DOCUMENTATION UPDATES Date Description Where Changed 8/21/02 Service vendors should be assigned a Class from 50 to 98. Class 99 is now reserved by the system to identify temporary vendors created in Payables. Temporary vendors are also assigned a default Type value of Item. Vendor chapter, in the Vendor Maintenance section, in the Class field definition (page 12)
ENDOR NFORMATION Vendor Vendor Change Vendor Code Change
The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at 1-800-ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the system default for a field. You can override the system defaults via the Acclaim Screens company option, which allows you to customize your own defaults for specific fields in Vendor Maintenance. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function. 8/21/02 Prophet 21 Acclaim Version 13 The Prophet 21 System and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iii
Table of Contents 1 VENDOR 7 Main Menu 7 Vendor Maintenance 8 Vendor Maintenance Screen 1 9 Vendor Maintenance Screen 2 13 Vendor Maintenance Screen 3 21 Fields For Optional Packages 26 Deleting a Vendor 26 Update 27 Fast Edit 27 Fast Edit Controls 28 Marking Fields To Edit 28 Sample: Send-To Information Screen 28 Sample: Pay-To Information Screen 29 Sample: Purchasing Information Screen 30 Specify the Values - Variable 30 Specify the Values - Fixed 31 Sample: Fast Edit Processing Screen 31 Fast Edit Examples 32 Variable 32 Fixed 32 Lists and Reports 32 Printer Options and Parameters 33 Vendor Master List 34 Sample: Master Vendor List 34 Vendor Payment Status Report 34 Sample: Payment Status Report 34 Vendor Code Book 35 Sample: Vendor Code Book 35 Mailing Labels 36 Sample: Pay-To and Send-To Mailing Label Format 36 Sample: Vendor Pay-To/Send-To Mailing Labels 37 Print Specifications 37 Buy Groups List 37 Sample: Buy Group Vendor List 38 iv
Registers 38 Vendor Entry Register 39 Sample: Entry Register 39 Vendor Alteration Register 40 Sample: Alteration Register 40 Vendor Deletion Register 40 Sample: Deletion Register 40 Clearing Registers 40 Buy Groups 41 Enter a Buy Group Vendor 42 Edit a Buy Group Vendor 43 Delete a Buy Group Vendor 44 Printing a Buy Group Vendor List 45 End of Month/Year 45 End of Month Procedures 45 End of Year Procedures 45 2 VENDOR CHANGE 46 Main Menu 47 Enter Proposed Vendor Number Changes 48 Edit Proposed Vendor Number Changes 49 Fast Enter Proposed Vendor Number Changes 50 Perform Actual Vendor Number Changes 51 Proposed List of Vendor Number Changes 52 Sample: Proposed Vendor Number Changes 52 Clear Vendor Number Changes 53 3 VENDOR CODE CHANGE 54 Main Menu 55 Enter Proposed Vendor Code Changes 56 Edit Proposed Vendor Code Changes 57 Fast Enter Proposed Vendor Code Changes 58 Perform Actual Vendor Code Changes 59 Proposed List of Vendor Code Changes 60 v
Sample: Proposed Vendor Code Changes 60 Clearing the Proposed Vendor Code Change List 61 4 HOW DO I... 62 Change the delivery instructions for a vendor for one specific purchase order? 62 Set up vendor codes for vendors with the same name? 62 Set up a vendor fax number with a dial-out prefix, to be used with FaxFX? 62 Protect against accidental updates or resets of year-to-date information? 62 Delete a proposed vendor number change or proposed vendor code change? 62 Change a vendor number? 63 Add foreign zip codes to vendor records? 63 Change a vendor code? 63 Set up a vendor buy group? 63 Print vendor pay-to and send-to labels? 63 Get year-to-date invoiced and paid amounts for each vendor? 64 Set up vendor payment terms? 64 Delete a vendor? 64 Change the vendor of an item? 64 Place a note on a vendor? 64 Delete a vendor notepad? 64 vi
ENDOR In order for the system to function, vendor information must be entered into Prophet 21 Acclaim. The Vendor module enables you to enter, edit, and delete all of the information that is required for your vendors, including vendor name and address, vendor pay-to information, and vendor purchasing information. A variety of vendor lists and reports, as well as vendor mailing labels, can be printed. Note: To set up a default GL account for each vendor, set up these accounts from the Payables module. For more information on setting up these default accounts, refer to the Payables manual. A vendor browse is provided to facilitate the recall of vendor information. When prompted for a vendor code, you can browse the vendor file, producing the appropriate scan display. Refer to the Browse manual for more information on browsing vendor information. MAIN MENU Vendor Maintenance... accesses the Vendor Maintenance screen. Vendor maintenance allows you to enter, edit, and delete vendor information. For more information on this option, refer to page 9. Update... prompts you to clear year-to-date vendor information. Update allows you to reset year-to-date information for all vendors. For more information on this option, refer to page 27. 7
Fast Edit... allows you to quickly edit one or more fields of information for some or all vendors. When Fast Edit is selected, a sub-menu displays options for you to edit fields in address, pay-to, or purchasing information. For more information on this option, refer to page 27. List and Reports... allows you to print various lists, reports, and labels containing vendor information. When this option is selected, a menu displays the following choices: Master, Payment Status, Code Book, Pay-to Labels, Send-to Labels, and Buy Groups. For more information on this option, refer to page 32. Registers... allows you to print a Vendor Entry Register, Alteration Register, or Deletion Register. For more information on this option, refer to page 38. Buy Groups... allows you to enter, edit, delete, or print a list of vendor buy groups. For more information on this option, refer to page 41. VENDOR MAINTENANCE When you select the Vendor Maintenance option from the Vendor Information menu, the Vendor Maintenance screen displays. There are five modes available: navigation, view, edit, add, and delete. When you first enter the maintenance screen, you are in the navigation mode. Because the navigation, view, edit, add, and delete screens are identical, only the navigation mode screens are shown in this manual. Refer to the Tour Guide manual for a detailed explanation of each mode. Note: An asterisk (*) next to a field option indicates the system default for that field. You can override these system defaults by customizing your own defaults via the Acclaim Screens company option. For more information on this company option, refer to the System Administration manual. 8
