vendor. Select choices from the dropdown box. |
| Tax ID | Vendor’s tax ID No. |
| Department Code | Department code choices for this vendor. Select from the dropdown box. |
| 1099 Y/N? | Does vendor receive a Form 1099 or not. Select yes or no by clicking the radio buttons. |
| Company | Vendor name that appears on the checks from the Company. |
| Address 1-4 | Address lines (1-4) specify the address to which a copy of the PO, voucher and check will be sent to for the Vendor. Click the Expand button to see (or hide) lines 3-4. |
| City | Vendor payment city. |
| State | Vendor payment state code. Based on the state’s settings the code or the state name will print on documents. An entry in this field is required. |
| Country | Vendor payment country code. |
| ZIP Code | Vendor payment zip (postal) code which is automatically shown based on the state. |
| AP Phone | Phone No of vendor’s contact for payment. |
| AP Contact | Name of vendor’s contact for payment. |
Vendor Actions Menu
Linked Files
Link a file to the vendor record. Linked files can be images or documents such as agreements, customer information sheets, or proposals. Linked files are available for customers, products, vendors, prospects, salespeople and transactions.
Vouchers
This screen accesses the vendor’s ledger card providing details of open and paid vouchers along with payment and adjustment history. History can be stored for as long as is desired. The Vendor Vouchers screens can also be used to manually indicate which vouchers should be paid and which vouchers should be held.
Vouchers: Display Area
| Buttons and Functions | Description |
| Filter By | Shows All vouchers, Paid vouchers, or Unpaid vouchers depending on the selected radio button. |
| Due Date | Restricts display of Unpaid Vouchers based on due date. Unpaid vouchers due after the date entered will not be displayed. |
| Pay | Indicates whether a voucher should be paid. Vouchers are marked “No” by default. Vouchers marked “Yes” in the Vendor Voucher screen can be selected in the Create Proposed Checks screen with the option “Vouchers marked for Payment”. (Additional selection criteria allow selection by date, due date, earned discount, and AP Aging). Vouchers marked “Hold” are considered on “manual hold” and will not be selected in Create Proposed Checks. Vouchers must be taken off hold by changing this field in order to be paid. |
| Voucher No | Voucher No. To see further detail or edit a voucher record, click on the corresponding Voucher No (link). This will open the record. In this limited edit mode, the only edits permitted are to add Voucher comments. After editing, click on the Save button to save the changes to the record. To edit the record more fully, open the voucher from the Payables AP Vouchers Batches screen. |
| Invoice Date | Date of vendor’s invoice. |
| Invoice Amount $ | Amount of vendor’s invoice. |
| Description | Description of vendor’s invoice as entered during voucher entry. |
| Warehouse | Warehouse for delivery by vendor. |
| Amount Due $ | Amount due on voucher. |
| Discount $ | Discount on voucher. |
| Discount Date/Taken | Date the discount expires or amount of discount taken. |
| Payment | No of payments made against this vendor invoice. Clicking on the payment code brings up the Voucher Payment Detail screen. |
| Check No. | Check No used to make payment. Clicking on the Check No brings up the Check Details screen. |
| Check Date | Check date. |
| Last Amount $ | Amount of last payment. |
| Batch No. | Batch No. |
| Batch Date | Batch date. |
| Due Date | Voucher due date. |
Voucher Allocation List
User can define a Voucher Allocation List for this vendor that will automatically allocate a voucher by GL and department during PO Receipt and AP entry. These default GL allocations can always be overwritten, if desired.
Inventory vendors will have two GL Postings one upon PO Receipt and one subsequently upon entry of the Vendor’s Invoice. Default GL Accounts and allocations will need to be provided for both GL Postings. Upon PO Receipt, there is typically a debit to Inventory and a credit to Unconfirmed AP. Upon Voucher entry there is typically a debit to Unconfirmed AP and a credit to AP.
