The Vendor module, located in the Purchasing group, is used to store all the information necessary for each vendor in one easy location. Any information regarding a vendor may be modified in this module.
Create a new vendor
Choose the Purchasing Module Group | Vendor Module and click the New button located on the module toolbar.
A New Vendor Wizard will appear. Enter in the name of this vendor and click Next. On the next screen you will be prompted to enter in the address of this vendor. After entering in the correct information click Next.
The following screen asks for contact information for the given address. You may enter a name and mobile/fax/email information. This screen is optional. If you choose to enter in contact information then do so at this time, however it is not required. Click Next
The last screen will ask for Vendor details. These details will be the default for this vendor on Purchase Orders. You may still manually change these details on individual Purchase Orders themselves if you choose to. In this section you may also enter in an alert note that will be displayed when Purchase Orders are created for that vendor. When you are complete with this section, click Finish.
All of the information entered into the New Vendor Wizard may be modified at a later date if necessary through the Vendor Module.
Vendors can also be created using a CSV Import.
Associate a part with a vendor
When you purchase from a vendor, the Parts tab of the Vendor module for that vendor will be populated with part information. You can associate a part with a vendor before issuing a PO.
In the Vendor Module, double-click the appropriate Vendor from the Search Panel. Click the Parts tab of the Vendor module. To add a part, click the Add button located on the component toolbar. The Vendor Part Details box will be displayed.
Choose the part to associate with this vendor by selecting one from the part drop down menu. You may also choose a Vendor Part number, UOM, and Last cost for the part. Choose OK to submit your changes. Associated parts may be edited or deleted by highlighting the part and clicking the corresponding icons from the component toolbar.
If a part has previously been purchased from a vendor it will automatically be associated with the vendor in this field.
Edit, delete, or inactivate a vendor
- To edit a vendor, double-click the vendor in the search pane, make any changes, and then click the Save button located in the module toolbar.
- To delete a vendor, double-click the vendor in the search pane and then click the Delete button located in the module toolbar.
- A vendor cannot be deleted if it is in use by other modules. In this case, a vendor can be inactivated by unchecking the Active checkbox and then clicking the Save button in the module toolbar. To view an inactive vendor, click the Advanced Search button and select Show inactive only.
The account info is the first screen to show when you have pulled up a vendor. This screen gives general information such as the name, address, and brief history of the vendor.
If desired, you may change the Vendor's name in this tab. To do so, simply change the vendor name in the Name field and click Save in the module toolbar to save the changes. To the right of the name field there is a button labeled 'URL'. By clicking the URL edit button you are able to enter in a URL for this vendor if you wish.
This Account Info tab is also where you may inactivate a vendor if you choose to. Simply deselect the 'active' box in the upper right hand corner of the main screen. At the bottom of the main screen there is a section labeled 'Default Numbers'. This is a read-only field for a quick-glance of contact information available for this vendor. If you would like to modify this information, it should be done beneath the Address tab.
The Details tab stores important information about the vendor. Many of the fields will be used to set the default selection for the corresponding fields on the Details tab of the Purchase Order module.
- The Currency field allows a default currency and rate to be specified for each vendor. Check Use Currency Default to use the default rate set in the Currency module. The Currency field is only visible if currency conversion is enabled.
- Any text placed in the Alert Note field will be displayed when the vendor is selected on a purchase order.
- A minimum order amount can be set. An alert will be displayed when issuing a purchase order that does not meet the minimum.
- Other fields include Default Terms, Default Carrier, Shipping Terms, Status, and Account Number.
The Address tab displays the addresses assigned to this vendor. To create a new address click the button labeled 'New Address' and follow through the address box that will be displayed. Click OK to add the address. Click Save from the module toolbar to save the changes.
