Purchase Orders - Vendor Reference

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Vendor Toolbar

• Edit: Access the Edit Vendor Toolbar.
• Copy: Copies all contacts, addresses, and price lists from the currently displayed vendor record into a new vendor profile.
  • This is useful when a vendor needs to be set up again under a new name or tax designation. Instead of re-entering all the same details manually, you can copy them into the new record and make only the necessary changes.
• Add Note: Attaches a note to a Vendor. You can optionally choose an expiration date for the note.

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Edit Vendor Toolbar

• Cancel Editing: Cancel editing.
• Save: Save changed to Vendor.
• Update Lead Times: To update all lead times for all vendor items.

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Vendor Information

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General Information

• Vendor Name: Required field that identifies the vendor across the system.
• Terms: Defines the vendor’s payment terms (e.g., Net 30, Net 60).
• Days Before Terms to Pay: Indicates how many days in advance the system should schedule payment before the due date.
• Is Artist? (Yes/No): Flags vendors classified as artists, allowing for separate reporting and treatment.
• Receives 1099? (Yes/No): Marks whether the vendor should be included in year-end 1099 tax reporting.
• Federal Tax ID / Social Security #: Captures tax identification for compliance and reporting.
• Bank Account Number / Routing Number / Account Name: Stores vendor payment details for ACH or direct deposit.
• Vendor Type: Required classification field used for grouping and reporting vendors by category.
• Website URL: Stores the vendor’s website for reference.
• Minimum Order $: Defines the minimum purchase amount required for an order to be placed with the vendor.
• Default PO Type: Sets the standard purchase order type (service or standard) for this vendor.

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PO Information

• Primary Contact: The main point of contact for receiving POs.
• Secondary Contact: A backup contact in case the primary is unavailable.

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Remittance Information

• Remittance Email: The primary email address for remittance details.
• Remittance CC: Additional recipients for remittance notifications.

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Freight Information

• 1st Freight Carrier / 2nd Freight Carrier: Preferred carriers used when routing shipments.
• Freight Terms: Defines who is responsible for shipping costs (e.g., prepaid/no charge, collect, prepaid/add).
• Freight Policy: Captures vendor-specific rules or agreements governing freight and shipping.

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Add Person

• First Name (Required): Contact’s first name.
• Last Name: Contact’s last name.
• Is Primary: Check this box if this is the primary contact for the vendor.
• Title: Contact’s job title or role.
• Description: Additional details about the contact.
• Person Type(Required): Identifies the role type of the contact (e.g., Billing, Sales Rep).
• Notes: Any extra information helpful for working with this contact.

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Add Address

• Name: Identifier for the address.
• Address 1: Primary street address.
• Address 2: Additional street information.
• Address 3: Additional street information.
• Postal Code: Postal or ZIP code.
• City: City of the address.
• Country: Country of the address.
• Province: State, province, or region.
• Address Type: Specifies the address purpose (e.g., Billing, Shipping).
• Description: Any other helpful details about the address.

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Add Price List

• Part Type (Required): Choose a type of part being priced (Stock, Non-Stock, Manual).
• Part #: Internal part number.
• Vendor Part #(Required): Vendor’s part number.
• Vendor Part Description: Description of the part from the vendor.
• Lead Time (days)(Required): Expected lead time.
• OOS Lead Time (days): Lead time when out of stock.
• Default UOM: Default unit of measure.
• Special Conversion Factor: Conversion factor if applicable.
• MOQ: Minimum order quantity.
• Shelf Life (months): Shelf life unopened.
• Shelf Life Opened (months): Shelf life once opened.
• Std. External Comment: Standard external notes.
• Does vendor have alternative supplied if a distributor? (Yes/No)
• Can other locations make this material? (Yes/No)
• Tariff Cost included in material price?(Yes/No)
• Package Type: Packaging type for the part.
• Default Units / Container: Number of units per container.
• Default Units / Pallet: Number of units per pallet.
• Default Weight / Container: Weight of container in pounds.
• Default Weight / Pallet: Weight of pallet.
• Cube / Container: Volume of container in cubic inches.
• Height / Container: Height of container in inches.
• Length / Container: Length of container in inches.
• Width / Container: Width of container in inches.
• Freight Terms: Defines who is responsible for shipping costs (e.g., prepaid/no charge, collect, prepaid/add).
• Freight Cost: Vendor specific freight cost.
• Full Truck Load: Freight shipping method for large shipments that fill an entire truck.
• Tariff Cost: Vendor tariffs.
• Warehouse Location: Click the Addresses (”Book with @ symbol”) button to choose from the Vendor addresses to set the warehouse location. Click the Accept (”Green checkmark”) in the Actions column to select an address.
• Production Location: Click the Addresses (”Book with @ symbol”) button to choose from the Vendor addresses to set the production location. Click the Accept (”Green checkmark”) in the Actions column to select an address.
• Price Points: See the section below for how to add Price Points.

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Add Price Points

• Min Quantity: Minimum quantity for this price point.
• Max Quantity: Maximum quantity for this price point.
• Price: Unit price for the specified range.
• Package Type: Packaging type for the part.
• Units / Container: Number of units per container.
• Weight / Container: Weight of container.
• Start Date: Effective date for the price point.
• End Date: Expiration date for the price point.
• Is Primary: Mark if this is the primary price point.
• Comments: Additional notes or comments about this price point.