Non-inventory vendors have only one GL Posting upon Voucher entry. The posting will typically be to debit an expense account and credit AP.
Vendor Product codes
Add Vendor Product Codes, which are product codes used internally by the vendor, and relate them to the product codes you use in your business. This feature allows you to maintain cross reference files between your vendor’s product code and your product code. Your purchase orders can show both Nos, which will help you and your vendor avoid mistakes.
Vendor Product Codes List: Display Area
| Buttons and Functions | Description |
| Vendor Product code | Vendor’s product code for this product. Click the vendor product code to edit the association or to view additional details such as a product image. |
| Product code | Internal product code for this product. |
| Description | Description of the product. |
| Last PO No | Last PO No (for any vendor) that included this product. |
| PO Date | Date of last PO placed for this product. |
| Order | Quantity ordered on last PO placed for this product. |
| UOM | Unit of measure for this product. |
| Cost | Cost per unit on last PO placed for this product with this vendor. |
Vendor Serial No – List and Details Screens
The Serial No tracking feature lets you track products by Serial No through the receiving and sales processes.
Vendor Serial Nos: Display Area
| Buttons and Functions | Description |
| Edit or View Record Details | To see further detail or edit a record, click on the corresponding ID (link). This will open the record. After editing, click on the Save button to save the changes to the record. |
| Serial No | Serial No associated with the product. |
| Type | Type of the most current transaction: Customer, Warehouse, Salesperson or Vendor. |
| Product Code | Product code associated with this serial No. |
| Trans Date | Date of the latest transaction. |
Vendor Serial Nos: Add/Edit Serials: Fields
| Buttons and Functions | Description |
| Serial No | Serial No. An entry in this field is required. |
| Product Code | Product associated with this serial No. An entry in this field is required. |
| Vendor | Vendor associated with this serial No. This value is automatically entered if the serial No was created during PO Receiving. |
| PO No | PO No for transaction. |
| PO Cost ($) | Cost of the product on the PO. Automatically entered based on the PO. |
| PO Received | Date the associated PO was received. This value is automatically entered based on the PO. |
| Transaction Date | Date of the most current transaction. |
| Type | Type of the most current transaction: Customer, Warehouse, Salesperson, or Vendor. |
| Warehouse/Location | Location of the serialized item: Customer code, Warehouse Code, Salesperson Code, or Vendor ID. |
| Status | Description of transaction/location: Sold to Customer, Being Repaired, Consignment, Missing, Vendor, Rental, Retired, Warehouse Stock |
| Comments | Comments relating to this serialized item. |
Vendor Serial Nos: Add/Edit Serials: Display Area
List of transactions “Document History” tracks the transactions involving this item.
| Buttons and Functions | Description |
| Type | Type of transaction: Customer, Warehouse, Salesperson, or Vendor. |
| Location | Location of the serialized item: Customer code, Warehouse Code, Salesperson Code, or Vendor Code. |
| Transaction Date | Date of the transaction. |
| Document Code | Document ID No. A document is a record of the transaction. “Manual” indicates that the serialized item was “moved” by changing the location in the Serial record. |
Vendor Email and Fax Defaults
Specific forms can be set up to be printed, faxed, or emailed for a particular contact in a particular company. For each given form (e.g., POs, PO Receipt, RFQs, Vendor Forms, Warehouse Transfers) the user can select whether it is delivered by fax or email and to which contacts for that vendor.
Payments to Vendors Needing 1099 Reporting
Some payments made to vendors should be reported on the U.S. Federal 1099-MISC form. Payments are reported for inclusion on a 1099 form if both of the following are true:
- The vendor’s Vendor Details 1099 field is marked “Yes”.
- The GL account associated with the payment is marked “Include in 1099 Report.” Some payments may need to be reported and some may not. Make both 1099 and non-1099 payments to a vendor depending on the associated GL Account.
