Vendor File

Stores all information pertaining to vendors. First, you must look up the desired vendor.

From the Display screen, select Vendor File from the Options tab

Once selected, the Vendor Lookup screen will appear, if you know the Vendor you can enter it. If you do not know, you can lookup by selecting All Vendors.

Selecting All Vendors will populate a list of all Vendors entered in your system. You can search by Name, Contact, Product, Number.

Select a vendor, and the Vendor Record Detail will appear. Simply click on the desired vendor. IF the vendor does not exist, click on the Add button to create a new vendor.

* Note: A RED background means that the vendor is INACTIVE. A YELLOW background means the vendor is a Subrental Vendor.

Functions:

Modify - allows you to make changes to the Vendor Record

Merge: This option allows for new vendor records to be merged. First, select the vendor that you want to be merged. Then select Merge Vendors. Next, select the vendor you want to merge with. All purchase orders written to the first vendor and all items set to the first vendor will be moved to the merged vendor. The first vendor record will be deleted.

Markup Percentage - This allows you to mark up the cost of the purchased item.

Edit History - Allows you to view changes made to Vendor Record, by date, operator.

Purchase History - Will list previous purchases from the vendor. To include (PO#, Store, Status, Written-By, Shipping Tax, Misc, Total).

Items from Vendor - This allows you to see the items you have previously purchased from the vendor. You can export this list to an excel spreadsheet, by opening the items and going to the top right corner of your screen, and selecting the second icon.

Add Attachments - This allows you to add any attachments to the vendor. (Pdf, word doc).

Address:

Address: This allows you to enter Vendors (Name, Address, City, State, Zip, and Country)

Account: Allows you to enter Vendors Account Information (Acct No, A/P Link, Terms, Min Order Amt, Allowed Amt).

* Note: A/P Link - is used for the Export PO to AP option and is the lookup value of the vendor in your Accounts Payable system. For example, if Denco is your A/P program as vendor number 6682, then enter that in this field. If this field is blank, then the vendor's name is used in the export.

Contact:

Contact: Allows you to enter Vendor contact information (Phone, Fax, Web Address Contact 1, Contract 2)

Defaults: This allows you to set defaults information for the Vendor (Payment Method, Language, Type of Currency)

Purchases: This allows you to see at a glance, (Year to Date, Life to Date, Last Year) purchase totals.

Subrental - With this box checked the vendor is marked as a Subrental vendor. Any item that is put on Subrental purchase order will only increase the quantity for the time of the sub rental and will not add the inventory to your store permanently.

Print Out Fields - This area is used to enter notes about the Vendor. This will appear in the notes section of the purchase order.

Products - This area is used to enter the products that this vendor sells. On the vendor lookup screen, one of the options is to lookup by-products. If you type in "HITCHES" in the vendor lookup nbukjnij8ok9 sxdlkdkinhdijhaugt8 0400-by products, all the vendors that have "HITCHES" in their product field will be displayed.

Products - This area is used to enter Notes about the Vendor (different pick addresses, types of items they sell).

MAP IT - This allows you to use search features to confirm Vendor addresses or print out directions (Google, MapQuest).

Defaults:

Payment Method: This allows you to set various types of payments used for the invoices.

Language - This allows you to set the default language per vendor. You can select from English, Spanish, or French.

Currency - This allows you to set the default currency per vendor.

* Note: To set up currency go to Program Menu>Configurations>Accounting Configurations>Multi Currency

Purchase:

Year to Date - Will display year to date purchases from the vendor

Life to Date - Will display life to date purchase from the vendor.

Last Year - Will display last year's purchases from the vendor.

PO Printout:

Will automatically print out on the Purchase Order each time its printed or emailed. This method can be used as a shipping method. shipping account, or any information you want to print out on the purchase order.

Product:

Allows you to enter commonly purchased equipment from the vendor

Notes:

Allows you to enter any notes about products to be purchased. Might need to order a certain brand, make, or model. ex. (RENTCO hose)

Purchase History – this menu option allows you to display all the vendor’s previous purchase orders. The screen will look like the following:

Items for Vendor – Any items with a Vendor listed under the Vendors tab in the item record will be displayed here.

Subrental – With this box checked the vendor is marked as a Subrental vendor. Any item that is put on Subrental purchase order will only increase the quantity for the time of the sub rental and will not add the inventory to your store permanently.

A/P Link – This field is used for the Export PO to AP option and is the lookup value of the vendor in your Accounts Payable system. For example, if Demco is in your A/P program as vendor number 16821, then enter that in this field. If this field is blank, then the vendor’s name is used in the export.

Products – This area is used to enter the products that this vendor sells. On the vendor lookup screen, one of the options is to lookup by-products. If you type in “HITCHES” in the vendor lookup by-products, all the vendors that have “HITCHES” in their Products field will be displayed

Add Attachments - This allows you to add a file to the vendor record.

* Note: File attachment should be stored on the server in drive\directory\attachment folder.