You may have a default address for every different address type. Each Address Type should also have a unique Address Name. To edit an address, simply highlight the desired address and modify the information shown on the right side of the screen. To add information such as Contacts, choose the add address information icon from the Address Information section and enter a name, Type, and data for the contact. Choose OK to add the contact. After any changes are made to an address, make sure to choose the Save icon located on the module toolbar. To delete an address highlight the name and click the Delete Address button.
To the right of the Address Type you will notice a small world icon. Clicking on this icon will pull up your vendor address on a Google Maps page for your convenience.
The Parts tab in the Vendor module has two sections: the Purchase History section and the Vendor Cost Rules section. These tables show the history of all the parts purchased through this vendor and the volume based cost rules that can be obtained through this vendor.
The Purchase History section will show a list of what parts are purchased from a vendor, along with the Vendor's Part Number (if applicable. If not, the vendor number is left as the Fishbowl part number), last cost the part was purchased at, UOM, last date the part was purchased, lead time (if applicable), and description of the part. The purchase history can also be viewed on the Vendors tab of the Part module. Items can be added to a purchase order by typing the vendor part number into the Part field of the purchase order.
Parts will be added to this list as they are purchased from a Purchase Order, or you may manually add items by clicking on the New icon located on the component toolbar. If you would like to edit an existing part's last cost, highlight the part and click on the edit button located on the component toolbar. Similarly, if you would like to delete a part associated with this vendor, highlight the part number and click the delete button located on the component toolbar. If you have made changes to the parts, make sure to click the Save button located on the module toolbar.
The Vendor Cost Rules section allows the user to establish costing rules or prices from each of their vendors. Companies may use this feature to simply add the set cost of each item they purchase, or they may add certain discounts when purchasing a specific quantity from this vendor, etc. The Part's UOM will auto-populate based off the UOM specified in the Inventory Module. Vendor cost rules can also be created using a CSV Import.
To add a new Cost Rule, choose the Add a New Vendor Cost Rule icon from the component toolbar. A box will be displayed where the user will enter the Name, Description, and Part for which the Costing Rule is to apply. You may also enter the Purchase Quantity needed for the Cost Rule to be effective, and what the unit cost will be.
The Memo tab is for internal-use and allows a user to enter notes regarding this vendor. The top portion of the main screen will offer the dates notes were given, by what user, as well as a portion of the memo written. If the memo is longer than the top line allotted, you may highlight the entire line and the memo will be shown in its entirety on the bottom half of the main screen.
You may add a new note, edit an existing note, or delete a note by highlighting the line item to be changed and clicking the corresponding button located on the component toolbar.
You may print all the memo notes for a vendor by clicking on the 'Print Memos' button in the top left corner of the main screen.
The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.
- Custom fields can be created and modified by opening the Custom Field module and selecting Vendor from the drop-down at the top of the module.
- Custom fields with the same name and type will transfer from the vendor to the purchase order if the module option is enabled. For example, if a vendor has a custom field that stores priority and there is a matching custom field for purchase orders, the data in the custom field will transfer when creating a new order for the vendor.
- To search for vendors using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.
Some aspects of the Vendor module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.
- Suggest volume discounts based on Vendor Cost Rules when adding parts to a PO
- Some vendors offer discounts when large quantities of an item are purchased. If the quantity of a purchase order item is close to a volume discount, this option will display an alert with details about the volume discount and what effect it would have on the total cost and the unit cost. Adjusting the tolerance will control how close an item must be to a volume discount in order for the alert to be displayed. The tolerance is the increase in total cost that could be tolerated in order to qualify for a lower unit cost. For example, if the tolerance is $0, the dialog will only suggest increasing the quantity if it would actually lower the total cost. If the tolerance is $20, the dialog will suggest the volume discount only if the increase in total cost is less than $20.
- Add custom fields to PO
- If this option is enabled, custom fields with the same name and type will transfer from the vendor to the purchase order. For example, if a vendor has a custom field that stores priority and there is a matching custom field for purchase orders, the data in the custom field will transfer when creating a new order for the vendor.