Vendor Maintenance
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Vendor Maintenance |
Last Revised: 07/28/15 |
Vendor Maintenance is used to define and maintain information about the companies or individuals where you purchase products and services. Vendors are used in Item Maintenance, Purchase Order Processing, Vendor Return Processing, and Accounts Payable.
There are several views that are used in Vendor Maintenance.
- Address and Basic Information
- Contacts
- Purchase Order Options
- Accounts Payable Options
- Manual Payment Import
- Vendor Part# Maintenance
- Vendor Notepad
Address and Basic Information View
| Vendor# | The Dynamo vendor# can be up to 6 characters long. It is typically numeric and assigned sequentially by Dynamo. Single character vendor numbers such as 1 or M have special significance, as they are used for miscellaneous vendors that do not have their own vendor#. Do not use single character vendor numbers for vendors you expect to work with regularly. Select the option to manually assign a vendor# for the single character vendor numbers used for miscellaneous vendors. |
| Name | The vendor name as should appear on purchase orders and checks. You may also include an internal code between braces {ABC} for your own internal use. For example, you may have several vendors such as "Treasurer of State" but they have different addresses depending on whether you are paying Commercial Activity Tax, Sales Tax, Use Tax, etc. You can differentiate these vendors by adding codes such as {CAT}, {Sales}, {Use} in the Name field. These codes will appear on reports and inquiries but will not appear when printing accounts payable checks. Example Name: Treasurer of State {Sales} |
| Address | If there is only one address line, enter it on Address Line 1. If you require a contact name or department, then enter it on Address Line 1, and the actual mailing address on Address Line 2. Any suite# needs to be on the same line as the address. |
| City/State/Country/Zip | Enter the Zip Code for US addresses, or postal code for Canadian addresses. Leave blank for other foreign addresses. Select from a list of cities that are valid for the Zip Code, or enter the city name. The US State code and Canadian country code will be determined automatically, or enter select a foreign country code from the list when applicable. |
| Alpha Sort Name | This field is used to alphabetize the vendor. It could be the same as the starting characters of the Vendor Name, but may differ for cases such as for a vendor named John Brown and Associates, where you may prefer to use an Alpha Sort Name of BROWN. |
| Telephone# | The primary telephone number is stored here. Additional telephone numbers and extensions can be stored in the Contacts section. |
| Alternate Telephone# | Typically used for a Fax#. Be sure to mark the phone type accurately as this field will be used for faxing of purchase orders. |
| Customer# | This field is the identification number that the vendor has assigned to your company. It will appear on purchase orders and checks sent to the vendor. |
| Vendor Type | This field can be used to group vendors for mailings, label printing, etc. |
| Web Address | Specify the vendor's web site address if known. |
When exiting the Address & Basic Information View, Dynamo will verify US and Canadian addresses. Refer to Dynamo Address Correction for additional information.
Contacts View
The initial Contacts View shows limited information about each contact. Use the cursor movement keys, i.e., ArrowUp, ArrowDn, PageUp, PageDn, Home, and End to move the * to the desired contact, then touch Enter to display or maintain complete contact information. You can add a contact in any position by using the cursor movement keys, then touching the Insert key. You can also add a contact to the end of the list by touching Enter on the blank row at the end of the list. You delete a contact using the Delete key. Note the list of valid keys are shown at the bottom of the display.
| Name | Contact Name used for labels, email to name, fax to name, etc. |
| Department/Title | Specify the Department or contact's Title if known |
| Telephone#s | The first telephone# should be the contact's business telephone#
as it include an optional extension#.
The other phone numbers can be used for fax numbers, cell phones, home phone numbers, etc. |
| Email Address | Enter the contact's Email Address which is used when emailing a purchase order. Dynamo confirms that the domain name, i.e., the part of the email address after the @ accepts inbound email. Verify proper spelling if you get a message indicating that the domain name entered does not accept inbound email. |
| Dear Name | Can be used to indicate how the contact is addressed, such as Brad, Mr. Cline, Dr. Cline, etc. |
| Selection Code | Can be blank or any single letter or number. Used for mailing lists and labels to select vendor contacts with a common selection code. |
Purchase Order Options View
This view includes vendor fields related to purchase order processing.
