Creating Vendor Records

Use the Vendor Maintenance window 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.

Note: 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.

You can restrict access to fields and menu items in Vendor Maintenance by setting the following control maintenance records and authorization keys:

To create a vendor record:

  1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window.

  2. Click the NewVendor button.

The system assigns a vendor ID number that displays in the lower-left corner of the window.

Note: To display an existing vendor record, enter the vendor's name in the Vendor field.

  1. 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.

  2. In the Address field, do one of the following:

Note: If you need additional lines to complete the address, select Additional > Additional Address to enter the remainder of the address.

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

The system displays a list of matching cities. Select the city and state to populate the ZIP, ST, and Country fields.

Note: Select Additional >Additional Address to enter additional vendor address information if necessary. For international addresses, refer to Handling Postal Codes for International Addresses.

  1. For the Latitude and Longitude fields, use the map location icon to open a map to the address location. These fields are not required. Be aware that by populating the fields using the map that the address may change. Refer to the Using Latitude and Longitude with an Address topic.

  2. In the Sort By field, enter the most significant word in the vendor name or any combination of numbers or letters for which the system to refer when sorting vendors in alphabetical order.

  3. If this is a ship-from vendor, in the Pay To field, enter the vendor' pay-to record name.

  4. In the Index field, enter additional words for the search index to use when searching for this vendor.

The system uses the words in this field as tokens in the search index. You can add any information in this field that might be useful for a search. ClosedSome examples:

  1. On the Phones tab, enter the vendor's primary phone and fax numbers. For example, in the Type column enter Fax1 for the primary fax number, and Main for the main office number, and enter those numbers in the adjacent Number column.

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

Note: Use these tabs as a quick-reference list. This information is not directly connected to the information entered through the Create NewContacts button on the Contacts tab, where you can add or edit detailed contact information.

  1. Click the WWW tab, and enter the entity's e-mail and internet information.

  2. In the Vendor Type area, Closedcheck any of the options that pertain to this vendor:

    Check 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 not 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 is no ledger, PSUB, or A/P record 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 window.

    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.

  1. In the lower right area of the window, Closedcomplete the fields, as needed:

    Field

    Description

    Ship Via

    Select the default method of product shipment this vendor uses.

    Vendor Type

    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 Percentage and Over/Short Dollars

    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 1percent 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 1percent.

    Note: Use these fields only for exceptions to the default settings in the A/P Over/Short Maximumcontrol maintenance record.

    Payment Terms

    Select a payment terms code to use for this vendor's invoices. You can override this setting in Purchase Order Entry.

    Direct Terms

    Define the pay terms (purchasing terms) you want to use for this vendor for direct sales orders.

    The system uses the following hierarchy for applying a terms code for a vendor:

    • When vendor terms are set, the system uses this Direct Terms Code field.

    • If theDirect Terms Codefield blank, the system uses the Default Payment Terms control maintenance record setting for direct orders.

    • If the control maintenance record is blank, the system uses the value set in thePayment Termsfield of the vendor record.

    Eclipse checks the ship-from vendor account record and will not check the pay-to vendor for terms codes.

    Freight

    Enter a freight term to restrict entry of freight on a purchase order, to require a specific freight vendor, to notify the user that the vendor is freight allowed, to require the user to enter a freight amount when the purchase order is received, or to 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.

    Backorder Days

    Enter one of the following to determine how to handle backorders:

    • Review-Adds backordered items to the Review P/O Backorders queue, usually found on the Purchasing menu.

    • Cancel- Cancels any backordered items from this vendor.

    • A number - 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 Orderscontrol maintenance record. If no value is entered for the control record, the system adds three days to the receiving date for backorders.

    Primary Currency

    If this vendor's primary currency is not the same as your company's base currency, 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.

  1. Save your changes and exit the window.

The system verifies that a vendor with the same address and zip code combination does not exist. If you created a duplicate the system warns you and displays a list of vendors containing the same information.

More Options when Creating Vendor Records

The following are some common options you might use while creating vendor records:

To...

Select...

set up vendor-specific part numbers.

File > Vendor Part Numbers

assign vendor-specific part numbers to this vendor.

File > Vendor Part #

display the User Defined Data window for this vendor.

File > Classify

assign access to this vendor for those using Eclipse Sales Force Automation.

File > Access List

Copy the information from the currently displayed record to create a new vendor record.

File > Copy

delete this vendor record.

File > Delete

The system prompts for conformation before deleting. If this vendor has open orders or payables, this option is not available.

enter criteria for creating purchase orders for a vendor.

Orders

view a summary of a pay-to vendor's account balances, without calling up each account separately.

You must be assigned Level 2 of the VENDOR.MAINT authorization key to view A/P Summary information for a vendor.

Additional > A/P Summary

set up credit card payment types for your vendor.

Additional > Vendor Payment Information

Some vendors provide a greater rebate when buying in bulk or volume quantities during a specific time frame. Use the Vendor Volume Rebate Program window to create, define, monitor, and delete vendor programs

Additional > Vendor Volume Rebates > Vendor Volume Rebate Program Setup

The Rebate Summary window displays the current programs progress. You can see at-a-glance how close you are to meeting the tiers for the selected vendor program and whether or not you are projected to reach that tier.

Additional > Vendor Volume Rebates > Vendor Volume Rebate Summary

set up parameters for a vendor for outsourcing and printing accounts payable checks.

Additional > Vendor Check Information

display a complete list of a pay-to vendor's ship-from records. If you select this option from a ship-from only vendor record, it displays the pay-to vendor record.

Additional > Entity Relations

add more detailed information to the vendor record.

Additional > Additional Vendor Information

set parameters that determine unquality events (UET) for this vendor.

Additional >Additional Vendor Information

add words to the search index for the system to use when searching for a vendor.

Additional >Additional Keywords

create vendor expense distribution codes to pre-define the distribution of a vendor's invoice to G/L accounts based on a percentage.

Additional > Expense Distribution

create an EDI trading partner profile for this vendor.

Additional > EDI

Note: If prompted, log on to the character-based system.

write user-defined notes for this vendor record.

Additional > Vendor Notes

Additional > Reminder Notes

set defaults at the vendor level to override settings at the branch or territory level.

Additional > Branch Overrides

assign triggers to activities such as order entry, shipment confirmation, or purchase order entry for a fax, email, or EDI transmission.

Additional > Activity Trigger

determine which branch serves as the default drop point if your company uses central purchasing.

Additional > Drop Point

See Also:

Vendor Maintenance Overview

Defining Vendor Branch Override Capabilities

Entering Additional Vendor Information