VENDOR MAINTENANCE SCREEN 1 When you select the Vendor Maintenance option from the Vendor Information menu, a screen similar to the following appears: Vendor... unique set of characters used to identify the vendor. Each vendor you maintain has its own code by which to identify it. One option for creating vendor codes is to designate the first three letters of the vendor s first name and the first three letters of the vendor s last name as the vendor code. For example: Brown Manufacturing: BROMAN Electrical Wholesales: ELEWHO Another option is to use the first two letters from each word in a vendor s name to create the vendor code. For example: Edison Tools Supply: EDTOSU Victory Gardening, Inc.: VIGAIN No matter which option you choose, be consistent when creating your vendor codes. Vendor is 6 characters long and holds numbers or letters. Name... vendor s send-to name. This name appears on the purchase orders to the vendor. Name is 26 characters long and holds numbers or letters. 9
Addr 1, Addr 2, and Addr 3... vendor s send-to address. This address is where purchase orders will be sent. The send-to address is the vendor s street name and number, post office box, or section or district. Addr 1 is used for a street address, Addr 2 is normally used for a post office box address, and Addr 3 can be used for a section or city district. If there is only one address line, use Addr 1. Addr 1,Addr 2, and Addr 3 are 26 characters each and hold numbers or letters. City, State State -... vendor s send-to city and state. City is 14 characters. State is 3 characters, and holds the standard abbreviation for all US states that have zip codes and all the provinces of Canada, in addition to any other states you have entered in State Maintenance. City and State hold letters only. Zip... vendor s send-to zip code. Zip, made to hold the ZIP + 4, is 10 characters. Zip holds numbers and dash (-) characters. Country... vendor s send-to country. This is the country that appears on purchase orders. This is especially useful for vendors who reside in foreign countries. Tel #... vendor s send-to telephone number. This field is intended to hold the complete phone number, including area code. You may wish to leave out the area code for those vendors in the same area code as your company. Tel # is 12 characters long and holds numbers and dash (-) characters. Fax #... vendor s send-to fax number. This field is intended to hold the complete fax number of the vendor. Fax # is 12 characters long and holds numbers and dash (-) characters. E-mail... vendor s electronic mail address. This field is intended to hold the complete electronic mail address of the vendor. E-mail is 48 characters long and holds numbers, letters, and symbols, such as @. Web Site... vendor s website address. Contact... name of the send-to contact. The Contact name should match how the person s name would appear on any correspondence with the vendor (i.e., Mr. John Smith). Contact is 26 characters long and holds letters only. 10
Title... title of the send-to contact. This is the professional title of the contact person (i.e., Sales Representative or General Manager ). Title is 26 characters long and holds letters only. Type... type of services a vendor provides. The vendor type identifies the type of services a vendor provides. Type is either ITEM or SERV. ITEM - the vendor supplies items. A third screen for purchasing information will be included. SERV - the vendor supplies services. Vendor Maintenance will have only two screens of information. SERV is used to designate services such as the gas company or phone company. CCRD the vendor is a credit card vendor, meaning vendors who actually supply credit cards. These vendors, such as American Express, VISA, Discover, or MasterCard, should be set up with payment type CCRD. Note: Temporary vendors created during the Payables process are automatically assigned a Type of ITEM. 11
Tip! Changing a Service Vendor to an Item Vendor If a vendor is changed from a service vendor to an item vendor, a third screen, used to hold purchasing information, is added to Vendor Maintenance. The system automatically sets the following fields on the purchasing screen: Vendor # - set to same as Vendor ID Basis - set to NONE PPD Basis - set to NONE All other fields on the purchasing screen are blank or zero. Be sure to edit the appropriate fields accordingly. Class... class assigned to the vendor. Class, although not a required field, provides the ability to organize your vendor records. The method you employ to categorize your vendors is entirely up to you. You might classify your vendors based on the type of products that you buy from them (i.e., wire, power tools, pipe). Another option is to assign vendor class numbers 0-49 for item vendors and class numbers 50-98 for service vendors. Vendor Class 99 is automatically assigned to temporary vendors by the system when they are created during the Payables process. By using numeric values in the Class field, reports can be printed for just item vendors, just service vendors, or both. Class may also be used to group vendors for the purpose of mailing labels. Note: Temporary vendors created in Payables are automatically assigned a Vendor Class of 99 and a Type value of ITEM. Vendor classes are defined in the auxiliary tables. For more information about configuring an auxiliary table of vendor classes, refer to the System Administration manual. If you are not using classes, enter a zero (0) in this field. Class is 2 characters and holds numbers only. 12
