Vendors

Vendors

Vendors Overview

Vendors need to be set up in the system (Control Center) before you will be able to make purchase orders and utilize invoices. You can create purchase orders by choosing the specific vendor you wish to order from.
When utilizing vendors, items must be assigned to vendors before creating purchase orders.  These assignments are generally made through Item Details, Vendor Parts, or Mass Updates.

1. Reaching the "Vendors" Module

To reach the "Vendors" module, follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Maintenance
  4. Step 4: Choose Vendors
You can configure and manage the Vendors, EDI Setup, and FTP Connections under the Vendors tab. After clicking "Vendors" from the left panel, you will be redirected to the "Vendors" module itself by default.

                                                                                                Figure 1.1

You can see the list of vendors in the list view (grid view). You can check the following details of the existing vendors in the tabular form:

Name | Contact Name | Phone Number | City | State | Zip | Created Date | Updated Date | Actions to Edit/Delete
                                                                                              Figure 1.2
Click the "Add New" button to add a new vendor.

2. Adding a New Vendor Account

By clicking the “Add New” button from the listing (main) page, you will be redirected to the Create Vendor page to enter and configure the vendor details.
You will see the following tabs along with Store Assignment for the vendor: Details | EDI Filters | Contact.


                                                                      Figure 2.1

2.1 Details Tab

You need to configure the following fields/settings for the "Details" tab:
  1. Name: Enter the vendor's name here.
  2. Note: Enter the additional vendor's details/note if needed.
  3. Minimum Order Amount: Some vendors will have minimum requirements to make an order through them. This information can be applied here. 

                                                                      Figure 2.1.1
  1. Minimum Piece Qty: Enable this setting in that case when the vendor proceeds with a minimum quantity order. If the quantity is less than what the vendor asked for, the order will not proceed. 
  2. Minimum Count Type: The minimum Vendor Part Qty or UPC Qty count is required for a purchase order to be completed without a warning.
  3. Minimum Order Qty: Enter the minimum quantity count to proceed with the order.
  4. Accounting Export Number: Enter the general ledger account number for a store location. This field is meant to export the inventory-related data of a particular store location for accounting purposes from the receiving side.
  5. AP Excise Code: Enter your excise code.
  6. Allow Vendor Returns: Enable this setting if the item purchased from the vendor can be returned to that vendor in case the item is damaged or expired. The returns to the vendor will proceed through the "Worksheets" module. If this option is disabled (set to "No"), you cannot return items on those vendors' return worksheets.
  7. Do Not Export: Enable this setting if the item falls under the category of export. The GL does not export any data that ties to the particular vendor.
  8. Active: You can set this field to either “Yes” or “No," depending on if you are still in business with a particular vendor. If you select "No," the vendor will no longer be seen in the list, implying that you are no longer doing business with the vendor.
  9. Auto Apply - EDI Auto: Enable this setting to allow all automatically processed EDI invoices to also be applied to inventory.
  10. Keep Track Of Backorders: If this setting is enabled, the system will place the difference between expected and received quantities on invoices on a backorder when the expected quantity exceeds the received quantity.
Once you have configured the "Details" tab, you need to configure the "EDI Filters" tab next.

2.2 EDI Filters

You need to configure the following fields based on the Auto EDI processing:
  1. Excluded Parts: Enter the vendor part number to be ignored during EDI processing.
  2. Excluded EDI Accounts: Enter the vendor account number to be ignored during EDI processing.

                                                                               Figure 2.2.1
Once you have configured the EDI Filters tab, you need to configure the Contact tab next.

2.3 Contact

You need to add the following contact details for the vendors:
  1. Full Name: Enter the contact person (representative) from the vendor side, with whom you can communicate whenever needed.
  2. Phone: Enter the official phone number of the vendor or the contact number of the representative from the vendor's side.
  3. Email: Enter the email ID of the vendor or the representative to communicate through email.

                                                                                               Figure 2.3.1
  1. Fax: Enter the fax number to share the documents.
  2. Address Line 1 & Line 2: Enter the physical address details of the vendor. This could be the vendor's warehouse or the vendor's corporate office address.
  3. City: Enter the name of the city where the vendor is located. 
  4. State: Choose the vendor's state from the drop-down selection.
  5. Zip: Enter the area code for the vendor's location/region.
Once you configure the Contact tab, you can assign the location(s) for the vendors.

2.4 Manage Assignment

You can assign the stores (locations) where the vendors need to supply the products. By clicking the "Selection Locations" drop-down, you will get the three options: All | By Location | By Location Group.

  1. All: You can select the "All" option from the drop-down if the vendor is supplying its products to all the locations (at all your stores).     

Figure 2.4.1
  1. By Locations/By Location Groups: If the vendor can supply its products to a specific location or you want to allow the vendor to supply the products to the specific location(s) only, you need to choose those location(s) and assign them to the vendor.
  1. About Location Groups: Location Groups are collections of different locations. The locations assigned to the specific location group(s) define the specific area/region where the multiple stores are placed. Location grouping will be helpful for reporting purposes and will assign the vendors to the group instead of choosing multiple locations separately.
By selecting By Locations, you will get the "Manage" button. You need to click this button to choose the specific location(s) where the vendors can supply the products.

                                                                                            Figure 2.4.2

By clicking the "Manage" button, the Manage Locations window will pop up. You will find all the records about the location in the listing on the left side.
You need to choose the specific location by ticking the checkbox and moving to the right side under Selected List.


                                                                                 Figure 2.4.3

After selecting the location(s) and moving to the right side, click the "Apply" button to assign the location (store) where the vendors need to be supplied with the products as per the order.

You will see the selected stores under the Manage Assignment section.


                                                                                          Figure 2.4.4

You can remove any selected location just by clicking the Remove (red X) icon.

Once all the details and settings of the vendors are configured, you need to save the vendor using any save button options you want.
  1. Save & Close: This button will save all your changes and close the current screen.
  2. Save & New: This button also helps you save the changes and refresh the screen with a new form.
  3. Save: The "Save" button helps you save the changes made in the form. 
  4. Cancel: This button cancels all the changes/edits made in the vendor form.
Once you save the vendor details, the new vendor will be listed on the Vendors listing (main) page.

                                                                                               Figure 2.4.5 

3. Edit/Delete Vendors

You can edit/delete any vendors whenever needed.

Editing Vendors

  1. You can change/update the vendor's details whenever needed. The venor listing page allows you to edit any vendor. 

                                                                                     Figure 3.1
  1. By clicking the Modify icon, you will be redirected to the Edit Vendors page.
  2. You can modify the existing information provided in various fields.
After modifying/updating the fields, you need to save the changes.

Deleting Vendors

You also have the option to delete the vendor record from the editing page itself.

                                                                                            Figure 3.2
  1. By clicking the "Delete" button, you will get a confirmation pop-up to delete the record.
                                                       
                                                                                             Figure 3.3
  1. By clicking the "Yes, delete" button, the vendor account in the system will be permanently deleted. 
Similarly, you can delete the vendor's account from the listing page for Vendors. By clicking the Remove icon, you will get a confirmation pop-up to delete the record.

                                                                                 Figure 3.4


                                        Figure 3.5 
You can delete the vendor record permanently by clicking the "Yes, delete" button.

Now, a newly created vendor can be utilized for EDI Setup and start exchanging the files for POs (purchase orders) as well as invoices to get the orders.

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