Vendor Master File

Vendor Master File

(Vendor.exe) In the Vendor Master File, the user may enter the information necessary for creating Purchase Orders. There are six tabs you may select from in this program: Vendor, Salesman, Shipping, Repair HIPAA, and User Defined (may be named in System Options, in the User Defined module, User Vendor Tab). The top portion of all six tabs are the same. Only the bottom differs.  

Adding a Vendor

Key in CTRL+N, click the New icon or select File then New from the application menu to begin entering a new vendor. The top portion of the screen is used to enter vendor information in the following fields:

• Vendor Number (ID): May consist of up to 10 characters. You can use the first part of the vendor name in the vendor number to help you remember it more easily. May use the lookup to search. There is a red phone button which when selected will allow the user to search for the vendor by phone number.
• Vendor Name: The name of the vendor. May use the lookup to search.
• Website:  Enter Web address
• Memo: May be used to add a memo for this vendor. Will display on the Purchase Order Entry Header tab. Displays in RED if accessed.
• Restrict to Entity: Button to open a screen, Restrict Vendor to Entity, which will allow the user to restrict the vendor to an entity. The vendor displays at the top and left column will display the Assigned Entities and the right column will display all Entities. Select from the Entities column and move by using the < arrow to the left column or double click on the Entity, or use << for all.  To remove, select and use the right > arrow or double click on the Entity, or use >> for all. May also Multiselect by pressing the CTRL key and then choosing from the Entities column and left click on the mouse which will highlight it, continue until complete and then press the < left arrow button to move them into the left column. The Restrict to Entity button will display in bold when utilized.
• Min Order By Entity: Button to access a screen, Minimum Order by Entity, which will allow entry of Minimum Order amount and Minimum Order Fee by Entity. Create a new record by clicking on the New Icon, File then New, or CTRL+N. Select the Entity in the drop down, and then enter Min Order amount and Min Order Fee. When completed save the record. The Min Order By Entity button will display in bold characters when utilized.
• Attention: Free form field to list a contact name or department 
• Entered: Displays the Entry date.
• Address: The user has three fields in which to enter the vendor's address.
• City, State, Zip: Enter the vendor's information in these fields. If the user knows the complete 9 digit zip code, enter it. There is a Postal Abbreviation Table which will validate Postal Codes for States, Territories and Provinces. The table has an update program (PostalAbbUpdate.exe) similar to the Application Update Utility program which will build this table at client sites.
• Minority Vendor: Check box to indicate if it is a Minority Vendor with a free form field to enter information below it.
• Non-Material Vendor: Check box to denote a Non Material Vendor. If flagged may not be used on a Purchase Order..
• Phone: Vendor phone number. Remember to enter the area code. May be set to display up to three fields using a mask. May limit users to change this field information only by accessing the Can Only Change Phone selection in the User Master File. There is a Phone Numbers button, which allows the user to add multiple phone numbers by accessing an Additional Phone Number screen whereby the user may add or delete phone numbers in the grid.
• Fax: Vendor fax number. Remember to enter the area code. There is a check box to indicate if local fax number. If it is a local fax number, the user may set up the local area code by the System Option, Fax Local Dial Prefix under the EDI/Fax module. May limit users to change this field information only by accessing the Can Only Change Phone selection in the User Master File. There is a Fax Numbers button, which allows the user to add multiple fax numbers by accessing an Additional Fax Number screen whereby the user may add or delete fax numbers in the grid.
• Parent: Used to enter the Vendor ID and Name (in the field to the right) for this vendor’s parent company.
• Product: Enter any relevant product type information in this free form field.
• Account: The account number provided by the vendor to recognize your facility. There is a speed button (a blue i) next to the Account field which will only display if there is an existing Vendor Ship To record. When accessed the lookup will show the Ship To identifier, the Vendor Account, and the EDI Vendor Account. There is a System Option, Vendor Master Disable Account No, under the System module to block entry in this field.
• Terms Code and Description: Select the Terms Code and Description created in the Terms Master File. Use the drop down menu to choose. There is a System Option, Vendor Master Change Remit Terms, in the Accounts Payable module which will allow the right to change the Terms in the Remit Master for this vendor.
• Order Days The days you will order from this vendor. (See Department Master File) There is a System Option, Vendor Master Require Order Days, under the System module, to require that it is set, when set to Y (Yes).
• Grace Days: The number of days the vendor will give you grace on terms.
• Lead Days:  Enter usual amount of lead time to receipt.  If the System Option, Use Average Leadtime, under the Purchasing module, is set to N (No) then a Use Avg box will display to allow the user to let the system calculate after a reasonable amount of time for specified (checked) vendors. If the System Option, Use Average Leadtime is set to Y (Yes) then the system will calculate the lead time from history.
• Federal ID: Enter the vendor's federal identification number, either social security or tax identification.
• Federal ID Type: Use the drop down menu to select Social Security Number or Tax ID Number.
• Freight On Board (FOB): Enter any relevant freight information in this free form field. There is an icon button to the right that will allow this description to be added to the FOB Master. There is a Confirm screen that will then appear.
• Email Vendor: Check this box if you wish to Email order to this vendor. List the e-mail address of the vendor in the Email field to the right. The program, EHSEmail.exe must be running to send the e-mail. Also, must enter the report name in the System Option, Email PO Report Name, under the Email module.
• Fax Vendor: Check this box if you wish to Fax to this vendor. The program, EHSFax.exe must be running to send the fax.
• EDI Vendor: Check this box if you wish to EDI to this vendor (both EDI and Fax boxes can be checked if appropriate). The program, EHSEDI.exe must be running to send the EDI order.
• Internet Vendor: Check this box if the internet is the means of sending the purchase order. Used for reference.
• Do Not Accrue:  Check if appropriate to this vendor
• Create Freight Exceptions:  Check if appropriate, this will link to the Invoice Matching program and create an exception for freight charges for this vendor.
• Create Surcharge Exceptions: Check if appropriate, this will link to the Invoice Matching program and create an exception for this vendor for Hazmat or Fuel Surcharges.
• No EDI Overnight/2nd Day PO: Check if appropriate, this will not allow an EDI purchase order to be sent to this vendor if marked as an overnight or 2nd Day in the system. If this is checked then the user should mark in the field below it.
• OVN/2nd Option: Associated with the No EDI Overnight/2nd Day PO field if that field is checked. Mark either P for Printed, F for Fax or M for E-Mail in the field as the alternate method of release for the Purchase Order
• Order Type: If this is a stockless vendor, place an S in this field; otherwise, leave it blank.
• Min Order: Enter the Minimum Order amount if required. When creating a Purchase Order and the total dollars is below this amount a warning screen will display to alert the user.
• Min Order Fee: May enter the vendor minimum order fee if applicable. This will display on the Vendor Minimum Order warning popup screen when creating a Purchase Order to alert the user of the associated fee.
• Default P.O. Type: May be selected in the drop down field. When a user creates a Purchase Order in the Purchase Order Entry program and selects this vendor, an Information box will display alerting the user that the PO type will be changed to the Default PO Type that was set. Will only display active P.O. Types in the drop down.