| Buyer | If more than one person purchases products, then you can specify the primary buyer for the vendor in this field. Buyers are maintained using Buyer Maintenance on the VML menu. |
| Preferred Carrier, Service, and Billing Method | If you or the vendor have a preferred carrier, then the carrier code can be specified here. Carriers are defines using Carrier & Service Maintenance on the CWP menu. The Carrier refers to the company providing the shipping or delivery, such as UPS, FedEx, or a common carrier. The Service field only applies when the vendor has more than one service. The Billing Method can be used to indicate your preference to have the shipping charges charged directly to your account with the carrier as opposed to having the vendor bill you for shipping. |
| Terms Code | The Terms Code is used as the default during Purchase Order Entry. Terms codes are created and maintained on either the APU or CWP menu. |
| F.O.B. Point | Used during Purchase Order Entry as the default for this vendor. |
| Minimums | For your information only, you can store the vendor minimum order values, weight, or volume (cubic feet) to place an order, or to obtain free freight. |
| Freight/Duty% | Enter a percentage which is the estimated cost for inbound freight or duty. Dynamo will estimate the freight/duty amount for each purchase receipt, and add to the cost of the items received. This cost is sometimes referred to as the landed cost. |
| Vendor Rebate% | If the vendor offers a 'trailing' rebate, where the cost shown on the purchase order is higher than the final cost based on some quota achievement, then specify the percentage here. Dynamo will reduce the inventory cost of received goods from this vendor and post an estimated rebate to the Vendor Rebates Receivable G/L Account as specified in G/L Interface Maintenance (GLU) in the Inventory Related Accounts View. |
Accounts Payable Options View
| G/L Location | This field only applies when Dynamo has been configured to have multiple locations, with a segment of the G/L Account# used to store the location number. It will be used during Accounts Payable to default to that location. You do not need to set up a vendor multiple times for each location that purchases products, although you can do that when it is desired to track purchases by vendor by location. | ||||||||||
| G/L Account# - Vendor Default | This is the default G/L Account# used for during Vendor Invoice Data Entry for invoices from this vendor. Most vendors that you purchase products that are placed in inventory will be posted to the Unvouchered Receipts account, but other vendors for utilities, etc. should have their preferred G/L account to reduce coding errors during Invoice Data Entry. You can leave the field blank to force the operator to manually enter the G/L account distribution during Vendor Invoice Data Entry. | ||||||||||
| Terms Code | This is the same Terms Code as displayed on the Purchase Order Options View, but is repeated here for convenience. It is used as the default terms for vendors that are not issued purchase orders. | ||||||||||
| Taxpayer ID | This field is used to store the Vendor's Taxpayer ID which will be printed on 1099's when applicable. | ||||||||||
| 1099 Type | Used to indicate that the vendor should receive an annual 1099 form. Values are D for Dividend, I for Interest, and M for Miscellaneous, blank if this vendor should not be sent a 1099 form. The 1099 box number corresponding to the box number on the pre-printed government form is also required. The boxes for a 2006 1099 Misc form are shown below. | ||||||||||
| Payment Cycle Code | If you make payments to vendors on a particular payment cycle, such as every Friday, as opposed to selecting payments based on the due dates, they you may assign a cycle code of your choice. During A/P Payment Selection, you have the option to enter a Payment Cycle Code which will limit the invoices selected for payment to those vendors with a matching Payment Cycle Code. | ||||||||||
| Place new invoices on Hold | When set to Y then all new invoices to this vendor will be placed on Hold. The invoice must be taken off a Hold status, or selected for payment manually, to be paid. | ||||||||||
| Default Payment Method |
Used during A/P Invoice Data Entry to indicate how this invoice will be paid.
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| Master Vendor# | This option field is used to group vendors together for the Vendor Purchases Report (APR). It is sometimes used when a vendor has multiple plants or distribution centers, and purchase orders are issued to each facility. This would require multiple Dynamo Vendor numbers so that the address on the purchase order can vary by facility. The Vendor Purchases Report has the option to combine the purchase to these vendors into a single row on the report. All Dynamo Vendor numbers that refer to the same company would be assigned the same Master Vendor#, which if used, must be a vendor that has been previously defined on the Dynamo Vendor file. | ||||||||||
| A/P Vendor# | The A/P Vendor# is only used when the check is to be issued to a different company than the purchase order. This is often the case when payment is made by credit card. The shipping vendor receives the PO, but the credit card company is sent the payment. It also applies when the vendor is part of a buying group and you issue a single check to the buying group vendor for purchases of all vendors in the group. The credit card vendor# or buying group vendor# would be entered in this field when applicable. | ||||||||||
| Check Address | Should only be used when the address where the check is to be mailed is different from the address entered on the Address and Basic Information View. |
Manual Payment Import View
When a vendor such as a payroll service provides a file which can be imported into Dynamo Manual Payment Entry, the fields on this view are used to indicate which columns in the import file are used for each field. The G/L Account# and Amount columns are required. The Payment Date and Payment# columns are optional and only needed when the import file contains multiple payments. Some payroll services process a payment for net checks separately from payroll taxes. By treating these two payments separately, each payment amount will match up properly during Bank Reconciliation.
Note that in some cases, the import file received from the vendor is not in a suitable format for automated importing. Dynamo supports a pre-processor routine which can be used to convert the file received from the vendor into a compatible format. For example, the pre-processor routine could split the transaction into multiple payments, as might be required when a payroll service impounds multiple amounts from your bank account(e.g. for net checks, taxes, retirement, wage garnishments, etc.
Contact Excellware support to discuss your particular data import needs.
Vendor Part# Maintenance View
This view is used to maintain the same information in Item Maintenance. It is used when the Dynamo Item# can be purchased from multiple vendors, and you want the vendor part# to appear on the purchase order. This option is not required when the Dynamo Item# is the same as the Vendor's Item#.
| Item# | Dynamo Item# |
| Vendor Part# | This Vendor's identification# for the item. Will appear on purchase orders to this vendor. |
| Cost Date | For reference only, and can be used to indicate when the Cost was last verified. |
| Cost | For reference only, not used during Purchase Order Processing. Typically used for secondary sources of the item when the cost differs from your primary vendor. |
| Costing Unit | For reference only, indicates the quantity associated with the Cost. |
| Note | A brief note for your use that could indicate the minimum quantity that the cost applies to or other information related to this vendor. |
Vendor Notepad
Free form field where other vendor information can be entered. You are not limited to the size of the notepad window. The text you enter will scroll up as required.