Vendor Setup - Ordering field descriptions

Fields are presented in alphabetical order within each section.

Purchase Order Defaults

Allow Back Orders

This setting defaults to purchase order headers and is accessible in Purchase Transaction Entry, but you can change it. Select this option if this vendor or ship from is allowed to create back orders for products that are ordered but are not in stock. Back orders are created for products not received through 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 that were 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 defaults to Cancel.

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 instead of a validating field.

Allow Purchases

Select this option to allow purchase orders to be created or printed for this vendor.

Clear this option to prevent new purchases from being created or printed for this vendor. If cleared, creation of purchases orders is restricted in these functions:

• Purchase Order Entry
• Excel import
• BOD-related SX.API calls
• Purchase Entry Recommended Replenishment Action Report
• Sales Order Entry sourcing Non-stock Entry for tied orders
• EDI850 inbound
• EDI856

When an inactive vendor is specified in these functions that create purchase orders, the purchase order is not created and this error message is displayed: Vendor Does Not Allow Purchase.

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 that were 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 instead of a validating field.

Auto Reprice Percent

If the vendor charges a different price for products on a direct purchase order, specify the percent by which the vendor changes the standard price. You can specify a positive or negative value, up to 99.99 percent. Each line item is automatically recalculated when a direct purchase order is created in Sales Order Entry unless one of these criteria is met:

• The Exclude from Auto Vendor Reprice option is selected on the product's Product Setup or Product Catalog Setup record.
• The line is not for resale.
• The line item is one of these types of products:
  • Nonstock without a Product Catalog Setup record
  • Labor
  • Implied core
  • Tally

If a vendor charges a different price for other reasons, such as a rush order, you can manually apply the automatic reprice percentage to purchase orders in these functions:

• Purchase Order Entry
• Purchase Demand Center Entry

This field is not available unless the automatic purchase order repricing feature is activated.

Core Price

The value in this field determines how core lines and costs are printed on purchase orders.

If you accept the default, Both, core and remanufactured product lines are printed with costs.

If you select Combine, core costs are printed for remanufactured line items.

If you select No, core products and core lines are not printed, and costs are not combined. If you select this option, the total of the lines may not equal the total at the end of the purchase order because printing is suppressed.

Disposition

Select a disposition if the vendor normally ships products in the same manner. Disposition options include Ship Complete, Tag and Hold, Will Call, or blank. If the field is left blank, a disposition is not printed on the purchase order unless the field is overridden in Purchase Transaction Entry.

Ship Complete orders must be held until the order can be shipped complete; back orders are not accepted. When any items that may have been back ordered are received and the purchase order is complete, it is shipped.

Tag and Hold orders tag the ordered products and hold them in a staging area until the purchase order is picked up or permission is given to ship it.

Will Call orders are picked up at the vendor site. The purchase orders are usually called in on the telephone and picked up at a later time.

FOB Destination

If this option is selected, the title of the goods that were shipped from the vendor are released by the vendor after they are shipped from the vendor's warehouse. This title is given to your company after the product is boarded on a carrier. If this option is cleared, the title is retained by the vendor until they arrive at your destination.

Do not select this option if the vendor retains the title until it reaches your destination (FOB-Destination). Upon receiving the shipment, you gain title.

Even though the shipment may be FOB Destination, it does not prevent the vendor from providing insurance on the products or from applying freight and handling charges to the bill.

If the products are damaged during shipping, the carrier responsible for the damage determines whether you or your vendor must file a claim for reimbursement.

When automatic freight allocation is enabled in SA Administrator Options-Vendors-Invoice Defaults, the FOB Destination option is set in Purchase Order Entry based on the purchase order's freight terms type. FOB Destination is selected when the freight terms type is Collect, Destination or Pickup.

Freight Expected

This field indicates whether freight charges are expected with a purchase order. It is used primarily by purchasing and AP clerks as a quick form of reference.

The Freight Expected field defaults onto purchase orders and trade and addon invoices in Purchase Order Entry in this order:

• Product Line Setup if you are doing line buying and a product line is specified on the PO
• Vendor Ship From Setup record if a ship from is designated
• Vendor Setup

The Freight Expected option can be deselected in Purchase Order Entry to indicate that charges are not expected.

