Entering a Vendor Record

  1. Open the Vendors form.
  2. Turn off filter-in-place mode.
  3. Select Actions > New.
  4. Specify this header information:
    Vendor
    Specify a unique number, string of characters, or combination of characters and numbers to represent the vendor. If you do not enter a value, the system assigns the next unique numerical value automatically. If you set up a vendor prefix in the Accounts Payable Parameters form, the system prefixes the vendor number with that prefix. The combined prefix and number cannot be longer than 10 characters.
    (Vendor Name)
    Specify the name of the vendor company.
    Category
    Select the appropriate category for this vendor, if necessary.
    Currency
    Specify the preferred domestic currency. The default value is your company's domestic currency.
    Type
    Specify any identified to indicate the vendor type.
    Status
    Specify any identifier to indicate the vendor's status.
    Active
    Select this option to activate the vendor.
    Note: You can create a purchase order only for active vendors. When integrated with Distribution SX.e, the vendor active flag is updated through consumption of SupplierPartyMaster BOD.
  5. Specify this information on the General tab:
    Warehouse
    Select the warehouse into which this vendor's items are normally to be received.
    Ship Via
    Select the preferred shipping method for the vendor.
    (Ship Via Description)
    A description of the shipping method is displayed.
    FOB
    Select the free on board location. This is the location at which title for the goods purchased passes from the vendor to the buyer. The vendor is liable for transportation charges up to this point. This field is for reference purposes and appears on the purchase order.
    Internet URL
    Specify the URL for vendor's Web site or other Internet resource.
    Billing Customer
    Select the customer record you want to associate to the vendor to be used for billing and account receivable purposes. This customer is used as the recipient on warranty claims submitted for payment.
    Claim Tolerance
    The claim tolerance is used to determine if a vendor has paid enough against a warranty claim. Select whether the value will be based on a set amount or on a percentage of the claim total, and specify the percent or amount.
    Dealer ID
    Optionally, specify a dealer ID. This is provided by the vendor.
  6. Specify this information on the Remit To tab:
    Remit To Vendor
    Select a remit-to vendor number to specify that checks are to be sent to an address other than the address of the vendor shown in the header. The remit-to vendor number must be different from the current vendor number. You may want to prefix the number with "R" to indicate that the vendor is associated with another vendor.
    Address fields
    Specify the address information for the remit to vendor.
  7. Specify this information on the Credits tab:
    Purchases
    Select the G/L account number to use as the default account for purchases.
    Terms
    Select a valid payment term code.
    Payment Type
    Select the type of payment to use as the default value on A/P payments:
    • Standard Check
    • Manual Check
    • Wire Transfer
    • Standard Draft
    • Incoming Draft
    • EFT
    Note: If the payment type is EFT, specify additional electronic funds transfer information for the vendor. For more information, see Setting up and Using Electronic Funds Transfer.
    Bank Code
    Select a valid bank code for the vendor. This code represents the default bank account where the vendor's checks or drafts are deposited. Bank codes set up with domestic currency or vendor currency will be allowed.
    Bank Account
    Specify the vendor's bank account number associated with this bank code, to use in electronic funds transfers.
    Bank Number
    Specify the electronic funds transfer bank number (sort code) associated with this bank code. This field is enabled only when Payment Type is EFT.
    Account Name
    Specify the vendor's Electronic Funds Transfer bank account name. This field is enabled only when Payment Type is EFT, and it is required only if the EFT Format on the Accounts Payable Parameters form is ABAFILE.
    Language
    If the vendor uses a foreign language, select the language code that represents the language.
    Print Price
    Select this check box to print the prices of purchased items on the purchase order. Clear the box to exclude the prices of purchased items from the purchase order.
    LCR Required
    Select this check box if the vendor requires a letter of credit from you. If you select the box, warning messages are displayed any time you enter or edit a purchase order if a letter of credit does not exist.
  8. On the Contacts tab, specify the name and address information for the vendor contact.
  9. On the Taxes tab, specify this information:
    [Tax ID (1)]
    Specify the tax registration number (if any) associated with [Tax System (1)] for this vendor.
    [Tax Code (1)]
    Specify the first tax code to use as the default when entering vouchers.
    [Tax ID (2)]
    Specify the tax registration number (if any) associated with [Tax System (2)] for this vendor.
    [Tax Code (2)]
    Specify the second tax code to use as the default when entering vouchers.
  10. Specify this information for a vendor in the EU:
    EC Code
    Select the country code for the vendor.
    Branch ID
    Specify the branch ID.
    NOTC
    Select the nature of transaction code.
    (NOTC description)
    A description of the code is displayed.
    Delivery Terms
    Select a code for the terms of delivery.
    (Delivery Terms description)
    A description of the terms code is displayed.
    Process Indicator
    Specify the code for the process indicator, which is used in setting up the EC Sales List Report for companies in European Community (EC) countries.
  11. On the Payment Hold tab, the payment information specified on the Payment History tab is displayed. To put a payment on hold, specify this information:
    Payment Hold
    Select this check box to put the current vendor on payment hold.
    Payment Hold Reason
    Select the code for the reason the payment is on hold.
    Payment Hold User
    The initials of the user who last changed the payment hold setting are displayed.
    Payment Hold Date
    The date on which the payment hold was set is displayed.
  12. To update payment history, specify this information on the Payment History tab:
    Payments Last Calendar Yr
    Specify the total domestic currency amount of all payments made to the vendor in the last calendar year.
    Payments Last Fiscal Yr
    Specify the total domestic currency amount of all payments made to the vendor in the last fiscal year.
    Purchases Last Year
    Specify the total domestic currency amount of all purchases made from the vendor last year.
    Discounts Last Year
    Specify the domestic currency amount of all discounts taken from the vendor last year.
    Payments Calendar YTD
    Specify the total domestic currency amount of all payments made to the vendor so far in this calendar year.
    Payments Fiscal YTD
    Specify the total domestic currency amount of all payments made to the vendor so far in this fiscal year.
    Purchases YTD
    Specify the total amount of all purchases from the vendor so far this year.
    Discounts YTD
    Specify the total domestic currency amount of all discounts taken from the vendor so far this year.
    Last Paid Date
    Specify the most recent date when the vendor was paid.
    Last Purchase Date
    Specify the latest date on which something was purchased from the vendor.
  13. Save the record.

Use the buttons on the form as described here:

  • Click Purchase Orders to open the Purchase Orders form, filtered for the current vendor.
  • Click PO Requisitions to open the Purchase Order Requisition Lines form, filtered for the current vendor.
  • Click Communication Logs to open the Vendor Communication Log form, filtered for the current vendor.
  • Click Item X-Ref to open the Vendor Item Cross Reference form, filtered for the current vendor.
  • Click Vendor Document Profile to open the Vendor Document Profile form, filtered for the current vendor.
  • Click A/P Posted Transaction Detail to open the A/P Posted Transaction Detail form, filtered for the current vendor.
  • Click Alternate Address to open the Alternate Vendor Addresses form, filtered for the current vendor.
  • Click Interactions to open the Interactions form, filtered for the current vendor.
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