Vendor Ship From Setup - General field descriptions
Fields are presented in alphabetical order within each section.
Ship From
- Active
- Select this option to activate the vendor ship from. By default, vendor ship from records are active.
- Address
-
Three address lines are provided but are not required. If only one line is needed, specify the address on the first line. This address appears on all checks.
- Address Override
-
The Address Override setting is part of the Address Validation feature that ensures the address is valid for taxing. The Address Override setting is selected from the Address Validation pop-up. The pop-up window is automatically displayed from the tax-related address sections of this function if there are errors or differences. The Address Validation pop-up shows the current address side-by-side with the suggested address. From the pop-up window, you can update the address. You can also select the Address Override option. This option to accommodate a General Delivery address, which overrides the default behavior of the AvaTax or Vertex Cloud's calculation. AvaTax or Vertex Cloud, instead, make the tax calculation from the General Delivery address and avoids an error.This is beneficial when the address is not in the United States Postal Service (USPS) database yet, such as with new construction.
- City
-
Specify the vendor's city. The city, state and postal code appear on all checks.
- Country
-
Select the vendor or ship from record’s country of origin. These countries are established in SA Table Code Value Setup. This is currently an information-only field.
-
Specify the e-mail address for this ship from. This field can be used for reports set up for e-mail where appropriate.
- Geo Code
-
Use this field to further define a taxing jurisdiction. You may be located in Colorado, El Paso County, Colorado Springs, but there may be a further break down of your location for taxing purposes, for example by postal code.
The fields displayed can vary depending on the Tax Method and Tax Interface selected in SA Company Setup-Taxes. The Geo Code field and the Out of City option are only displayed with the Sovos GTD tax interface.
If you are using Sales and Use Tax application, you also must select the Geo Interface option in SA Company Setup. If it is, you can use the lookup to view all Geo codes in this postal code. If the address information entered in the Geocode lookup produces an entry with a postal code with the same starting letter as the postal code in the address, it is assumed that the address is the correct taxing jurisdiction and it is not overwritten. If the starting letter is different, data from the lookup is used.
The value in this field is validated if you are running Sovos Sales and Use Tax application. The Geo Code is also sent to Sovos SUT on Direct Orders (DO).
When processing a sales direct order that is tied to a PO DO, the ship from address is obtained from the vendor address when address data is passed to ADP Sovos Sales and Use Tax. This allows the user to enter a valid Geo code in Vendor Setup and Vendor Ship From Setup so that taxes are calculated correctly.
When you use Vertex Cloud, this Geo Code field is used to specify Tax Area IDs, which is the term Vertex uses for this type of information. This ID associates the address with a tax jurisdiction. If you select the lookup button on the field, the entered address information is passed to the Vertex Address Lookup call. The Tax Area ID returned is then loaded in the this field.
- Name
-
Specify the full name of the vendor. The vendor name appears on all reports and checks. After you enter name, the first 15 characters default as the lookup name. The lookup name is the name that appears on the banner after the vendor record is established.
- Out of City
-
Select Out of City only with the Sovos GTD version interface. Select this option if the address is outside of the city limits and may be subject to taxes applied by additional taxing districts.
- Restricted Editing
- Select the Restricted Editing option if the vendor ship from should not be edited by users unless they have security to edit restricted vendors. This is enabled by setting the Allow Editing of ‘Restricted Editing’ AP Records option to Yes in SA Operator Setup-Other Options.
- State
-
Specify the vendor's state. The city, state and postal code appear on all checks.
- Zip
-
Specify the vendor's postal code. The postal code can accommodate ten-digit numbers. The city, state and postal code appear on all checks.
Contact
- Fax Phone
If the vendor has a fax phone number, specify it here. If you are using an automatic fax interface, do not use any formatting characters such as parentheses and dash delimiters. If you are dialing long distance, specify
The same conditions and rules apply as described with the phone description.1before the phone number. The system does not automatically place a 1 in front of a 10-digit fax number. If the fax number is a local number, you can also specifyLin front of the number to indicate the number is a local number.- Phone
-
Fax Phone Specify the vendor's telephone number, including the area code. The last four characters are designated for an extension number.
The cursor initially positions itself on the first parenthesis, but as the first number is typed, the system automatically places the number in the first available position within the parentheses. This is also true for typing the remainder of the telephone number. Do not worry about typing over the parentheses or hyphens, the numbers will be placed in the correct positions. Additionally, the phone number field uses the format you set up at the company level in . The default for the setting enables U.S. and Canadian companies to use the existing default format.
- Salesrep
-
Specify the name of the vendor's sales representative. This is the person who generally receives credit and handles sales recruited from your company.
- Slsrep Phone
-
Specify the salesrep's phone number if the number differs from the previously specified vendor's phone number.
The same conditions and rules apply as described for the Phone field.
Billing
- Duns Number
-
Duns # refers to the number assigned by Dun and Bradstreet. If your vendor is also your customer, you can cross reference their Dun and Bradstreet rating. This is an optional field.