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 vendor. 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 that 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 to a vendor in Vendor Setup-Ordering. Select an appropriate term, based on your Incoterms recommended workflow.

Hold AP Invoice

This option determines the default AP Hold setting for purchase orders entered for this vendor and can be used to prevent automatic payment of invoices when using EDI.

If you select this option, purchase orders that are entered for this vendor are automatically suspended. This setting can be changed in Purchase Order Entry in the AP Hold field, which you can add to the header with the Personalize feature. When an invoice referencing a suspended purchase order is received through EDI or is matched to a suspended PO in Vendor Invoice Center Entry until an operator clears the suspended flag on the invoice in Vendor Invoice Center Entry.

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 vendor. Because some vendors do not provide shipping through certain carriers, use this option to prevent an unsupported method from being specified on an order.

Purchase Order Copies

More than one copy of each purchase order can be printed each time a purchase order is generated. For example, if three copies of the purchase order are always needed for this vendor, specify 3. Purchase orders can be printed from Purchase Order Entry, Purchase Entry Processing and Purchase Entry Replenishment Action Merge.

Note: If you specify 0, no purchase orders are printed for this vendor. You should always specify a default of at least 1.

Resale

Select this option if the products that were purchased from this vendor are used for resale. Clear the option if the products are used internally. If products are for resale, received items are distributed to inventory automatically in Purchase Receipt of Inventory Entry.

This option is also used for increased security. If Allow PO Non-Resale Entry in SA Operator Setup is not selected, orders for non-resale vendors cannot be entered in Purchase Order Entry. When applicable, taxes are applied to those products marked for internal use. This option can be overridden in Purchase Order Entry.

Vendor Administrator Vendor Classification only classifies vendors that have the Resale option selected.

Ship Via

Select the most common form of transportation that is used to receive orders from the vendor. This ship via is the default value on purchase orders for the vendor, but you can override it.

Ship vias are set up in SA Table Code Value Setup.

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.

Update Sales Manager

Select this option if this vendor should be updated in Sales Manager when you run the Sales Entry Processing Sales Manager Update Report and Sales Entry Invoice Processing Report.

Replenishment

Central Buy Method

Select either Create Blanket Orders or Create Warehouse Transfers if you have multiple warehouses and are utilizing a central purchasing method of inventory management. Central purchasing enables you to combine multiple warehouse purchasing requirements to achieve a volume discount, prepaid freight, and any other purchasing incentives offered by the vendor.

Central purchasing also provides the ability to control purchasing from one location and distribute goods to other warehouses as necessary.

This option indicates the central buying method for this vendor. If your vendor requires the same product line parameters for several remote warehouses and sends the merchandise to each of the locations, the product lines can be combined into a single purchase order by selecting Create Blanket Orders. A Blanket Order (BL) and Blanket Release (BR) purchase order is used to represent the total purchasing demand to this vendor. A Blanket Release (BR) is automatically created for each warehouse's portion of the total purchase and when the merchandise arrives, each location receives the goods against the Blanket Release.

If this vendor does not send separate shipments to each branch, or you require that the merchandise is received at a central warehouse location and then distributed, select Create Warehouse Transfers. This enables you to combine purchase requirements and submit a single purchase order to your vendor. To use the transfer method, the same Product Line Setup record must be set up in each warehouse. A purchase order is created for the central warehouse, and the merchandise is transferred to the branches using warehouse transfers.

Intrastat

Terms of Delivery

The Terms of Delivery field applies only if your company’s Tax Method is Value Added Tax (VAT), and only used by the Sovos GTD version interface. Specify this vendor’s Terms of Delivery method for Intrastat reporting. Terms of Delivery are set up in SA Table Code Value Setup - Intrastat Terms of Delivery.

Discount

Amount Type

Select the type of discount to specify in the Order Discount field. Select Amount if the discount amount is a flat amount. Select Percent if the discount amount is a percent of the total order.

Order Discount

Specify the amount or percent of discount that defaults during Purchase Order Entry and Purchase Entry Replenishment Action Acceptance Report if the Capitalize Order Discount option in SA Administrator Options-Documents-Purchase Orders-Accounting is selected. The value can be overridden in Purchase Order Entry and Purchase Entry Replenishment Action Acceptance Report. If this field is blank, no discount defaults in Purchase Order Entry.