VENDOR MAINTENANCE SCREEN 2 When you enter Vendor Maintenance screen 2, vendor information reappears at the top to confirm the record. This screen allows you to enter pay-to information along with discount terms and net terms. Pay-To Name... vendor s pay-to name. This name appears on the payables checks for the vendor. Name is 26 characters long and holds numbers or letters. Addr 1, Addr 2, and Addr 3... vendor s pay-to address. The pay-to address is the vendor s street name and number, post office box, or city district where the checks will be sent. If the address is only one line, use Addr 1. If the address contains a post office box address, put it in Addr 2. If the address has a section or city district, enter it in Addr 3. Addr 1,Addr 2, and Addr 3 are 26 characters each and hold numbers or letters. City, State... vendor s pay-to city and state. This is the city and state that should appear on payable checks for the vendor. City is 14 characters. State is 3 characters, and holds the standard abbreviation for all US states that have zip codes and all the provinces of Canada, in addition to any other states you have entered in State Maintenance. City and State hold letters only. Zip... vendor s pay-to zip code. Zip, made to hold the ZIP + 4, is 10 characters. Zip holds numbers and dash (-) characters. 13
Country... vendor s pay-to country. This is the country where the vendor s checks are sent. This field is especially useful for vendors who reside in foreign countries. Tel #, Fax #... vendor s pay-to telephone and fax numbers. Each field is intended to hold the complete telephone or fax number, including area code. You may wish to leave out the area code for those vendors in the same area code as your company. Tel # and Fax # are 12 characters each and hold numbers and dash (-) characters. Tip! Comparing the Pay-To Information With the Send-To Information The vendor s pay-to name, address, telephone number, and fax number fields are used only if they are different than the send-to information. If the information is exactly the same, the pay-to address fields may be left blank; the system will look to the send-to address for the information. If any of the pay-to fields differ from the send-to information, you must enter every line of pay-to information. You cannot just complete the information that is different. Contact... name of the pay-to contact. This is the person s name associated with the vendor s accounts receivable information. The Contact name should match how the person s name would appear on any correspondence with the vendor (i.e., Mr. John Smith). Contact is 26 characters and holds letters only. Title... title of the pay-to contact. This is the professional title of the contact person (i.e., Accounts Receivable Clerk). Title is 26 characters and holds letters only. Buy Group... identifies the name of the buy group to which the vendor belongs. This field indicates if the vendor is part of a group of vendors that all buy from one parent vendor. For more information about buy groups, refer to page 41. Discount Terms Auto-Disc... specifies whether or not a prompt payment discount is to be taken when the payables check is processed. Yes - the discount is automatically taken, even if the discount terms have expired. No - the discount is taken, but only in accordance with the vendor s terms. If you exceed the limit of the vendor s terms, the system will not allow the discount. 14
Tip! Setting the Auto-Disc Field If you always apply a vendor discount, even if you have not met their terms, set this field to Yes. Disc %... the discount percentage applied to a vendor invoice for prompt payment. Disc % is the percentage of discount that you may deduct from a vendor s invoice, if payment is made within the vendor s discount terms. For example, if you receive a discount of 3%, enter a 3 in this field. Disc % is 5 characters, including the decimal point, and holds only numbers. Date... determines when payment must be made in order to receive the discount. Date specifies the method for determining the discount date calculation. Set this field to: INV - payment must be made within a specified number of days from the invoice date in order to qualify for the discount. PROX - payment must be made before a particular day (or days) in the month in order to qualify for the discount. PRNN payment must be made within a specified number of months after the first day of the month after the invoice date. 15
Day 1... used in conjunction with the Date field to determine when the discount expires. If the Date field is set to INV, then Day 1 represents the number of days from the invoice date within which the invoice must be paid in order to qualify for the discount. For example: Date: INV Day 1: 10 Invoice Date 10/10/98 Discount Date 10/20/98 Invoice Date 11/30/98 Discount Date 12/10/98 If the Date field is set to PROX, then Day 1 represents the particular day of the month before which the invoice must be paid in order to qualify for the discount. When PROX terms specify a Day 1 but not a Day 2 (e.g. 10 th PROX), the discount date is set to Day 1 of the following month. For example: Date: PROX Day 1: 10 Invoice Date 04/27/98 Discount Date 05/10/98 Invoice Date 05/05/98 Discount Date 06/10/98 If the Date field is set to PRNN, Day 1 represents the day of the month, specified in the Months field, before which the invoice must be paid in order to qualify for the discount. When PRNN terms specify a Day 1 but not a Day 2 value, the discount date is set to Day 1 of the number of months specified after the first day of the month after the invoice date. For example: Date: PRNN Day 1: 17 Months: 04 Invoice Date 08/13/98 Discount Date 01/17/99 Invoice Date 02/05/99 Discount Date 07/17/99 16