When the vendor and the GL account are both marked, the payment amount will be listed in the 1099 Report (Report Center > General Ledger > 1099 Report)
Vendor Views Menu
Purchase Order Locate
Purchase Order Locate screen lists all POs for this vendor that have been fully or partially received., with the option of drilling down into any PO.
PO Locate: Buttons
| Field | Description |
| Vendor PO Statistics | Enter a date range and click to see total amount on POs and number of PO Line Items received from this vendor over the selected date range. |
| Ship-To Addresses | Click to see a list of POs and Ship-To Addresses for this vendor. |
PO Locate: Display Area
| Buttons and Functions | Description |
| PO No | Purchase order number. Click on the PO No hyperlink to see details of the products on the PO as well as status. |
| PO Date | Purchase order date, normally the date the purchase order is created. |
| Date Required | This is the date the merchandise being ordered is required. |
| PO Total | Extended total amount of the PO. |
| No of Lines | No of line items on the PO. |
| No of Open | No of line items on the PO that are still open. |
| No of Received | No of line items on the PO that have been received. |
| No of Cancel | No of line items on the PO that have been cancelled. |
| Warehouse | Warehouse associated with this vendor that originated the PO. |
| Status | Current status of the PO (Open or Closed). |
| Comments | PO comments entered on the PO. Display will show “Y” or “N” depending on whether comments exist. Click on the Y or N hyperlink to open the PO Comments screen. |
| No of Lots | No of Lots associated with this PO. |
| Receipt No | Receipt No. Click on the receipt no hyperlink to see details of the PO Receipt. |
Recent Products Purchased
The Recent Products Purchased screen shows products recently purchased from this vendor on POs that have been received. This screen does not include POs that are open.
Recent Products Purchased List: Display Area
| Buttons and Functions | Description |
| Product Code | Code for the products purchased. |
| Description | Description used to identify the product purchased. |
| Category Code | Product category defined for the product purchased. |
| Vendor Code | Vendor code of the vendor filling the PO. |
| UOM | Unit of measure the product was ordered in on the PO. |
| Order Qty | Quantity ordered on the PO. |
| Price/PO ($) | Price charged for this product by this vendor on the PO. |
| Price Unit | Unit of measure that vendor’s price was based on. |
| PO No | Purchase order number. |
| PO Date | Purchase order date. |
Checks
Displays all recent checks written to this vendor.
Checks: Display Area
| Buttons and Functions | Description |
| Check No | Check No. Click on the Check No hyperlink to drill down to see details of the vouchers paid on the check. |
| Bank | Bank on which the check was written. |
| Check Date | Check date. |
| Check Amount | Check amount. |
| No of Vouchers | Total number of vouchers paid on this check. |
| Posted Date | Date check was posted. |
| $Discount | Cash discount taken in connection with this purchase. |
| Reconciliation Date | Bank statement reconciliation date. |
Special Orders
The Special Orders List screen shows all special orders items for this vendor. Special orders are linked to specific POs and can only be filled from the specific POs
Special Order: Display Area
| Buttons and Functions | Description |
| Product Code | Code that identifies the product purchased |
| Description | Description used to identify the product. |
| Order No | Special order no that is linked to a PO No. |
| Status | Status of the special order. Orders for special order items will be held as BOs until the linked PO is received. Then the BO will be moved to shipping for fulfillment. Status can BO, PO Received and Shipping. |
| Ship-To Code | Code identifying the ship-to customer. |
| Ship-To Customer | Name of the ship-to customer. |
| BO date | Date on which the special order is moved to shipping which will create the BO. |
| UOM | Unit of measure that was used to enter the product on the order. |
| BO Qty | Quantity ordered on the PO. |
| Price ($) | Sales price charged to the customer on the special order. |
| PO No | Purchase Order No that is linked to the special order. |
| SPO Link No | This is the Special Purchase Order link no that connects the PO and sales order. Click on the hyperlink SPO Link No to see details of the PO and the sales order |