Vendors can be accessed from the sidebar menu by selecting the options Accounting >Vendors.
In order to perform any of the basic maintenance tasks you will need to be assigned the Create, Update, and Delete permissions for the Vendors entity.
For more on how to Sort, Select Columns, Change Records Per Page, and Export, click here.
At the top of the screen are three dropdown selectors that filters the list of vendors. The first one filters based on category: All, Parts, Tires, Utilities, Supplies, Misc/Other. The second one filters based on terms. The third one filters the list of vendors by their active status. The master search field will search for matches in any of the fields listed.
Clicking on a Vendor name in the grid opens another page where you can update or deactivate the vendor.
Click on the Insert button to create a new vendor. A new page will open prompting you to fill out the respective fields. Complete the fields and click the Confirm button to add the Vendor to the database and return to the Vendor screen.
Clicking on a vendor name brings you to another window. Clicking the ‘Back’ button on the top left will bring you back to previous page with the list of vendors. There are seven tabs on the left: General, Addresses, Contacts, Custom Data, ASN Import, PO Download Formatting, and Integration. These each have specific information you can update. Below that is a Recently Viewed list; here, you can view a list of vendors you have recently clicked on. There’s also a button ‘Clear Recently Viewed List’ that will clear this list.
In the top right there are two buttons: ‘Update’ & ‘Deactivate’. Update will allow you to update all of the basic fields. Once you have completed your changes, you can click the ‘Save Changes’ button in the top right. If you want to discard your changes you can click ‘Cancel Changes’.
Some details on the less-obvious fields:
| Field | Details |
|---|---|
| Receiving Cost Type | When entering a receiver for this vendor, which cost type should be used? If PO Cost is selected, the cost from the PO will be used unless there is no PO, in which case it will fall back to Replacement Cost. |
| Default GL Account | When creating a Bill or Credit for this vendor, this GL account will be automatically populated into the form for inserting a new line. This is useful for vendors that always use the same GL account, like the electric company, equipment repair company, etc. |
| Default Facility | When creating a Bill or Credit for this vendor, this Facility will be automatically populated into the form for inserting a new line. |
| Payable GL Override | Override the Accounts Payable GL account for this vendor. Not commonly used. |
| Discount GL Override | Override the Discounts Earned GL account for this vendor. Not commonly used. |
| Allow Outside Purchase | Allow this vendor to be used for outside purchases at the sales counter. |
| Allow Purchase Order | Allow this vendor to be used for purchase orders. |
The ‘Deactivate’ button will deactivate the vendor.
You can insert, update, and delete addresses in this tab. To update, click the address and a popup will show up. Here you can update the Description, Vendor Address Type, Address Line 1, Address Line 2, Address Line 3, Zip Code, City, or State. Clicking the ‘Insert’ button at the top right will have a popup appear and you will be able to fill out the boxes. To save the changes, click the ‘confirm’ button. It will then bring you back to the grid of addresses. To the far right of the grid, there’s a trash can icon. Clicking this will delete the address from the list.
You can insert, update, and delete contacts in this tab. To update, click the Name and a popup will show up. Here you can update the Name, Department, Phone Number, Email, and a checkbox to send PO. Clicking the ‘Insert’ button at the top right will have a popup appear and you will be able to fill out the boxes. To save the changes, click the ‘confirm’ button. It will then bring you back to the grid of Contacts. To the far right of the grid, there’s a trash can icon. Clicking this will delete the contact from the list.
If enabled, this tab will be visible. In the top right you will see an ‘Update’ button. Clicking this will make all answer’s editable. Here you can update information related to These are custom and created in System > Setup > Custom Fields. Once you have all information filled out, you can click the ‘Save Changes’ button. This will save all changes made and return you to the Vendor grid. Clicking ‘Cancel Changes’ will not save any changes and route you back to the Vendor grid.
Here you can update columns related to Advanced Shipping Notices. You are able to upload them in other areas. On this page, you can change which columns are which. For example, Invoice/ Vendor Ref Column could be Column B in Vendor A, but different in Vendor B. This will help our system get the information from the upload. In the top right you will see two buttons: Cancel & Confirm. Cancel will return you to the Vendor grid; whereas, Confirm will save the changes and return you to the Vendor grid.
Here you can update columns related to the format when downloading the Purchase Order’s. On this page, you can change which columns belong to which. You can also design how you want the xcel to look like. This will help our system get the information to add to the Purchase Order. In the top right you will see two buttons: Cancel & Confirm. Cancel will return you to the Vendor grid; whereas, Confirm will save the changes and return you to the Vendor grid.