Vendor Information

Vendor data is maintained in the Vendor Master Maintenance conversation.  (The actual programs used, however, are part of the Common Features application; therefore, screen, report, and program documentation for vendor processing may be found in the Common Features User and Program Documentation Manuals).  Vendors may be added, changed, temporarily held (deactivated), and reactivated.  Below is an outline of the generic procedure for maintaining vendor information.  For detailed validation information for the screens or reports mentioned below, see the appropriate screens or reports section of this manual.

Adding a Vendor

1.   Choose the Vendor Master Maintenance option to display the Vendor Master Maintenance Function Select screen is displayed.

2.   Fill in the new vendor number and choose option 1 - Add a Vendor.  Press the Enter key.  The Remittance screen is displayed.

3.   Fill in the Remittance screen.  Note the following fields:

·     Remit-to Vendor:  If payment is to be made to a different vendor than the vendor from which goods are ordered, enter the vendor number to whom payment will be made here.  The Accounts Receivable application will print the correct vendor name and address on checks.

·     Consolidated Vendor:  If the vendor is a subsidiary of another vendor, the consolidated vendor may be entered for memo purposes.  The system does not use this field in processing.

·     Vendor Group:  Vendors may be grouped by user-defined criteria.  Vendors can then be inquired and reported on by vendor group.

·     Personal Information:  This field is displayed only if the Individual Person flag is set to Y on Reference File category 206.  If the Personal Information field is set to Y, it indicates that the vendor is an individual person and not a company.  Additional information will be collected from the vendor on the Personal Information screen which appears later in the Vendor Master Maintenance conversation.

·     Payment Type:  Use this field to indicate the method of payment for the vendor.  This is a memo field; the system does not use this code in processing.

·     Credit Terms:  The credit terms may be entered as a predefined code from the Reference File or entered manually.  If the credit terms are predefined on the Reference File, only the credit terms code may be entered; all other fields will be defaulted with the values from the Reference File.  To enter manual (free-form) credit terms, enter 99 for the credit terms code and enter all of the appropriate credit terms fields.  For more information, see the Credit Terms Codes key concept.

·     1099 Code:  This field is used to classify U.S. tax amounts paid for the 1099 tax report produced in the Accounts Receivable application.

4.   Press the Enter key.  The Order Information screen is displayed.

5.   Fill in the Order Information screen.  Note the following fields:

·     FOB Code:  The Free on Board code specifies at what time responsibility or ownership of the ordered merchandise is assumed for insurance purposes.  It appears on the purchase order.

·     Shipping Instructions Code:  This code indicates the method of transport for the merchandise.  It appears on the purchase order.

·     Freight Terms Code:  This code indicates whether or not the vendor should pay for freight.  It appears on the purchase order.

·     Vendor Quota Class:  This code indicates the relative priority for the vendor in purchase order placement.  The system does not use this code in processing.

·     Designated Performance:  This code indicates the subjective performance of the vendor as it relates to other vendors.  The system does not use this code in processing.

·     Minimum Order Amount:  This is the minimum (monetary) amount per purchase order as determined by the vendor or your internal policy.  If a purchase order is created totaling less than this amount, a warning message is displayed to the buyer.

·     Maximum Order Amount:  This is the maximum (monetary) amount that can be ordered from the vendor on a single purchase order.  If a purchase order is created that exceeds this amount, a warning message is displayed to the buyer.

·     Vendor Message Code:  This code, if entered, will be decoded and printed on purchase orders to the vendor.  It may be used for such purposes as instructions concerning delivery days, times, or methods.

6.   Press the Enter key.  The EDI Information, User-Defined, and then Function Select screens are displayed.

7.   More vendors may be entered by repeating steps 2-6.  To exit the Vendor Master Maintenance conversation, press F3 - Exit.

User-Defined Fields

1.   On the Vendor Master Maintenance Function Select screen (CF200S01), enter the name of the vendor for which you would like to enter or change information.  Press the Enter key.

2.   The User-Defined Fields screen (CF200S04) is displayed.  Enter information on the screen and press the Enter key.

3.   The Vendor Master Maintenance Order Information screen (CF200S03) is displayed.  If you would like to enter information specific to another vendor, enter the name of a different vendor on this screen.  Press the Enter key.

4.   The User-Defined Fields screen is redisplayed. 

5.   Press F3 - Exit to access the Purchasing Main Menu or F10 - Select if you want the Function Select screen (CF200S01) to be redisplayed.

Reports and Online Inquiries

Several reports and inquiries are provided in the system to help the buyer maintain vendor data and report on vendor performance.  These are summarized below:

Vendor Master List.  This report lists all vendors currently on the system.  To request the report:

1.   Choose the Vendor Master List Report Request from the Purchasing Menu.  The Vendor Master List Request screen is displayed.

2.   An X is displayed in the request field.  Enter the appropriate selection criteria.  Press the Enter key.

Vendor Master Inquiry.  This inquiry allows you to view vendor data and vendor statistical (performance) data online.  To perform the inquiry function:

1.   Choose the Vendor Master Inquiry option from the Purchasing Menu.  The Vendor Master Inquiry Function Select screen is displayed.

2.   Enter an X in the type of inquiry you wish (selected vendor or all vendors for an item).  Enter the appropriate selection criteria.  Press the Enter key.

3.   If you have requested an inquiry by item/vendor relationship, the relationship list screen is displayed.  You may select any line for detail display by entering an X in the Select field and pressing F5 - Detail screen.

4.   To view vendor statistics, press the appropriate command key.