Vendors Overview

To receive items from vendors, vendor(s) will need to be set up. Setting and associating vendors will allow you to create and receive Purchase Orders created by the store as well as receive invoices from the vendors.

When utilizing vendors, items must be assigned to vendors before creating Purchase Orders and receiving items via Vendor EDI. These assignments are generally made through Item Details, Vendor Parts, or Mass Updates.

Navigating to the Vendor Module

                                                                                       Figure A

Adding New Vendor Account

  1. Click the “Add New” button as presented in Figure A above to add a new vendor account
  2. The form will appear on your screen as shown in Figure B below.

                                                                                       Figure B
  1. Name: Enter vendor name by which you wish to create the record.
This field enables you to mention extra information related to the vendor such as email ID.
  1. Minimum Order Amount: This field allows you to enter the minimum amount for the order that you would like to place. You can enter the amount manually or through the input stepper with an up and down arrow.
  2. 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.
  3. Allow Vendor Returns: Set this field to "Yes," if the item purchased from the vendor can be returned, else, set it to "No."
  1. Do Not Export: This field requires "Yes" or "No" as its input value. Set this to "Yes," if the item falls under the category of export, else, enter "No" as input.
  2. Active: You can set this field to either “Yes” or “No”, depending on, if you are still in the business with a particular vendor. If you select this to "No," the vendor would no longer be seen in the list, implying that you are no longer in the business with the vendor.

Manage Assignment:

  1. Select Locations: You can select "All Locations" if the vendor is supplying its products to all locations. Or you can sort the location "By Group Locations," or "By Selected Locations."
  1. Save & Close: This button will save all your changes made 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: Save button helps you save the changes made in the form. 
  4. Cancel: This button cancels all the changes/editions done in the Add New adjustment form.

Editing a Vendor Account

Follow the steps mentioned below to edit a vendor account:
  1.  Click the “Edit” button highlighted in Figure A above to edit a vendor account.
  2. The form as shown in Figure C will appear on your screen.

  1. You can modify the existing information provided in various fields.
  2. You also have the option to delete the record of the currently open vendor account.
  3. Lastly, you may save, close, or add a new vendor account using the buttons highlighted in Figure C.
Deleting a Vendor
  1. Click the “Delete” button as indicated in Figure A to delete a vendor account.
  2. The dialog box as shown in Figure D will appear on your screen.

                                                  Figure D
  1. Click “Yes, Delete” to continue the process of deleting the vendor account.
  2. Click “Cancel” to close the popup and skip the deletion process.

Contact Tab Form

Adding Contact Details of a Vendor
  1. Click on the contact tab as indicated in Figure A to add the contact details of a vendor.
  2. The form as shown in Figure D will appear on your screen.
                                                           Figure E

  1. Full Name: This field allows you to enter the full name of the vendor to initiate the creation of the vendor record.
  2. Phone Number: This field requires a vendor's phone number.
  3. Email: Fill in the vendor's frequently needed email address.
  4. Fax: Enter vendor's business fax number in this field.
  5. Address Line 1: This field requires the vendor's address from where the business is conducted.
  6. Address Line 2: Enter the extended part of the address here, if needed.
  7. City: Mention the vendor's city name.
  8. State: Give the name of the state where the vendor's city falls in.

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