Vendor Maintenance
Choose Vendors - Vendor Maintenance from the Main Menu.
  • The first task after completing the initial database setup is to add in information for all the Vendors that you deal with.
  • A Vendor can be a direct supplier of merchandise, an agent that represents a group of suppliers that ship to you individually, when an order is placed with the agent, or a customer that consignes items to you to sell.
  • It is best to setup the Vendor, before you start entering Inventory Items belonging to that Vendor.
  • Vendors can be added/changed at any time.
  • To display a list of Vendors, Click on the Print Button
  • Once a Vendor has any Purchasing History they cannot be deleted. 
manual picture
  • To add a new Vendor to the system, click on the 'New' button at the top of the 'Vendor Maintenance' form.
  • Key in the details for the new Vendor in the fields provided.
  • Click 'Save' to save the Vendor Infomation and reveal additional functionality. 


A vendor can be setup as either a Direct Supplier, an Agency, or a Consignee.

Direct Supplier:
Vendors should be setup as a 'Direct Supplier', if you order directly from that Vendor.
  • At minimum, give the Vendor a name and number. The more information you provide, the more you can use the program as an easy reference when calling the Vendor or making a Purchase Order.
  • If the Vendor provides the store with a standard discount off invoice, fill in the Discount % field (e.g. 16 calculates the actual cost off invoice, less 16 % - This is used for Gross Profit Margin calculations.)
  • The Customer Code is the designed to hold your account number with the Vendor.
    It appears on Purchase Orders when they are printed.
  • If the Vendor is of the type that includes  taxes in their Item Invoiced costs - check the applicable blue 'In Cost' Tax flags to break taxes out of the Invoice.
  • If you wish the Invoices to re-calculate taxes at the end of an Invoice - check the black GST ( Tax  1 ) flag.  
Agency:
An 'Agency' is a type of supplier that represents other Vendors.
You would order from an Agency who then passes the order to a Direct Supplier, who in turn, then drop ships to you directly.
  • If this Vendor is an Agency,Select the Status Tab option, select the 'Agency' flag and set it ON (Checked).
  • An agency does not contain a list of Items, but other Vendors can then be assigned to that Agency.
  • A Purchase Order to an Agency is broken down to the Vendors that the Agency serves when the Purchase Order is first Ordered. 


Consignee:

A 'Consignee' contains a reference to one of your customers in your customer database. 
A consignee is a customer that consigns sales items to you. You only pay for the merchandise after it sells.
  • The consignee is ONLY setup from the Customers - Customer Maintenance form. 
    Otherwise you can treat a 'consignee' as a normal vendor for reporting purposes.
Status Tab - Other options

Invoice Receiving:

The 'Sort Invoice By'  Field can be set for three options sorting Individual Purchase Orders and Invoice confirmations...
  • Line Entry - Print PO's and Invoices and Invoices as entered sequentially
  • Shelf Code - Sort PO's and Invoices by a textual Shelf Code sort
  • Description - Sort PO's and Invoices alphabetically

Other fields in this group are:

  • The Discount % figure - determines what discount is given off Invoice from a particular Vendor
  • The Shipper/Via entry  - is shipping information that appears on a Purchase Order (P/O)
  • The Customer #  - is your customer number assigned to you by that Vendor.

When The 'Allow Payment In/Out on POS' option flag is set ON (Checked) the Vendor appears on the POS Lane list for allowed Vendors to Pay cash to for a drop shipment.  (Pay Out function on the POS)

The Web Broker Interface Enables users ordering via a web brokerage can check their Vendor list against the brokers to ensure current ordering info and item availability is accurate. 
For this function to work, the 'Label/Broker Ref field and Broker ID field have to be obtained from the broker.

The Tax Status of the Vendor defines what taxes are shown on Purchase Order and how an item supplied by that Vendor calculates its Gross Profit.

When you have entered all of the information, click on the 'Save' button at the top of the screen.

You can now add items to the Vendor's list while this form is open. 
Items can also be added when working within the Inventory - Item Maintenance  form.
  • Click on the 'Item List'  Tab option. This displays all items currently supplied by this vendor.
  • Find the Item from the Inventory Item list on the left.
  • Click on the selected line or press enter when the  item is highlighted on the list.
    The item is then entered on the Vendor's form to the line just above the Vendor Item list.
  • Any editing or changes required to customize this Vendor's list Re-Order Code can be done on this line.
  • Finally click on the 'Add to List'  button  on the Vendor Form to update the Vendor's item database.
  • Each Vendor can have it's own list of items, containing that Vendor's cost, Item code and last received information.  This information is useful when ordering the same item from multiple vendors.
  • When making a Purchase Order, the Inventory list can be made to show only the items from the chosen Vendor.
  • A Suggested Order obtains its items from the same list.  
  • To obtain a printed list of all items belonging to that Vendor, click the 'Print List' button.
  • The only field that can be edited directly in the Vendor list is the Shelf Code field. 
  • All other fields in the Vendor List are either updated directly from Item Maintenance, Batch Pricing or when the items are received into the store, using the Vendors - Receivings option.

 Inventory 'Type' Vendor defaults

  • Inventory Items can be assigned to a Type for reporting purposes.
  • If the Type has a Vendor assigned then a NEW item will automatically be assigned to that Vendor when the Type Entry is made to the Item. 
  • An Arbitrary New Item Shelf (Re-Order) code will be assigned to the New Item if no Shelf Code is specifically entered,.
  • Any change made to that Item's cost or Shelf Code will then directly update that Vendor
  • If a type has no default Vendor attached, the only time the Vendor's cost details will be updated is when items are received.