In the Amount Type field, indicate if the discount entered is a flat amount or a percent of the order total.

Supplier Warranty Allowance %

Specify the percentage of the vendor's product costs that you receive as an allowance for products that are included in a Supplier Warranty Allowance program. When a purchase order is created, the allowance is calculated at the header level and line level. The allowance is posted to the Supplier Warranty Allowance account that is set up on the General Ledger tab.

Terms Discount

This field determines whether terms discounts are calculated with the net invoice amount (less all addons) or the gross invoice amount (total amount, including all addons) when a vendor’s invoice is processed in Vendor Invoice Center Entry. Net invoice amounts are only used to calculate terms discounts for trade invoices.

Rebates

Create All OE Lines With a Manual Rebate as Special

Note: This option was created to meet the business requirements for Carrier wholesale distributors. This option pertains to the net billing feature.

If the option is selected, the line type of a non-direct sales order line is automatically changed to Special when a manual rebate is attached to the line. The Usage option maintains its default value, but it can be changed.

This option affects sales order lines that are created manually or electronically through the SupplierInvoice BOD. This option does not affect corrections or returns.

If this option is not selected, standard costing methods are used when the invoice is received.

Multiplier

Indicate the price to use to calculate a Share rebate amount. This setting is only applicable when the Cap Sell Amount in PD Pricing Setup-General-Share Rebate Settings is set to a percentage. Select one of these values:

• Base Price: This value is derived from the Base Price field in Product Warehouse Product Setup-General or Product Catalog Setup-Pricing. This is the default setting.
• List Price: This value is derived from the List Price field in Product Warehouse Product Setup-General or Product Catalog Setup-Pricing.
• Cost (for Pricing): This value is determined by the Mark Up From field in SA Admin Options-Products-Costs in which you can select Average, Standard, Replacement, or Last. If the Include Addons option is selected, addon costs are included in the cost and used in the rebate calculation.

Net Bill

Select this option to enable the net billing feature for the vendor.

Process RM/CR lines of Net Billed Items as Rebates

Note: This option was created to meet the business requirements for Carrier wholesale distributors.

Select this option to use the net bill amount as the rebate amount when you create these types of lines in Sales Order Entry:

• Credit line for a credit and rebill transaction on a Correction (CR) order
• Return merchandise (RM) lines, including lines that are copied to an RM order

The RM or CR line must be tied to an original order line that was net billed.

If you do not select this option, standard return logic is used.

Use Generic Rebates

Select this option if the vendor participates in the generic product rebate program. This option is available only if generic product rebate processing is enabled in SA Administrator Options-Product-Rebates.

When you specify a vendor who uses generic product rebates on a vendor on sale rebate for a product in PD Pricing Setup, the rebate is a generic product rebate. A generic product rebate can be applied to a line item in Sales Order Entry without matching the ARP vendor for the product.

TWL/ASN

Block POs

Select this option to block individual purchase orders that are associated with ASNs from being sent to TWL in an individual PO receipt transaction (RT) when the PO is printed in Distribution SX.e. Instead, all of the POs for the vendor are contained in the ASN and the receiving is done against this ASN.

Note: During Purchase Order Entry, you can override this setting by selecting TWL Force Print on the Purchase Order Entry-Print window. If you select TWL Force Print, the PO RT is sent to TWL. This may be necessary if products remain on the PO that are not included on the ASN. To notify the warehouse of this discrepancy, you may want to force the PO RT to be sent to TWL. It can be viewed in WL Transaction Inquiry.

Create TWL ASN

Select this option to send ASNs to TWL immediately after they are received from the vendor.

Note: This option does not control whether ASNs are created. It only controls if ASNs are automatically sent to TWL or if they must be manually loaded using the Load ASN option in TWL RF.

To hold ASNs for review and approval, do not select this option. You can use the Load ASN option in TWL RF to send ASNs to TWL when appropriate. If you use the Load ASN option, you can make changes to line items in Purchase Order Entry before you send the ASN to TWL.

