Managing Vendors

Managing Vendors

In this section, we will discuss how to add and manage vendors.

Manage Vendors Screen

• The first thing to be aware of is the vendor manager screen. To access this screen, follow this path: Purchasing -> Manage Vendor or Accounting>Accounts Payable>Manage Vendors

• At this point, you are able to look up a vendor by a number of criteria, Select that vendor, add a New vendor or Delete a vendor. You can do either of the latter three actions by using the three buttons on the bottom right-hand corner of the screen “select”, “new” and “delete” and follow the required steps to complete the action.

• To edit a vendor's information, search for the vendor, select the vendor, enter one of the 15 tabs available to edit data, change whatever information you need and be sure to either click “save” or “save & close” on the bottom right-hand corner of your screen to ensure that your changes are saved.

Manage Vendors Legend:

• Below we will discuss the 15 tabs along the top of the vendor manager and some of the important bits of information they house.

1. Overview: This gives you a real time view of what you owe the vendor similar to what you would see on an aging report. It also shows you the recent activities that have occurred in the recent past such as paying an invoice, writing a check, entering a bill or a PO.

2. Account Info: This gives you an opportunity to assign a significant amount of critical data such as the vendor’s account number, terms, minimum order qty, remit vendor status, on hold, FOB terms, etc.

3. Address Info: Assign bill to and remit to addresses among others.

4. Classifications: Set Classifications to use in reporting. These choices can be set in Administrator>Admin>Vendor Types

5. Posting Accounts: Set default ledgers for various transaction types for this Vendor

6. Messages: Add system messages that will appear in various places

1. Vendor Message: will appear in red at top of Purchase Order/can appear on Purchase Order which can be changed in the template

2. PO Message: will appear in red at top of Purchase Order/can appear on Purchase Order which can be changed in the template

3. Warehouse Message: Appears only on the Ship to tab but can be put on Receiver document if needed by modifying the template(s)

4. Comments: Will only appear here on the Vendor Messages tab.
5. Contacts: Add contacts to the vendor for use on PO’s or general reference. Used for Delivery Methods as well.

8. Delivery Methods: Set default document delivery methods (email, fax, edi, print) for PO’s and other document types. Also, configure any EDI information here.

9. Rebate Claims: Check the status of submitted rebate claims in a given date range.

10. RFQs/POs: List of RFQ/PO’s in a given date range. You can hyperlink to that PO by double clicking the Purchase Order Number or RFQ by double clicking the line for the RFQ

11. Bills/Credits/Debit Memos: Review all past bills/credits/debit memos for a given date criteria.

You will spend a good amount of time here when trying to reference historical data for general reconciliation purposes.

12. Returns: Place to find past returns (RTVs) and their status and subtotal.

13. Notes: Place to find all notes associated with the vendor. Review Adding Notes - KB

14. EDocuments: Place to attach documents for this Vendor. This is not going to include Purchase Orders created for each Purchase Order. These can be found at Order Entry for that Purchase Order under Links. To add additional documents here, click ADD bottom left

15. Alerts: Place to set alerts for credit limits when the material is received from the vendor and for outstanding balances.

    1. Credit limit reached

    2. Receiving

    3. Outstanding balance older than 0 days

    4. Delayed order Converted where Lead Time Cannot be Met