Last PO Number and Last PO Date will display at the bottom of the screen.

When creating a new Vendor the Active box will be checked. Key in CTRL+S, click the Save icon or File then Save on the application menu to save the record.

Other Tabs:
Shipping:  Enter Shipping Name and Address if different
Repair:  Enter Repair Name and Address if different
HIPAA:  Enter HIPAA information, under Vendor (use drop down to answer), enter Date, and Expiration Date.  May Scan or View agreement.

There is a System Option, Vendor Master Require HIPAA, under the System module that when set to Y (Yes) will require the user to set the HIPAA field on the HIPAA tab with a Yes or No. If not, a popup displays to remind the user to do so.
User Defined: 10 free form fields that may be assigned names in System Option under the User Defined module, User Vendor 1 thru 10, as well as naming the tab, User Vendor Tab.

Online Reqs: Contains a check box, Use Vendor PO Type for Online Reqs, when a requisition is activated this will access the Default P.O. Type selection on the Vendor tab of the Vendor Master File the System Option, PO Type Setting Hierarchy is set to 0. the purchase order will display this PO Type when created.

 
On the bottom the Reps tab allows the user to list multiple Vendors’ reps, and enter information on four tabs [Contact, Address (Work and Home Information), User Defined (may be assigned a name in System Option under the User Defined module, User VendorRep Tab with 8 fields that may be assigned names, User VendorRep 1 thru 8) and Memo]. May limit user access to this tab only by checking the Can Only Edit Reps in the User Master File. On the Contact tab there are check boxes to mark as Main Rep or Certified Rep. There is a scan icon on the Taskbar which will allow the user to scan required documents associated with the rep who is highlighted in the grid.

There is a scan icon on the Taskbar which will allow the user to scan documents associated with the vendor. Red arrows pointing left and right will display the next or previous Vendor ID.

Under Tools, may select Next Vendor ID or press F2 if using Free Form mode for Vendor ID’s.

Deleting a Vendor

To delete a record, first select the record you want to delete. You can use the lookup function to accomplish this. Then key in CTRL+D, select the Delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record.