Day 2... represents a possible alternate day of the month before which payment must be made in order to qualify for the discount. Day 2 is used if the Date field is set to PROX or PRNN. When PROX terms specify both a Day 1 and a Day 2 (e.g. 10 th, 25 th PROX), the discount date is set to Day 1 of the following month if the invoice date falls between the 16 th and 31 st of the month. The discount date is set to Day 2 of the same month if the invoice day falls between the 1 st and 15 th of the month. For example: Date: PROX Day 1: 10 Day 2: 25 Invoice Date 04/27/98 Discount Date 05/10/98 Invoice Date 05/05/98 Discount Date 05/25/98 Similar to PROX, when PRNN terms specify both a Day 1 and a Day 2 value (e.g., 15 th, 4 th PRNN), the discount date is set to Day 1 if the invoice date falls between the 16 th and the 31 st of the month. The discount date is set to Day 2 if the invoice date falls between the 1 st and the 15 th of the month. The month is determined by the value in the Months field, which represents the number of months after the first day of the month after the invoice date. For example: Date: PRNN Day 1: 08 Day 2: 29 Months: 02 Invoice Date 05/22/99 Discount Date 08/08/99 Invoice Date 02/10/99 Discount Date 05/29/99 If you set the Date field to PRNN and leave the default of 0 (zero) in fields Day 1 and Day 2, the day will default to the 1 st of the month you specified. For example: Date: PRNN Day 1: 0 Day 2: 0 Months: 04 Invoice Date 03/08/99 Discount Date 08/01/99 Invoice Date 08/21/98 Discount Date 01/01/99 17
Months... specifies the number of months after the first day of the month after the invoice date. Months is only used if the Date field is set to PRNN. If the Date field is set to PRNN, insert a value in the Months field to indicate the number of months after day one of the following month before which the invoice must be paid in order to qualify for the discount. In the Day 1 and/or Day 2 fields, insert the day of the month by which you want to set these terms. For example: Date: PRNN Day 1: 15 Day 2: 02 Months: 04 Invoice Date 07/02/99 Discount Date 12/02/99 Invoice Date 04/16/99 Discount Date 09/15/99 Net Terms Date... specifies the method for determining the invoice due date. INV - payment is due within a specified number of days from the invoice date. PROX - payment is due before a particular day (or days) in the month. PRNN payment is due within a specified number of months after the first day of the month after the invoice date. 18
Day 1... used in conjunction with the Date field. If the Date field is set to INV, then Day 1 represents the number of days from the invoice date within which the invoice must be paid. For example: Date: INV Day 1: 30 Invoice Date 11/10/98 Due Date 12/10/98 Invoice Date 12/01/98 Due Date 12/31/98 If the Date field is set to PROX, then Day 1 represents the day in the month before which the invoice must be paid. When PROX terms specify a Day 1, but not a Day 2 (e.g., 10 th PROX), the due date is set to Day 1 of the following month. For example: Date: PROX Day 1: 10 Invoice Date 04/27/98 Due Date 05/10/98 Invoice Date 05/05/98 Due Date 06/10/98 If the Date field is set to PRNN, Day 1 represents the day of the month, specified in the Months field, before which the invoice must be paid. When PRNN terms specify a Day 1 but not a Day 2 value, the due date is set to Day 1 of the number of months specified after the first day of the month after the invoice date. For example: Date: PRNN Day 1: 17 Months: 04 Invoice Date 08/13/98 Due Date 01/17/99 Invoice Date 02/05/99 Due Date 07/17/99 19
Day 2... represents a possible alternate day in the month before which the invoice must be paid. Day 2 is used only if the Date field is set to PROX. When PROX terms specify both a Day 1 and a Day 2 (e.g., 10 th, 25 th PROX), the due date is set to Day 1 of the following month if the invoice date falls between the 16 th and the 31 st of the month. The due date is set to Day 2 of the same month if the invoice date falls between the 1 st and the 15 th of the month. For example: Date: PROX Day 1: 10 Day 2: 25 Invoice Date 04/27/98 Due Date 05/10/98 Invoice Date 05/05/98 Due Date 05/25/98 Similar to PROX, when PRNN terms specify both a Day 1 and a Day 2 value (e.g., 15 th, 4 th PRNN), the due date is set to Day 1 if the invoice date falls between the 16 th and the 31 st of the month. The due date is set to Day 2 if the invoice date falls between the 1 st and the 15 th of the month. The month is determined by the value in the Months field, which represents the number of months after the first day of the month after the invoice date. For example: Date: PRNN Day 1: 08 Day 2: 29 Months: 02 Invoice Date 05/22/99 Due Date 08/08/99 Invoice Date 02/10/99 Due Date 05/29/99 If you set the Date field to PRNN and leave the default of 0 (zero) in fields Day 1 and Day 2, the day will default to the 1 st of the month you specified. For example: Date: PRNN Day 1: 0 Day 2: 0 Months: 04 Invoice Date 03/08/99 Due Date 08/01/99 Invoice Date 08/21/98 Due Date 01/01/99 Months... specifies the number of months after the first day of the month after the invoice date. Months is only used if the Date field is set to PRNN. If the Date field is set to PRNN, insert a value in the Months field to indicate the number of months after day one of the following month that an invoice is due. In the Day 1 and/or Day 2 fields, insert the day of the month by which you want to set these terms. For example: Date: PRNN Day 1: 15 Day 2: 02 Months: 04 Invoice Date 07/02/99 Due Date 12/02/99 Invoice Date 04/16/99 Due Date 09/15/99 20
Credit Card Information Balance... initial balance owed this credit card vendor. The balance amount reflects what is due, minus any current payments or charges (current by period) that should be calculated into the total due the credit card vendor. This balance field is available for editing, and is also updated from the Expense Journal. The initial balance, or accrued charges, on the credit card should be entered here. The difference between this field and the balance shown in Ledger for the credit card account should be the initial balance. VENDOR MAINTENANCE SCREEN 3 When you enter Vendor Maintenance screen 3, vendor information reappears at the top to confirm the record. This screen allows you to enter purchasing information for the vendor. A vendor whose Type is SERV does not have any purchasing information, because it is designated as a service vendor. 21
