Adding a Vendor

1. When you first enter the Vendor option a Select An Option will appear allowing you to:

• EXIT – Exit the vendor table
• ADD – Create a new vendor
• FIND – Enter the vendor ID to find a vendor in order to make changes to it
• VENDOR DEFAULTS – Set the default values for the listed fields that will automatically roll onto new vendors when they are created.
• PRINT LIST – Print a list of the vendors. A list of existing vendors will also appear if there are less than 1000 vendors in the system. The display will include the following information:
  • The vendor ID
  • The vendor name.

Select ADD.

2. At the Vendor field, enter a vendor ID code for the vendor you are adding. The ID code must be a minimum of four characters and may be alphanumeric. For ease of reference, it is recommended that the first three or four characters of the vendor's name be used as the beginning of the vendor code and that the remainder of the characters be numeric. If the vendor ID code already exists, the system will load up the details of the vendor.

Example: LANI00 = LAN Infosystems, Inc. or LAN000 = LAN Infosystems, Inc.

3. At the Name field, enter the vendor's name.

4. At the Contact field, enter the primary contact for the vendor. Additional contacts can be entered using the Contacts command option after the vendor has been added.

5. Enter the payment Address 1, Address 2 , City ,State, Zip Code and Country for the vendor.

6. At the Phone 1 through 3 fields, enter up to three phone numbers (and their descriptions) for the vendor.

7. At the Fax field, enter the primary fax number for the vendor.

8. At the Terms field enter the payment terms or press Enter to accept the default vendor terms from the vendor defaults.

9. At the Pay Date field, enter the pay date as:

• D – Use discount date. Pay the vendor based on the discount date.
• U – Use due date. Pay the vendor based on the payment due date without taking the discount.

The default for this field is D, use discount date.

10. At the expense account field enter the default expense account (press F4 for account options) and cost center (press F5 for cost center options) or press Enter to accept the purchase default account and cost center defined in Ledger Options.

11. Enter the accounts payable account number (press F4 for account options) and cost center (press F5 for options) or press Enter to accept the accounts payable account and cost center default defined in Ledger Options.

12. At the Notes field, enter a note about the vendor (optional).

13. At the Old ID field, if old conversion mode is set to Yes (Y = Yes) in System Options, enter the vendor code from your existing system.

Enter the status of the vendor:

• A – Active.
• B – Buy hold. The vendor is inactive but can still be issued a check.
• P – Pay hold. Purchase orders and vouchers can be issued to the vendor but payments and advances cannot.
• I – Inactive.

14. Enter the date the vendor was added in the Added field. The current system date will default as the Added Date.

15. At the Freight field, enter the freight type for the vendor:

• PPD – Prepaid. The freight is paid by the vendor.
• COL – Collect. You pay the freight.
• PPC – Prepaid and charge. The freight is paid by the vendor and billed as a line item on the purchase order.

16. At the Carrier field enter the default carrier for the vendor (optional).

17. At the Consignment field, enter Y (Y = Yes) if the vendor is a consignment vendor; enter N (N = No) if the vendor is not.

Note: See Purchase Orders for more information on consignment purchase orders.

18. If the vendor needs a 1099 report enter Y (Y = Yes) in the 1099 Candidate field and the taxpayer identification number in the TIN field. If a 1099 is not required, enter N (N = No).

19. At the Corporate ID field, enter a ID to link similar vendors when using ESI reports and other third party report generators.

20. If Trace Reporting is activated in Interface Options, enter the Vendor's Supplier ID. This will activate the ability to capture the vendor's source product item attributes when Receiving Purchase Orders, or Purchasing. The source product item attributes will be traced throughout the system and automatically be included when creating the XML Import Trace Documents for the customer. Leave the Trace ID field blank if not needed. See Using Trace for more information. If the supplier ID is entered it will add two options to the command line :

• Trace - Select to add vendor specific item info source product attribute overrides if needed.
• Item Alias - Select to add vendor item aliases IDs for your item codes.

21. If a Trace Id was entered above, select Y (Y = Yes) to indicate that the vendor will be supplying traceable source product information. Select N (N = No) to indicate that the vendor will only supply source product information.

22. If you are using check format 3 in Payables Options, enter Y (Y = Yes) to include the voucher line detail on the checks issued to this vendor; enter N (N = No) to print the voucher summary information on the check.

23. If an “S” type item info template exists in Shipping Options – Item Info and you need to report purchases using the NMFS SAFIS reporting system, the following field options will display:

• Fishing Vessel – Enter Y (Y = Yes) if you need to track purchases from this vendor using the SAFIS reporting system.
• Enter the Federal Vessel Registration number in the Vessel Registration Number or the State Commercial Fishing License Number field.
• Enter the gear code for the vessel.
• Enter the default area fished and sub area fished codes.
• Enter the default port. Ports are defined in SAFIS Reporting File option in Purchasing.

24. Command options will appear:

• Add – Save the vendor.
• Change – Makes change to the vendor just entered before saving.
• Contacts – Enter additional contacts and contact information for the vendor.
• Exit – Exit from the vendor option without saving the vendor just created.

Select Add. Your vendor is now saved and you will return to the Vendor field where you can enter another vendor. You can also press Enter and select ADD from the Select An Option window.

To enter/edit the Trace Item Info Overrides for this Vendor

Select the Trace option from the command line.

A Select An Item Info To Override selection box will appear with the following options:

• Exit - Select Exit to exit from the vendor item info attribute override option.
• Add - Select Add to add overrides to an item info template.
• A list of previously define item info template overrides with the vendor source product item attributes field names.
  • Scroll down the list and press enter to edit or view an existing vendor item info template override.

