Using the New Vendor Wizard

The New Vendor Wizard displays the required Vendor Maintenance fields in sequence, so you can quickly set up vendor records. The information you enter on the Wizard displays when you next access that vendor's record and the vendor's contact records.

To create a vendor using the New Wizard:

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

  2. Select File > New Wizard to display the New Vendor Creation Wizard dialog box.

  3. To use the new wizard as the default method of entering a vendor, select the Use new wizard by default check box.

  4. In the Name field, enter the vendor's name as you want it to appear on documents. If this is the vendor's pay-to record, use the vendor's legal name.

  5. In the Address field do one of the following:

  1. 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 city, state, and zip code from the list to populate the Zip, State, and Country fields.

  1. Click the Next button to display the Vendor Type dialog box.

  2. Select any of the Closedlisted descriptions that apply to this vendor record.

    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.

    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.

    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.

  3. Click the Next button to display the Vendor Database Information dialog box.

  4. In the Sort by field, enter the most significant word in the vendor's name, or any combination of numbers or letters for the system to refer to when sorting vendors in alphabetic order.

  5. If you did not designate this vendor as a pay-to, you must assign a pay-to vendor in the Pay-To field.

  6. 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:

Example 1: If you know your vendors by their vendor number on your old system, enter that number in this field.

Example 2: If the vendor name is long, enter an abbreviation for the name.

  1. Click the Next button to display the Vendor Order Information dialog box.

  2. Populate 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 1 percent 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 percent.

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.

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 that does not agree with this field. Freight terms for vendors are set up in the Vendor Freight Termscontrol maintenance record.

Backorder Days

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

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

  • Enter 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 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. Click the Next button to display the Vendor Contact Information dialog box.

  2. In the Phones tab, enter the vendor's primary phone and fax numbers. ClosedSome guidelines:

    Type- Enter the type of phone for this vendor. For example, enter:

    • FAX to identify the main fax number.

    • INV.FAX for the fax number used for invoices

    • STMT.FAX for the fax number used for statements.

    • MEMO.FAX for the fax number used for memos.

    Number- Enter the number corresponding to the Type entry.

  3. Click the Contacts tab, and then click the Create New Contact button to display the Contact Maintenance dialog box, where you enter contact information for the vendor.

  1. Click the WWW tab to enter internet and e-mail address information.

  2. Click the Finish button when done entering vendor and contact information.

See Also:

Creating Vendor Records