Purchasing Vendor #... a secondary means of identifying the vendor. Vendor # is used for item-related activities, such as purchasing and electronic pricing services. This field is also used to sort various reports. Most listings and reports in the system are driven by the vendor #. Vendor # is the first six digits of the 11-digit UPC or EDP number that can be used for pricing updates or barcoding; the other five digits come from the item number in the item maintenance. Vendor # is six characters long and holds numbers or letters. If left blank, vendor # will default to the vendor ID. When editing an existing vendor #, the following message displays if you enter a vendor # that is already linked to existing items: Inst 1 and Inst 2... default shipping instructions for the vendor. These fields are used to relay delivery information to the vendor (i.e., Next day air or Do not deliver on Friday ). Inst 1 and Inst 2 are the default instructions for the vendor. They will appear on all purchase orders, unless you specify differently on each individual purchase order. Inst 1 and Inst 2 are both 30 characters long and hold letters or numbers. Safety... measures safety stock in number of days supply. Safety represents an extra supply of inventory to allow for variation in demand and lead time. This field helps determine the order point calculation for items assigned to the variable control methods of purchasing UPTO or EOQ. If you want to carry the same number of days of safety stock for every item in this vendor s line, put a value in this field. Leave this field blank if you wish to specify safety stock on an item-by-item basis. There is a safety stock field in the purchasing section of the item maintenance. A different amount of safety stock (in days) can be entered for each item. The value in the safety stock field in item maintenance will override the value in the Safety field of vendor maintenance. For MNMX or OPOQ items, this field is informational only. Safety is 4 characters and holds numbers only. 22
Cash Disc% on Customer Sales... specifies the cash discount % which you wish to pass on to your customers for this vendor. This is a discount you pass to your customers for an entire vendor line. This is not necessarily the same cash discount % that the vendor gives to you. If you do not want to use this field, enter a zero. If you do pass a vendor cash discount to your customers, the field functions as follows: If the Discount % field in the Order section of customer maintenance is 0, the cash discount % on customer sales in this field (vendor maintenance) is used for each item. If the Discount % field in the Order section of customer maintenance is greater than 0, it (customer maintenance) is always used. If the Discount % field in the Order section of customer maintenance is less than 0, there is no discount. If you override the Discount % during order entry, the edited discount % is used. The vendor cash discount prints on the customer invoice in the CD % column. Cash Disc % on Customer Sales is a five-digit field, including the decimal point, and holds numbers only. Minimum Order Basis... specifies the basis of a vendor s minimum order. Basis defines the minimum order required by the vendor. This field is informational only, and you must take action if the minimum is not met. One of five choices can be used to complete this field. LIST - minimum order is specified in terms of list price. NET - minimum order is specified in terms of actual price. WGHT - minimum order is specified in terms of weight. UNIT - minimum order is specified in terms of quantity purchased. NONE - there is no minimum order. If LIST, NET, WGHT, or UNIT is used, there must be a value in the Amount field. If NONE is used, leave the Amount field blank. Amount... represents the quantity on which the minimum order is based. Amount is used in conjunction with Basis. If Basis is LIST or NET, then Amount specifies the minimum order in terms of dollars. If Basis is WGHT, then Amount specifies the minimum order in terms of pounds. If Basis is UNIT, then Amount specifies the minimum order in terms of quantity bought. If Basis is NONE, then Amount should be blank. 23
Nonstock Items Prod Gr... identifies the default product group into which all nonstock items for the vendor are assigned. The value in this field can be overridden at order entry. However, the system will default to the value in this field if a product group is not entered at order entry time. 9999 is the default for this field until product groups are established in the Sales History module. Prod Gr is four characters long and holds numbers only. Disc Gr... allows nonstock items to be included in calculating costs of stock items. Disc Gr (discount group) references a particular purchase pricing schedule for the vendor so that nonstock items can be included in calculating total costs. If you are not using discount groups, enter a zero (0) in this field. Disc Gr is a four-digit field and holds only numbers. Cost Mult... used to automatically calculate the cost for a nonstock item entered on an order. During order entry, the value in this field is used to determine whether a UT-COST or COST- MULT label appears when nonstock items are ordered. If there is a value in this field, the system will automatically multiply the cost multiplier times the unit price of the nonstock item to calculate the cost for that item. For example: A nonstock item is entered on a customer order for the vendor BLADEC. The price of the item is $100.00. In vendor maintenance for BLADEC, the Cost Mult is.65. On the order, the cost of the nonstock item would be $65 ($100.00 X.65 = $65.00). If necessary, refer to the Order Processing manual for a more detailed explanation. Cost Mult is a seven-digit field, including the decimal point. Freight Rate... normal charge for freight in dollars per 100 pounds. This field is informational and used to assist in purchasing. It will appear on the requirements reports as part of the vendor s totals. Rate is a four-digit field, including the decimal point, and holds numbers only. 24
