Creating Vendor Records

Use the Vendor Maintenance screen to create and maintain vendor records. The vendor record identifies details such as shipment schedules and consignment specifications. If the vendor has different payment and shipment addresses, you need to create separate records for each, and you must create the pay-to record first.

For information about creating vendors for customer refunds and other one-time transactions, see Creating Vendor Records for Customer Refunds and Other One-Type Payments.

To create a vendor record:

From the Files menu, select Vendor to display the Vendor Maintenance screen.
In the Vendor/New field enter new.

The system assigns a vendor ID number that displays in the upper right corner of the screen.

In the Name field, enter the vendor's name as you want it to appear on documents. If this is a pay-to record, use the vendor's legal name.
In the Address field, do one of the following:

If this is the pay-to address, enter the address to which to send correspondence.
If this is the ship-from address, enter the address from which products will ship.

Note: If you need additional lines to complete the address, use the Add'l Info hot key, then use the Addl Address hot key to enter the remainder of the vendor's address.

In the City field, enter the name of the city that corresponds to the address entered above.

The system displays a selection list. Select the state and zip code from the list and press Enter to populate the ZIP, ST, and Country fields.

Use the Add'l Info hot key, then the Addl Address hot key to enter additional vendor address information if necessary.

In the Sort By field, enter as many as 15 characters of the most significant word in the vendor name or any combination of numbers or letters for the system to refer to when sorting vendors in alphabetical order.
If this is a ship-from vendor, in the Pay To field, enter the vendor' pay-to record name.
In the Index field, enter additional words for the search index to use when searching for this vendor. This field is required.

The system uses the words in this field and the other fields on this screen, as tokens in the search index. You can add any information in this field that might be useful for a search. Some examples:

In the Contacts-Phones field, list the vendor's primary company phone and fax numbers, as well as the names, phone numbers, and fax numbers of the vendor's employees with whom you do business. Follow the guidelines:
Field 1 – Type the name of the person who is the primary contact for this customer.

Field 2 – Type FAX to identify the main fax machine.

Fields 3 - 6 – List additional company contacts and fax codes associated with additional fax numbers:
- For invoices, type INV.FAX as the contact.
- For statements, type STMT.FAX as the contact.
- For memos, type MEMO.FAX as the contact.

If you do not enter the fax code, faxed invoices, statements, and memos go to the main fax number.

Note: Use the Contact field on this screen as a quick-reference list. This information is not connected to the information entered through the Contacts hot key, where you can add detailed contact information.

Navigate to the upper right section of the Vendor Maintenance screen, and flag any of the following options with an asterisk (*):

Flag the option...	if...
Pay To	this is a vendor's pay-to name and address. You can flag the vendor as both pay-to and a ship-from.
Ship From	this is a vendor's ship-from name and address. You can flag the vendor as both a pay-to and a ship-from. If the vendor is a ship-from but not a pay-to, enter the pay-to vendor associated with this ship-from in the Pay-To field. If there is no ship-from identified in the vendor record, the vendor is not available for purchase order creation.
Auto Delete	you want this vendor deleted from the system after all history and open transactions for this vendor are purged. A vendor can be deleted only if there are no ledger, PSUB, or A/P records associated with it.
Freight Vendor	the vendor provides and charges for freight. A freight vendor must be flagged as pay-to and ship-from to be entered on a P/O totals screen. Note: If you flag this option, you cannot change the freight vendor status after the vendor has transaction history.
Manufacturer	the vendor is a manufacturer.

Navigate to the lower right section of the Vendor Maintenance screen and complete the following fields, as needed:

Field	Description
Dflt Ship Via	Press F10 and select the default method of product shipment this vendor uses..
Vendor Type	Press F10 and select a value that identifies how you use the vendor's services, for example, FREIGHT, or SERVICE. Control user access to vendor types by assigning the VALID.VEN.TYPES or INVALID.VEN.TYPES authorization key. Vendor types are stored in the Valid Vendor Types control maintenance record.
Over/Short% and Over/Short$	Enter the following information in each field: Over/Short percentage – The percentage a purchase order amount is allowed to be greater or less than the invoice amount when reconciling P/Os in A/P. Over/Short dollars – The dollar amount a purchase order amount is allowed to be greater or less than when reconciling P/Os in A/P. For example, if the settings are 1% and $5, and the vendor invoice is $100, and the reconciled P/O's total is $96, then the system does not approve the invoice because the difference exceeds 1%. Note: Use these fields only for exceptions to the default settings in the A/P Over/Short Maximum control maintenance record.
Pay Terms	Press F10 and select a payment terms code to use for this vendor's invoices. You can override this setting in Purchase Order Entry.
Freight	Enter a freight term to restrict entry of freight on a purchase order, require a freight vendor to be specified, notify the user that the vendor is freight allowed, require the user to enter a freight amount when the purchase order is received, or prohibit the user from entering a freight vendor on the Totals window of the purchase order. In A/P Entry, the system displays a warning message if a user enters a freight amount on a P/O for a vendor and this field is flagged. Freight terms for vendors are set up in the Vendor Freight Terms control maintenance record.
B/O Days	Enter one of the following to determine how to handle backorders: R – Adds backordered items to the Review P/O Backorders queue, usually found on the Purchasing menu. C – Cancels any backordered items from this vendor. # – Enter the number of days to be added to the receiving date to set the anticipated receiving date for backordered items. Leave the field blank – Uses the entry in the Default B/O Days For Purchase Orders control maintenance record. For direct lot generations, the system also looks at the settings in this field and the Default B/O Days For Purchase Orders control maintenance record. If both this field and the control maintenance record are blank, or are set to R or C, the lot generation default ship date is three days from the current date.
Primary Currency	If this vendor's primary currency is not the same as your company's base currency, press F10 and select a currency from the list, otherwise, leave this field blank. Note: Even if a vendor is based in a foreign country, the vendor's primary currency does not have to be the currency of that country.

Use any of the following hot keys, as needed:

Hot Key	Description
Del	Deletes this vendor record. The system prompts for conformation before deleting. If this vendor has open orders or payables, the system warns that it cannot delete this vendor.
Expense Distr	Create vendor expense distribution codes to pre-define the distribution of a vendor's invoice to G/L accounts based on a percentage.
OE Message	Enter a message to appear each time this vendor is displayed in Purchase Order Entry. Press Esc to save the message and return to the Vendor Maintenance screen.
Branch	Assign branch accessibility to this vendor. This information is required before the vendor displays in the primary index search.
EDI	Create an EDI trading partner profile for this vendor.
UET	Set parameters that determine unquality events for this vendor.
Maint Log	View a record of every change made to this vendor record.
Access	Assign access to this vendor for those using Eclipse Sales Force Automation.
Part#	Assign vendor-specific part numbers to this vendor.
Add'l Data	Add more detailed information to the vendor record.
Notes	Write user-defined notes for this vendor record.
OE Instructs	Write internal notes and vendor instructions that display on the Header screen of Purchase Order Entry.
Contacts	Enter vendor-related contact information.
Copy	Create a new vendor record by copying the information from the currently displayed record.
Classify	Displays the User Defined Data screen for this vendor.
WWW	Enter the vendor's internet address and e-mail address.

Press the Esc key to save the record and to exit the screen.