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
- Open the Vendor module and click the New button.
- Enter the name of the vendor and click Next.
- Enter the vendor's address and click Next.
- Enter additional details such as phone number or email address and then click Next.
- Enter any additional details and then click Finish.
Vendors can also be created using the import.
The Search pane on the left can be used to filter by Name, City, or State. Records can also be found by typing in the table. Click the Advanced Search button to search the Custom Fields and the following search options.
Associate a part with a vendor
- In the Vendor module, double-click the appropriate vendor from the search panel.
- To add a part, click the Add button located on the component toolbar.
- Click the Parts tab of the Vendor module.
- Vendor part information can be edited by clicking in the table, or by double-clicking a line item.
- If there is no minimum quantity, enter 0. If a minimum quantity is not met, a message will be displayed when adding the part to a purchase order.
- Enter any other necessary information and then click OK.
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 tab can be used to view and modify basic vendor information.
- Name - View and edit the vendor name. Click the Save button after making any changes.
- URL - A clickable URL for the vendor. Clicking the link can open local files, websites, etc. Click the Edit button to modify the link.
- Active - Determines whether a vendor is visible in the default search. Uncheck this box to make a vendor inactive.
- Address - A read-only field showing the vendor's address. To edit this information, use the Address tab.
- Change History - A read-only field showing the date the vendor was created in the database and the date the vendor's details were last changed.
- Address Information - A read-only field showing additional contact information for the vendor, such as email and telephone numbers. To edit this information, use 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.
- The default lead time can be set for vendor parts.
- 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, Default Carrier Service, Shipping Terms, Status, and Account Number.
- The Address tab has a pane on the left showing all of a vendor's saved addresses. To add a new address, click the New Address button on the top left and enter the desired information. Be sure to select an Address Type, enter an Address Name, and choose whether the address will be the default address for the selected type. Each address type may have a default. A unique address name tied to a specific address type will allow a user to create and update vendors and their addresses through the Vendors import.
- Click the Map button to the right of the address type to view the address on Google Maps.
- To edit an address, click on the desired address in the left column and modify the information shown on the right side of the screen. After any changes are made to an address, make sure to click the Save button located on the module toolbar.
- To add contact information such as an email address or phone number, click the New button on the right of the Address Information section and enter a name, type, and the desired information.
- When a vendor is exported to the accounting system, Fishbowl will export the default Email of the default Main address. This address will also be displayed in the order's Email field.
- Multiple email addresses can be selected in the Compose window. If necessary, it is possible to squeeze multiple email addresses into one data field by using the following format:
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 items can be may manually added by clicking on the New button on the component toolbar. Entries in the table can also be modified by using the Edit button or the Delete button.
The Vendor Cost Rules section allows the user to enter costing rules based on quanity. To add a cost rule, click the New button located to the right of the vendor cost rule table. Vendor cost rules can also be created using the import.
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. Multi-line memos are displayed in their entirety in the lower pane.
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 search pane to the left 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.
- Use minimum quantity when auto-generating purchase orders
- With this option enabled, purchase orders that are automatically generated will use the minimum quantity specified in the Part/Vendor record.