PPD Basis... specifies the basis for prepaid freight. PPD Basis (prepaid basis) specifies the basis for earning prepaid freight from your vendor. One of five choices may be used to complete this field. LIST - freight is free if the list price of the order is greater than or equal to the value in the Amount field. NET - freight is free if the actual price of the order is greater than or equal to the value in the Amount field. WGHT - freight is free if the weight of the order is greater than or equal to the value in the Amount field. UNIT - freight is free if the quantity bought is greater than or equal to the value in the Amount field. NONE - there is no free freight. Amount... quantity on which prepaid freight is based; used in conjunction with PPD Basis. If PPD Basis is LIST or NET, then Amount is the dollar value of the order needed to qualify for free freight. If PPD Basis is WGHT, then Amount is the weight of the order in pounds needed to qualify for free freight. If PPD Basis is UNIT, then Amount is the quantity of the order needed to qualify for free freight. Amount is a six-digit field, including the decimal point, which must be greater than or equal to zero. 25
FIELDS FOR OPTIONAL PACKAGES Some of the following fields may appear in Vendor Maintenance. These fields are optional fields that only appear if the related software is enabled on your system. For an explanation of these fields, refer to the documentation for the optional software. Field Name Barcode Optional Software Required Barcode optional package Buyer Direct Catalog # 2073: Limit Turn and Earn by Vendor Transmit Servistar Track Receipts Induserve optional package or Johnstone optional package Induserve optional package Quality Management optional package DELETING A VENDOR You may delete a vendor from your records at any time. You must enter a valid vendor code in order to examine a vendor for deletion. Once you enter the vendor code, the system displays the same three screens of information that appear when you view or enter a vendor in vendor maintenance. Once the vendor information is displayed, press the [Delete] key to delete the vendor from vendor maintenance. The following message appears to verify the deletion process: Enter Yes if you wish to continue with the deletion. Keep in mind: all associated vendor purchase pricing schedules will also be deleted. If you do not want to delete the vendor, enter No and the system will return to the Vendor Maintenance screen. There are many reasons why the system may not allow you to delete a vendor from vendor maintenance. As a security measure, the system displays messages similar to the following to inform you why a vendor may not be deleted: 26
After receiving one or more of these messages, you must take appropriate action if you still want to delete the vendor. For example, if there is an open payables balance, you should print the Payables Due Report to determine how much you owe and why. UPDATE This option resets the year-to-date information for all vendors. Information such as YTD invoice amount and YTD paid amount will be reset in order to begin accumulating again for the new year. When you select the Update option, the screen displays the following message warning you that updating will clear all year-to-date fields: Vendor information is not reset and cleared until you type CLEAR [Enter]. The reset/clear needs to be performed with Q-Mode activated. If Q-Mode is not enabled when you select the Update option, the following message appears: Refer to the System Administration manual for a detailed explanation of Q-Mode. FAST EDIT The Fast Edit option allows you to quickly edit vendor address, pay-to, or purchase information. This option is useful if you need to make a standard change to many or all vendors regarding a specific field. For example, you may wish to set minimum order Basis to LIST for all vendors. Using the Fast Edit option, this can be done with just a few keystrokes. When you select the Fast Edit option from the Vendor Information menu, the following screen appears: Address... allows you to fast edit those fields on the Send-To screen of vendor maintenance. Pay-To... allows you to fast edit those fields on the Pay-To screen of vendor maintenance. Purchase... allows you to fast edit those fields on the Purchasing screen of vendor maintenance. 27
FAST EDIT CONTROLS No matter which fast edit option you choose, you must complete fast edit controls. To specify the range of vendors to be edited, complete the parameters displayed on the following screen: Start, End... defines the range of vendors to be processed. Start and End allow you to limit the vendors which you wish to edit. If you wish to process all vendors, press [Esc] through the parameters. Values... defines how fast edit changes will be processed into the system. VAR - system steps through each vendor one at a time allowing you to make changes to individual vendors. FIX - change will apply to all vendors included in the range. This is useful if you wish to set a default for all vendors (i.e., to make the PPD Basis for all vendors WGHT). Q-Mode must be enabled for fixed changes. MARKING FIELDS TO EDIT After you have set the parameters, the system prompts you to begin marking the fields that you wish to fast edit. To mark a field, type the line number of that field at the Field prompt and press [Enter]. The system will mark that field to show that it is selected for fast edit. You may mark as many fields as you like. SAMPLE: SEND-TO INFORMATION SCREEN Select the fields that you wish to edit by entering their field numbers at the Field prompt. You may select as many fields as you wish. For example, if you want to fast edit the vendor class, you would type 13. As seen on the previous screen, the system would mark Class with a 13 to show that this field is selected for fast edit. 28