- Expediter
-
The expediter is the person who facilitates the delivery of purchase orders. If a purchase order is past due or there are unexplained delays in delivering the order, this person would be contacted. This may be a supervisor, manager, or president of the company.
The information you specify in this field appears on the Purchase Expedite Report.
- Exped Phone
-
Specify the expediter's phone number. The same conditions and rules apply as described previously for the Phone field.
- Our Cust No
-
Specify the customer number assigned to your company by this vendor. This is an optional field. This can be useful when placing purchase orders to identify yourself by the customer number the vendor uses. This customer number appears on purchase orders.
Settings
- Allow B/O
-
Purchase Order Entry, but you can change it. Select this option if this vendor or ship from is allowed to create back orders for products ordered that are not in stock. Back orders are created for products not received through This selection defaults to purchase order headers and is accessible in Purchase Receipt of Inventory Entry. Do not select this option if the vendor or ship from is not allowed to create back orders from purchase orders placed. The appropriate message appears on the purchase orders if this option is not selected. When the purchase order is being received in Purchase Receipt of Inventory Entry, the Items Not Rcvd field will default to Cancel.
Note: Not selecting this option does not prevent you from creating back orders in Purchase Receipt of Inventory Entry. The Back Orders Ok option serves as a default, rather than a validating field. - Allow Purchases
- Select this option to allow purchases to be created or printed for this vendor ship from.
- Allow Subs
-
The value of this field defaults to the purchase order header. This field is accessible in Purchase Order Entry, but you can change it.
Select this option if the vendor or ship from is allowed to substitute products for the original products ordered. This generally occurs if the regular product is out of stock or has been upgraded. Substitutions are recorded during Purchase Receipt of Inventory Entry.
If you do not accept substitutes, do not select this option.
Note: If this option is not selected, it does not prevent you from allowing substitutes during Purchase Receipt of Inventory Entry. This substitute option serves as a default rather than a validating field. - Freight Expected
-
This field indicates whether freight charges are expected with a purchase order. It is used primarily by PO and AP clerks as a quick form of reference. The Freight Expected field is selected by default and must be deselected to indicate that charges are not expected. To provide flexibility and ease of use, the field appears on multiple windows: Purchase Order Entry, Product Line Setup, Vendor Ship From Setup, and Vendor Setup. It can be modified (deselected) from these windows.
When automatic freight allocation is enabled in SA Administrator Options-Vendors-Invoice Defaults, Freight Expected is set in Purchase Order Entry based on the purchase order's freight terms type. Freight Expected is selected when the freight terms type is Prepay and Add or 3rd Party.
- Freight Terms
-
Specify the freight terms to use as a default for the warehouse. This field is required when automatic freight allocation is enabled in SA Administrator Options-Vendors-Invoice Defaults. The default setting updates the same field in Purchase Order Entry, Purchase Demand Center Entry, and Sales Entry Order-Sourcing. Freight terms correspond to the freight billing method which indicates who is paying the freight bill. Freight terms codes and descriptions are set up and maintained in SA Table Code Value Setup.
- Freight Terms (Incoterms)
-
If you have set up Incoterms in SA Table Code Value Setup, you can assign an Incoterm using the Freight Terms and Transfer Location fields. Select an appropriate term based on your Incoterms recommended workflow.
- Language
-
This field allows you to define different terminology if you have warehouses in different countries or import goods from vendors abroad. Blank defines domestic terms; all other codes are user defined and are set up in SA Table Code Value Setup.
- Limit Ship Via
-
Select this option to limit the ship via for purchase orders to the ship via value that is specified on the Vendor Default Setup record for the ship from. If a Vendor Default Setup record for the ship from is not set up, then the ship via from one of these records is used:
- Vendor Default Setup record for the vendor
- Vendor Setup
Because some vendors do not provide shipping through certain carriers, use this option to prevent an unsupported method from being specified on an order. - Ship Via
-
Select the most common form of transportation that is used to receive orders from the ship from. This ship via is the default value on purchase orders for the ship from, but you can override it.
Ship vias are set up in .
- Sync to CRM
-
This option is not available.
- Transfer Location (Incoterms)
-
This 24-character free-form enterable field is paired with Freight Terms to assign Incoterms. If you are specifying an Incoterm in Freight Terms, standard practice recommends that you also define the Transfer Location, which is the named destination, port of discharge, port of destination, or port of shipment. Specify an appropriate location based on your Incoterms recommended workflow.
Intrastat
- Terms of Delivery
-
As part of value added tax (VAT) processing, Distribution SX.e supports the reporting requirements of member states of the European Community (EC) or European Union (EU) under the Intrastat system. Intrastat is the system for collecting information and producing statistics on the trade in goods between countries of the European Union (EU). Terms of delivery are tracked for all customers and vendors in EU member states. Delivery terms indicate what part of the costs and risks the buyer or seller of goods has agreed to take on as part of the contract of purchase or sale. You may be required to provide delivery terms information based on the total value of dispatches and arrivals. Delivery terms codes are defined in , and assigned to your customers and vendors in Customer Setup and Vendor Setup. These codes must be mapped to their corresponding Delivery Terms code in Sovos GTD.