Vendor Information |
  
|
A vendor is a supplier. The vendor file is the main storage location for standard information regarding each supplier. It does NOT store any supplier's invoice details.
When in the MAINTAIN VENDOR INFORMATION option, users can ADD, CHANGE or DELETE a vendor.
To ADD a new vendor, click ADD. (When ADDING a new vendor, it is important to create the vendor with the exact same text format as how that vendor appears in your accounting system, if you intend on exporting payable's from Manage to your accounting system. For example, if you already have a vendor called "Siemens Canada" in your accounting system, and call that same vendor "Siemens Inc" in Manage, the payable's export will create a second vendor called "Siemens Inc" in your accounting system.)
To edit or CHANGE an existing vendor, click CHANGE.
The screen prompts are:
VENDOR - When entering a brand new vendor, type the name of the vendor in this field. (Note this name must EXACTLY match the name in your external accounting system if importing our Accounts Payable feeds. If the Vendor name is not exact, and importing our Accounts Payable feeds, a new duplicate Vendor will be created.) When editing a vendor, use the drop-down list to select the relevant vendor.
ADDRESS LINE 1 / 2 / 3 - Enter the vendor's address. Use lines 2 and 3 (Asia only) if needed.
CITY - Enter the vendor's city.
PROV/STATE - Enter the vendor's province or state.
POSTAL/ ZIP - Enter thevendor's postal or zip code.
PROMPT FOR ADDRESS INFO - When this box is checked, users can enter alternate name and address information during billing entry. This is useful in the case of an existing miscellaneous vendor account, but the user wishes to issue computer checks to different vendors using one account.
PHONE NUMBER - Enter thevendor's main telephone number.
FAX NUMBER - Enter the vendor's area code and fax number.
ACCOUNT NUMBER - Enter the account number that the vendor has assigned to your business.
QUICKBOOKS/NAVISION ACCOUNT (only if exporting to Navision will this field be accessible) - If the payable's for this vendor should be applied to a different Accounts Payable General Ledger account then what was specified in Daily Close 2 under EXPORT SETUP (QuickBooks or Navision Export Set Up) for A/P Control Account, then type that General Ledger Account number here. To assign different General Ledger accounts for this vendor by Regional set up, click the
box and assign.
TERMS DESC - This is a free-form description field whee the vendor's payment terms can be entered. Terms must be entered for each vendor in order to age A/P invoices correctly and to determine the correct payment date. Example: ‘Net 30’ = the credit period is 30 days.
DUE DAYS - In the above example, the payment is due in 30 days. You would type “30” into this field.
DEFAULT COST LEVELS - To create orders for this Vendor that use a specific Cost Level associated to, select the correct cost level from the drop-down list. (Note you must first have entered the Cost Level in the Product Cost Level Codes.
USE ACTUAL DATE - When this is checked, the value in the “DUE DAYS” field will be used as the actual date in the next month (Example: the 30th of the month.)
MATCH PRODUCT VENDOR ON ORDER - When checked users will only be restricted to only adding products to an order for this vendor that have this same vendor listed on the product file within INVENTORY > Product Information.
EXTERNAL ORDER NUMBER REQUIRED - When checked users will be required to enter an External Order Number on Orders.
SALES CONTACT - Enter the name of the sales representative for this vendor.
PHONE # - Enter the sales representative's direct phone number if different from the main vendor number.
EXT# - Enter the sales representative's telephone extension.
EMAIL ADDRESS - Enter the sales representative's email address.
A/R CONTACT - Enter the name of the accounts receivable contact for this vendor.
PHONE # - Enter the phone # to call if there are questions regarding your account.
EXT # - Enter the telephone extension number for the accounts receivable contact.
EMAIL ADDRESS - Enter the email address for the accounts receivable contact.
EDI PURCHASE RECEIPTS - Check this box if this vendor will send you EDI Purchase Receipts.
WEB SERVICE - Shows the configured Web Service for EDI Integration. (Contact Auditdata for configuration.)
HA ITEM REQUIRED - Check this box if this vendor requires that every order to them contains at least one Hearing Aid.
USE PROVIDED INVOICE # - If using EDI integration, check this field to use the provided invoice # as entered in Manage.
USE PROVIDED SHIPMENT # - If using EDI integration, check this field to use the provided shipment # as entered in Manage.
ALLOW COST VARIANCE ON RECEIVING - This EDI parameter that indicates that a receiving is permitted even when the EDI Invoice cost does not match exactly to the cost on the Order. Within CONFIGURE SYSTEM SETTINGS > INVENTORY > Product Categories clinics can assign what cost variance is allowed per each Product Category. If using EDI and this parameter is NOT checked, the EDI Invoice product cost will have to match exactly to the product cost on the Order.
EDI TOKEN - Enter the unique EDI TOKEN provided to your clinic from this Vendor for the purposes of EDI Order Integration.
Checking the INACTIVE box will prevent this value from being shown in respective drop-down lists.
Click CANCEL to abort your changes and return to the main selection screen.
Click CONTINUE to store your changes.
Click EXIT to close the window.