Main - Main information

Account: This field is the account code attached to a vendor record.  It may be up to 10 characters long and and may contain alpha, numeric or alpha-numeric and may contain printable characters (example - a dash).  This code must be assigned by the user when adding a new Vendor account. 

The user will be able to recall a vendor in any sub-menu of the Accounts Payable menu by using this account number.

Name: Vendor’s Name. The name can be up to 40 characters, and may alpha-numeric. 

The user will be able to look or recall a vendor in any sub-menu of the Accounts Payable menu by using the Vendor’s Name.

Status: This status can be changed at any time.  Each status has a specific meaning which will have a different impact on the system:

• Active: This status means that the user can do any kind of transaction in the system for this vendor (Create a Purchase order, Receive a Purchase Order, Create an Invoice, Pay an Invoice, Print a cheque, etc.) without any limitation;

•Inactive: This status can be used to temporarily block the creation of any transaction for a vendor.  With status set to inactive, the user will not be able to complete the following: Create a Purchase Order, Create a receiving slip, Create an Invoice.  The vendor’s history, however, will remain in the system and the user will be able to include them in a report or view information on the screen when doing research.

•Closed: With this status, the user will not be able to complete any transactions for the vendor.  The vendor's history won't display on any reports, but the history will be available in the vendor maintenance screens. The vendor will never show up on any search, and will not print on any reports.

Address:  This field has 40 alpha-numeric characters available for the vendor's address information (not including City).  This field will print on Purchase Orders, Cheques and any other documents that involve the vendor.

City:  This field has 40 alpha-numeric characters available for the city where the vendor is located.  This field will print on Purchase Orders, Cheques and any other documents that involve the vendor. 

Country: A drop down list is provided for the available countries in the system.   Only Countries set up in Country Maintenance (setup is located under System Maintenance) will be available in the drop down list.  This field will print on Purchase Orders, Cheques and any other documents that involve the vendor.

Postal Code/ Zip Code: This field will display either the Postal Code or Zip Code depending on what was chosen in the Country field.   Postal Codes must be keyed in using the correct format A1A 1A1 where A represents a letter and 1 represents a number.  Zip Codes are 5 character numerics.  This field will print on Purchase Orders, Cheques and any other documents that involve the vendor.

Province/State: This field will display either the Province or State depending on what was chosen in the Country field.   The user will be able to choose from a drop down list, the appropriate Province/State for the vendor.  The drop down list will only display Provinces/States that have been setup in the Provinces/ States Maintenance (setup is located in System Maintenance).  This field will print on Purchase Orders, Cheques and any other documents that involve the vendor.

Start Date: This field is automatically populated by the system to record the date when the vendor record was created.  

Phone / Fax / Cell phone / Pager / Other phone: These fields can be used to add multiple phone and fax numbers.  It will be add to the vendor file as contact information.  Only the phone and fax numbers will print on documents such as Purchase Order and Receiving Slip.

Long distance: If checked, this field indicates that contacting this vendor by phone is considered long distance and may be subject to additional phone charges. This box is only used internally as a reference, and will not print on any document.

Currency: This field will display a drop down list that is populated directly from Currency Maintenance (setup is located in System Maintenance).  PLEASE NOTE:  Once this field has been selected for a vendor and saved, it cannot be changed.  This option will affect the currency used for every transaction created for this vendor.  This includes Purchase Orders, Receiving documents, Invoices and Cheques payable to this vendor.

Federal / Provincial License:  These fields are for internal uses only.  The information entered in these fields will not shown on any document.  It was created as a reminder for the user to validate that this vendor is registered with the Government.

GL Account:  From this field, the user may define a default General Ledger account where all/most of the vendor's invoices will be posted during the G/L distribution in Purchase Invoices Entry.  This field would commonly be used for vendors that provide heat, phone, and power etc.  When the user creates an invoice payable to a vendor with this field populated, the system will automatically recall this GL account in the product/account number field.  The user always has the option to override and change this GL account if required during Purchase Invoice Entry.

Alpha 1 - 2 - 3 - 4: These fields are directly related to the Vendor Search function.  Pressing F1 on the vendor field of any program in the Accounts Payable module, allows the user to Search for a vendor by ALPHA.  If this type of Search is selected, the system will look for any information included in these 4 fields. This allows the user to locate a vendor without having to remember the account code.

These fields are limited to 20 characters and can be alpha-numeric.

Language: This field will display a drop down list that is populated directly from the two default languages of the system (English / French). This will define in which language all documents and communications with this vendor will occur. This field is completely independent from the System language set up and is only related to the vendor.

Email:  When completing a Purchase Order, if the user choses to email the PO to the vendor, the system will use the email address found in this field. 

Website: This field was created for internal use only.  This will display on the main tab of the vendor account only and will not print on any document or communication with the vendor.

Carrier:  This field will display a drop down list that is populated from Carriers Maintenance (setup is located in System Maintenance).  In here, the user can give additional shipping information.

                    i.e : Shipped by UPS, Shipped by the vendor, User is in charge of the pick up at the vendor’s location, etc.