Note: To avoid sending ASNs to TWL too early, we recommend that you do not select this option. After a receipt transaction/ASN is sent to TWL, you cannot use the Load ASN option on the RF.

WL Auto Rcv ASN

Select this option to automatically receive the full expected quantity of ASNs during RF Receiving. When you use the Shipment ASN function on the RF Receipt Inquiry/Update menu, you can auto receive the ASN. This option should be selected for trusted vendors only.

Add Ons

Capitalized

These addons are capitalized as part of the cost of inventory and default in Purchase Order Entry. The actual application of the capitalized addons takes place in Purchase Receipt of Inventory Entry or during purchase order costing in Vendor Invoice Center Entry, depending on how the Capitalize at Receiving/Costing field is set in SA Administrator Options-Documents Purchase Orders Accounting.

Valid addon codes for vendor or third party addons that are capitalized as part of the cost of inventory must be set up in SA Table Code Value Setup. You cannot specify duplicate capitalized addon codes for a single vendor. You can only specify capitalized addons if the Include Addons option for the Post to G/L by option is selected in SA Administrator Options-Products-Costs.

Capitalized Addons Amount

Specify the amount of the capitalized addon to attach to the cost of inventory. Any addons you define here default in Purchase Order Entry, although the actual application of the capitalized addon takes place in Purchase Receipt of Inventory Entry or during purchase order costing in , depending on how the Vendor Invoice Center EntryCapitalize at Receiving/Costing option is set in SA Administrator Options-Documents Purchase Orders Accounting.

Use the icon to indicate if the addon is a flat amount or a percent of the order total.

Direct Purchase Order Addons

Select this option to access the Direct Purchase Order Add Ons section to specify up to six addons, two expensed and four capitalized, that are used as default addons on Direct Order purchase orders only. These are PO addons that are usually intended to be billed directly to the customer for direct order freight and handling charges.

Addons are defined in SA Table Code Value Setup-PO Addons. A General Ledger account number may be associated with each addon and is used as a default if the addon is expensed. If the addon is capitalized, the amount is prorated to the inventory accounts that are associated with the lines on the purchase order. If the addon is set up in SA Table Code Value Setup-PO Addons as an addon that is tied to an Order Entry addon, the GL accounts for both the PO addon and the OE addon are used when posting addon costs. The tie between the PO addons set up as default addons in the Direct Purchase Order Add Ons section and an Order Entry Addon in SA Table Code Value Setup-PO Addons is not validated.

If you clear this option, all values in the Direct Purchase Order Add Ons section are cleared.

Expensed: Select the addon from the drop-down. This becomes the default value in the Expensed Addon field when you create a Direct Order (DO) purchase order for this vendor, but can be overridden.

(Expensed Amount/%): Indicate if the expensed addon is a flat amount or percentage of the order amount.

Capitalized: Select the addon from the drop-down. This becomes the default value in the Capitalized Addon field when you create a Direct Order (DO) purchase order for this vendor, but can be overridden.

(Capitalized) Amount: Indicate if the capitalized addon is a flat amount or percentage of the order amount.

Expensed

These addons charges are attached to the cost of the product. They are charged to a General Ledger expense account and not capitalized as part of the cost of inventory. Expensed addons typically accompany products purchased for internal use.

Addons must be set up in SA Table Code Value Setup before they can be set up on the vendor record. Two expensed addon codes can be set up per vendor. The addon codes cannot be duplicates of other addon codes set up for this vendor, whether they are expensed or capitalized. Any addons set up here default on the Invoiced Addons window during purchase order costing in Vendor Invoice Center Entry. At that time, you can change the expensed or capitalized status.

Expensed and capitalized addons are subtracted from the invoice when calculating the terms discount unless you select Gross in the Terms Discount field, in which case the addons are not subtracted.

Expensed Addons Amount

Specify the amount of the expensed addon to attach to the cost of the product. Expensed addons typically accompany products purchased for internal use. Any addons you define here default during purchase order costing in Vendor Invoice Center Entry on the Invoiced Addons view. At that time, you can change the expensed or capitalized status.

Use the icon to indicate if the addon is a flat amount or a percent of the order total.

Expensed addons are subtracted from the invoice when calculating the terms discount unless you select Gross in the Terms Discount field, in which case the addons are not subtracted.