From Fishbowl Inventory

The Vendor Module 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.

The following functions are available through the Vendor Module:

• Create, edit or delete a vendor
• Modify vendor details
• Create, edit or delete vendor addresses
• Create, edit or delete vendor contacts
• Manage vendor part information

Contents 1 Create a New Vendor 2 Associate a Part With a Vendor 3 Delete a Vendor 4 About Vendor 5 MODULE OPTIONS

Create a New Vendor

Choose the Purchasing Module Group | Vendor Module and click the New icon 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.

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 subtab of the Vendor Module. To add a part, click the Add Part icon 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 by a vendor it will automatically be associated with the vendor in this field.

Delete a Vendor

A Vendor can only be deleted when it does not have a created history. Once a vendor has been entered onto an order it may be inactivated, but may not be deleted.

Inactivating A Vendor

Although Vendors cannot be deleted, they can be made inactive. Inactivating a Vendor will prevent them from being seen on any list containing Vendor names. To do this, use these steps:

1. In the Search Panel double-click the vendor you would like to make inactive.

2. On the Account Info subtab, uncheck the Active box located at the right of the screen.

3. Click Save to successfully Inactivate your Vendor.

About Vendor

Once you have created a vendor there are several subtabs that contain information regarding that vendor. The following information will walk you through each subtab and the information they provide for the vendor.

Account Info

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 vendors name in this subtab. 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 subtab 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 subtab.

Details

The details subtab gives a list of default information that is pulled into the details subtab of the Purchase Order for that specific vendor. For any specific vendor you may choose default payment terms, default discounts, a default carrier, shipping terms, etc. An alert note entered into this field will automatically display itself when a user puts this vendor's name on a new Purchase Order.

Address

The address subtab 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.

Parts

The parts subtab 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 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 Vendor Tab of the Part module.

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 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.

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.

Memo

The memo field is an internal-use subtab that 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.

Custom

The custom field subtab is an internal-use field for extra information. You can set up specific names for each custom field line in the Custom Fields Module. You may do an advanced search for vendors by custom fields, as well as search by Custom Field on numerous different reports.