This field is for internal use only and will not print on any document or communication with the vendor.

Comments: In this field, the user may add any additional information that is not already populated in the main tab or other tabs of the Vendor Maintenance. This field is limited to 5 lines of 50 characters each (total of 250 characters).

Type: This field will display a drop down list that is populated directly from Vendor Types (setup is located in Payable Maintenance).  This field will allow the user to sort or run reports based on the Vendor Type.   For more information regarding Vendor Types, please see the Help document found under Payables entitled "Vendor Types"

Degressive periodical rebate / Degressive volume rebate: These fields will determine if the periodical rebate and/or volume rebate will be calculate based on the gross or net amount (before or after discount received).   Please see the documents Periodic Rebate Agreements and Volume Rebate Agreements found under the Vendor Rebates section for additional information regarding degressive rebates.

Payable to: This field only needs to be completed if the cheques issued are to be made out to a different vendor.  This field defines which vendor the cheques are payable to, and the vendor name that will print on the cheque.  The vendor added here must already exist in the system and the currency settings must match.  Key in the Vendor Account Code or use F1 to search for the vendor you wish to add as the Pay To Vendor. 

Terms: This field will display a drop down list that is populated directly from the Terms Maintenance (setup is located in Payable Maintenance). The terms code will be applied every time a vendor invoice is entered in the Purchase Invoices Entry,  is added to Cash Requirements, or is paid through  Automatic Cheques Printing / Manual Cheques.

When an invoice is paid, the system will automatically calculate if the term codes are being respected based on the terms codes set up in the vendor maintenance and on the invoice date.  If the payment is processed according to those terms, the system will automatically apply any discounts earned and reduce the amount payable.

For more information regarding terms, please see the document "Terms" found under Payables. 

Automatic Replenishment:  All of the fields found in this section are parameters that will have a direct impact when the user will run the Products Reordering Analysis.

On the Products Reordering Analysis menu - the user will be allowed to run three different types of analysis:

          1) Product Ordering: This analysis will generate a Purchase Order using the min/ max quantities set up in the Inventory Maintenance under the tab Ordering of each individual product;

          2) Replenishment: This analysis will generate a Purchase Order using the week of sales field set up in the Vendor Maintenance under the section Automatic Replenishment. These fields are explained below;

          3) Special Order Analysis: This analysis is almost the same as the Replenishment analysis explained above. The only difference is that, unlike the Replenishment analysis, the user is allowed to select specifically the weeks of sales that will be used as a reference. These weeks of sale can be totally different from the one set up in the Vendor Maintenance under the Automatic Replenishment section.

To learn more about these three different analysis - please refer to the Product Reordering section.

•          Day of ordering: When the user runs the Replenishment Analysis which generates a Purchase Order, the user will have the option to create a Purchase Order for a specific day of ordering. If the user selects a specific day of ordering when he runs the analysis, the system will generate a Purchase Order only for the vendors who are set up with this selected day in the Day of ordering field from the vendor maintenance.

           i.e: During the set up of an account in the vendor maintenance, the user specified the Day of Ordering for this vendor as Thursday. From the Products Reordering Analysis, the user selects Replenishment as a program, and specifies Thursday in the Day of  field.

With these options selected - the system will generate a Replenishment analysis and specifies the quantity to order for all products that have a Main Vendor with Thursday as a Day of ordering in the Vendor Maintenance under the Automatic Replenishment section.

•Week of sales: This field will have an impact when the Product Ordering Analysis in run. The system will calculate the quantity to order based on the number of weeks set up in this field. The system will use the sales history for the same period of the previous year.

•Week Type: From this field, the user could define when he orders from a specific vendor if he wants to order only for specific weeks (i.e Odd, even, or all).

•Minimum Purchase ($): This will specify the minimum amount to order in $'s when a Product Ordering or Replenishment report is run for a specific vendor.

•Delivery Days: This field does not have an impact on any report in the system. It will provide the user additional information about the average number of days between the day the order was created, and the day the order is received.  The time between the order date and the receiving date is commonly referred to as lead time.  This field will assist the user to take into consideration the lead time for a particular vendor in the ordering process. 

•Cancel Days: This field does not have an impact on any report in the system.  This field provides the user with the maximum number of days that an order may be cancelled after it has been placed with the vendor.

Shipping Agreement: The amounts entered in these fields will prompt the user when creating a Purchase Order to be sent to the vendor.  It will provide the user with additional information regarding the delivery fees charged by the vendor. These fields should be completed based on the agreement with each vendor.

•Delivery Fee (%):  Gives information to the user regarding the percentage of delivery fees charged by the vendor on each Purchase order;

•Min/Max fee ($): The amount of delivery fees will often vary based on the level of purchases (i.e the higher the purchasing level is, the lower the delivery costs will be, etc.) These fields inform the user about the minimum and maximum delivery fees that can be charged on each Purchase Order;

•Free Delivery ($): This field indicates the minimum purchase amount required for free delivery.