Tip! Changing the Vendor Code The Vendor field can only be changed when fast editing the vendor name and address information prior to going live. Once the first order has been entered into the system, you will be unable to change the vendor ID when fast editing. The vendor ID can only be edited when VAR is entered in the Values field. A fixed fast edit will not allow you to edit the vendor ID. Once you are live on the system, if you need to change a vendor code, use the Vendor Code Change module. SAMPLE: PAY-TO INFORMATION SCREEN 29
SAMPLE: PURCHASING INFORMATION SCREEN SPECIFY THE VALUES - VARIABLE After you have selected the fields to be edited, you must enter the new values for these fields. When you specify variable values, you type specific, individual information for each vendor within the parameters you set. Old... shows the current setting of the selected field. New... prompts you to enter the new setting for the selected field. Type the new setting and press [Enter]. Simply pressing [Enter] at the New prompt without typing a new value accepts the old value as a default. Type Q to quit the fast edit at any time. 30
SPECIFY THE VALUES - FIXED When you specify fixed values, the system automatically sets specified fields to one constant value. This option does not allow you to enter individual information for each vendor. Although only the first vendor in the specified parameters appears, all vendors within the parameters will change after you enter the new setting. Once the new setting is entered, the system displays a screen similar to the following, prompting you with a message to proceed with the fixed fast edit: If Yes is selected, the system will pause while all the vendors in the selected range have their fields set to the new value. If No is selected, the system will exit the fast edit without changing any vendor records. SAMPLE: FAST EDIT PROCESSING SCREEN The previous screen shows an example of a variable fast edit. For this example, the fields Safety, Cost-Mult, Rate, and PPD Basis were selected for fast edit. The settings for these fields will display for each vendor specified in the parameters. Fast Edit terminates when the last vendor is reached or when you type Q to quit. 31
FAST EDIT EXAMPLES VARIABLE If you decide to enter fax numbers for each of your vendors, a variable fast edit is a quick and easy way of doing this. Rather than using the Vendor Maintenance screen, you could use fast edit, because it allows you to quickly recall the same field for every vendor. The system would display only the fax number for each vendor, which would save you time and keystrokes. FIXED One reason to use fixed fast edit is if you decide to no longer use a certain field. For example, if you originally arranged your vendors by class, but now you have found that you no longer wish to do so. A fixed fast edit allows you to reset the Class field for all vendors at one time. LISTS AND REPORTS The Lists and Reports option allows you to print vendor lists and reports, as well as vendor mailing labels. You may wish to print a master list of vendors that includes all the information entered for each vendor in the system, a report on the payment status of vendors, or a code book containing various vendor information. The Lists and Reports option also allows you to print mailing labels to be used for shipping or payment purposes, along with a list of the buy groups entered in your system. When you select the Lists and Reports option from the Vendor Information menu, a screen similar to the following appears: Master... displays all the information that has been entered for each vendor. A master list will show all the information that has been entered in the vendor send-to, pay-to, and purchasing fields of vendor maintenance. For more information on this option, refer to page 34. Payment Status... includes the YTD invoiced amounts, YTD payments, and current balance. For more information on this option, refer to page 34. Code Book... displays all vendor codes, names, send-to and pay-to addresses, type, class, and vendor #. For more information on this option, refer to page 35. 32
Pay-To Labels... prints mailing labels that include pay-to information. For more information on this option, refer to page 36. Send-To Labels... prints mailing labels that include send-to information. For more information on this option, refer to page 36. Buy Groups... lists all buy groups. For more information on this option, refer to page 37. PRINTER OPTIONS AND PARAMETERS Once you select the report you wish to print, the system displays a screen similar to the following. Every report displays the same printer options. For more information on printer options, refer to the Tour Guide manual. After a printer is selected, the parameters screen appears. You may limit the vendors on the report by specifying a particular vendor or range of vendors to print. Every report uses the same parameters to define the range of vendors. Vendor ID... specifies which vendors will be printed on the report based on vendor code. 33
Class Limits... determines which vendors will be printed on the report based on vendor class. VENDOR MASTER LIST The Vendor Master List shows all the information that has been entered for each vendor. This report may be utilized prior to going live in order to verify the information that was entered for each vendor in vendor maintenance. The information in this report comes directly from the vendor send-to, pay-to, and purchasing information fields in vendor maintenance. Refer to page 9 for an explanation of these fields. SAMPLE: MASTER VENDOR LIST VENDOR PAYMENT STATUS REPORT The Vendor Payment Status Report shows the YTD invoiced amounts, YTD payments, as well as the current balance for each vendor. The current balance is the total open payable amount for the vendor. The YTD Paid value on this report reflects the net dollar amount (gross dollar amount discounts dollar amounts). This value reflects the total actual amount you paid in payables for the current year. YTD invoiced amounts and YTD payments are reset at year-end, through the Update option on the Vendor Information menu. SAMPLE: PAYMENT STATUS REPORT 34