Select ADD to add a new Item Info template Override

1. A Select An Item Info To Override selection box will appear with a list of item info templates that do not have an override for the selected vendor

2. Scroll to the item info template to override and press enter

3. For each Trace Attribute, select the vendor override source. Attribute name and size as needed. The system will default in the default settings for the item info template selected.

• Item Code
  • Select whether the Vendor override for the for the Vendor's source product ID will be entered at the time of receiving or default from the Item ID, the vendor's item alias or one of the text fields A = Ask, V = Vendor Item Alias, I = Item, 1 = Text1, 2 = Text2, 6 = Text6, N = Not Using. The default is I = Item.
  • Enter the Vendor field name to be used for the Vendor item code field override.
  • Enter the Vendor override Item Code field length between 8 to 25 characters.

• PO Number
  •  Select whether the Vendor Override for the Vendor's source product purchase order number will be entered at the time of receiving or default from the Purchase Order Number or one of the text fields A = Ask, T = Transaction Number, 1 = Text1, 2 = Text2, 6 = Text6, N = Not Using. The default is T = Transaction Number.
  • Enter the field name to be used for the Vendor Purchase Order Number field override.
  • Enter the Vendor Override Purchase Order Number field length between 5 to 50 characters.

• Production Date

  •  Select whether the Vendor override for the Vendor's source product Production Date will be entered at the time of receiving or default from either of the two date fields: A = Ask, 7 = Date1, 8 = Date2, N = Not Using. The default is N = Not Using.
  • Enter the field name to be used for the Vendor Production Date field override.

•  Batch Number
  •  Select whether the Vendor override for the Vendor's source product Batch Number will be entered at the time of receiving or default from one of the text fields A = Ask, 1 = Text1, 2 = Text2, 6 = Text6, N = Not Using. The default is N = Not Using.
  • Enter the field name to be used for the vendor Batch Number field override.
  • Enter the Vendor override Batch Number field length between 8 to 50 characters.
• Custom 1
  • Select whether the Vendor override for the Vendor's source product Custom 1 field will be entered at the time of receiving or default from one of the text fields A = Ask, 1 = Text1, 2 = Text2, 6 = Text6, N = Not Using. The default is N = Not Using.
  • Enter the field name to be used for the Vendor Custom 1 field override.
  • Enter the Vendor Override Custom 1 field length between 1 to 50 characters.
• Custom 2
• Select whether the Vendor override for the Vendor's source product Custom 2 field will be entered at the time of receiving or default from one of the text fields A = Ask, 1 = Text1, 2 = Text2, 6 = Text6, N = Not Using. The default is N = Not Using.
• Enter the field name to be used for the Vendor Custom 2 field override.
• Enter the Vendor Override Custom 2 field length between 1 to 50 characters.

The Attributes gathered section will display the item info template fields used. The code for the source product link and the Trace Attributes that will be collected during Receiving Purchase Orders and Purchasing. The following fields will be displayed:

• The source product link ID - 1 = Text1, 2 = Text2, 3 = Text3, 4 = Text4,5=Text5 6 = Text6 7= Date1 8=Date2.T= Transaction N=Not Using The item info template source linked field assigned to the item info field The Trace attributes gathered will be displayed in red with either the source link ID or A for Ask.
• Text 1-6 or date 1-2 field Identifier.
• The text 1-6 or date 1-2 item info template field name.
• The size of the field.
• The Trace Attributes fields not linked to an item info field will be displayed.The source product link ID - 1 = Text1, 2 = Text2, 3 = Text3, 4 = Text4, 5=Text5, 6 = Text6, 7= Date1, 8=Date2, T= Transaction, N=Not Using . The item info template source linked field assigned to the item info field attributes gathered will be displayed in red with either the source link ID or A for Ask.
• The Trace attribute name.
• The Trace attribute field length.

Select ADD to add the vendor item info override or Exit to exit without saving.

See Using Trace for more information.

To edit or delete an existing vendor item info override

1. Select the Trace option from the command line.

The following options will appear:

• Exit - select exit to exit from the Trace vendor item info attribute override option.
• Add - select Add to add overrides to an item info template.
• A list of previously define item info template overrides with the Trace Attributes field names.

2. Scroll to the item info template to override and press enter.

3. Select Change to edit one of the Trace Attribute fields as described in Adding a Trace Item Info Override or Delete to delete the item info override selected.

4. Change each Trace Attributes needed then select Update to save or Exit to exit without saving.

Vendor Item Alias

To enter Vendor Item Aliases select Item Alias from the command line or use the Vendor Item Aliases.

Select Item Aliases:

A Select An Option window will display with the following options:

• EXIT – Select EXIT to return to the Trading Partners table.
• ADD ITEM ALIAS – Select ADD ITEM ALIAS to add an item alias for the vendor or EDI trading partner.
• INQUIRY – Select INQUIRY to locate an alias by in-house code, or vendor alias, if item aliases have previously been defined for the vendor or EDI trading partner.
  • Enter an item group in the IN HOUSE ITEM CODE field. Or, press F3 to display a list of item groups. Scroll to the desired item group and press Enter to select. A Select An Item window will display. Scroll to the appropriate item and press Enter to select.
  • If this item has been assigned a vendor or EDI trading partner alias, it will be displayed. Or, press Enter with a blank three-digit item product group code and enter a trading partner item code alias. If this vendor or EDI trading partner item alias is found, it will be displayed.
• PRINT LIST – Select PRINT LIST to print a list of item aliases for the trading partner.
• A list of all item aliases already in the system for the selected vendor or EDI trading partner customer (if item aliases have previously been defined for the trading partner selected).

Select Add.

See Adding Vendor Item Aliases for more information.

For more information on the Vendor option see Vendor.

Security Required : Payables - Payable Inquiry