Vendor... unique code assigned to identify each vendor. Pay-To... the pay-to name of the vendor. Cls... the class assigned to the vendor. YTD-Inv... specifies the year-to-date invoiced amount. YTD-Inv is automatically updated each time you enter a vendor invoice into the Payables module. YTD-Paid... specifies year-to-date paid net dollar amount. YTD-Paid is automatically updated each time a payables check is cut to the vendor. Curr-Bal... specifies the total open payables amount for the vendor at any given time. Note: The current balance will not necessarily equal the difference of YTD Inv and YTD Paid because the current balance may be carrying open payables from the prior year. Grand Totals... grand total of each column. VENDOR CODE BOOK The Vendor Code Book is a report that includes all vendor codes, names, send-to and pay-to addresses, type, class, and vendor numbers. The Vendor Code Book is a good reference tool for quickly obtaining pertinent information about your vendors. The report may be useful in getting employees familiar with a new vendor code if you switch to a new vendor coding system. SAMPLE: VENDOR CODE BOOK The information on the previous report comes from vendor maintenance. Refer to page 9 for an explanation of these fields. 35
MAILING LABELS Pay-To and Send-To mailing labels are helpful to use for remittance, or to send a mass-mailing to your vendors to explain new policy. Whether you choose Pay-To or Send-To, the same parameter screen appears: Most of these parameters are defined in the Print Options and Parameters section, described on page 33. Print Test Label... specifies whether or not to print a mailing format. Y - the mailing format prints before the labels. After the format prints, the message Print Test Label appears again. Enter N to print labels with vendor information. N - the labels begin printing with the information for each vendor. SAMPLE: PAY-TO AND SEND-TO MAILING LABEL FORMAT 36
SAMPLE: VENDOR PAY-TO/SEND-TO MAILING LABELS PRINT SPECIFICATIONS Specifications for mailing labels are as follows: The sheet of labels should be 8 ½ X 11. The sheet should be 2 labels wide. Label size should be 1 high. BUY GROUPS LIST This option allows you to print a list of buy groups established in the system. The buy groups list displays the parent vendor s code, name, and address, along with the codes, names, and addresses of the members in the buy group. 37
The Buy Groups Vendor List can be limited only by the vendor buy group code, as shown on the following screen: SAMPLE: BUY GROUP VENDOR LIST Vendor Code Name... unique set of characters used to identify the vendor.... vendor s send-to name. Address 1... vendor s street name and number. City, State, Zip Buy Group Vendor Members... vendor s city, state, and zip code.... identifies the parent vendor.... identifies the buy members of a particular buy group. For more information on Vendor Buy Groups, refer to page 41. REGISTERS The Registers menu allows you to print a Vendor Entry Register, a Vendor Alteration Register, or a Vendor Deletion Register. When you select this option from the Vendor Information menu, a screen similar to the following appears: 38
Entry... tracks vendor records that were added to the system since the last time the register was cleared. Detailed information prints for each vendor, including the user ID of the person who entered the vendor, and the date and time the entry was made. Alteration... tracks vendor records that have been modified since the last time the register was cleared. This register shows the same detailed information as the vendor entry register, including the user ID of the person who changed the vendor record. Deletion... tracks vendor records that were deleted from the system since the last time the register was cleared. For each deleted vendor maintenance, the register shows the vendor code and name, and the user ID of the person who deleted the record. VENDOR ENTRY REGISTER Each time a new vendor is added to the system, it is recorded on the Vendor Entry Register. This register shows pertinent information that is contained in the new vendor maintenance (i.e., Name, Address, Vendor #, Discount and Net Terms, Purchasing Instructions, etc.). SAMPLE: ENTRY REGISTER Most of the fields on this report were described in the Vendor Maintenance section of this book. Refer to page 9 for a detailed description of these fields. Those fields that have not been previously described are explained below. User ID... identifies the person who entered the vendor into the system. Date & Time... identifies the date and time when the vendor was entered in the system. 39
VENDOR ALTERATION REGISTER Each time a vendor is edited, it is recorded on the Vendor Alteration Register. This register shows pertinent information that is contained in the edited vendor maintenance (i.e., Name, Address, Vendor #, Discount and Net Terms, Purchasing Instructions, etc.). The date and time the editing occurred, and the user ID of the person who did the editing are also included on the register. SAMPLE: ALTERATION REGISTER For a description of the fields on the previous report, refer to the Vendor Maintenance section of this book on page 9. A description of the User ID and Date & Time fields can be found in the Vendor Entry Register section on page 39. VENDOR DELETION REGISTER Each time a vendor is deleted from the system, it is recorded on the Vendor Deletion Register. This register shows the vendor name and code, the date and time deletion occurred, and the user ID of the person who deleted the record. The user ID is useful when trying to determine why a vendor was deleted. SAMPLE: DELETION REGISTER CLEARING REGISTERS If you print any register with Q-Mode activated, the system prompts you to clear the register after it has finished printing: 40