Vendor

Vendor records are used to associate inventory, models and purchase orders with a particular vendor. The vendor represents the company from which you bought the inventory, and not necessarily the brand of the inventory.

This is the Vendor Lookup grid.

SEARCH VENDORS

Type in the number of the vendor you want to review and press the TAB key. The selected vendor is highlighted in the grid, and you can click the PROCEED button to view the details about the vendor.

Highlight the vendor record you want to lookup and double-click the row, or click PROCEED at the bottom of this screen.

To add a vendor record

1. Click the ADD button at the top of the form. Fill in the fields in each column according to the descriptions below.

FIELD DESCRIPTIONS - VENDOR
Vendor Code	The vendor code refers to the unique number or code given to each vendor.
Name	The name refers to the name of the vendor. This is the name of the company from which you purchase inventory.
Address	The address field is the address of the company.
Address 2	The address 2 field is the additional address line for the company.
City, State, Zip	These three fields represent the city, state abbreviation and zip code for the company.
Phone Number	The phone number field represents the phone number for the company. Type the number starting with the area code. The "(" ")" parenthesis and "-" dashes are automatically input for you.
Fax Number	The fax number field represents the fax number for the company. Type the number starting with the area code. The "(" ")" parenthesis and "-" dashes are automatically input for you.
Report Description	This report description field is a shorter version of the vendor name, to be used on reports with limited column space.
Ship Method	The ship method field shows the most common shipping method for this company. (How does this company normally ship inventory to you?) A drop-down box reveals all the ship methods previously entered in the Ship Via File.
Pay Terms	The pay terms field shows the terms your company has for paying this vendor. (How does your company normally pay this vendor? Net 30? etc.) A drop-down box reveals all the pay terms previously entered in the Terms File.
Account Number	The account number field contains the account number assigned to your company by the vendor displayed on the screen. This would be the account number used by this vendor to reference your company.
Contact Person	The contact person field shows the contact or salesperson you normally talk to at this company.
Contact Address	The contact address field shows the contact or salesperson address.
Contact Address 2	The contact address 2 field shows the contact or salesperson additional address line.
Contact City, State, Zip	These (3) three fields show the contact or salesperson city state and zip code.
Contact Phone Number	The contact phone number field represents the phone number for the contact or salesperson. Type the number starting with the area code. The "(" ")" parenthesis and "-" dashes are automatically input for you.
Contact Fax Number	The contact fax number field represents the fax number for the contact or salesperson. Type the number starting with the area code. The "(" ")" parenthesis and "-" dashes are automatically input for you.
Contact E-Mail	The contact email address contains the email address for this particular vendor. The allows you to automatically email purchase orders to a vendor, if you have internet access.

2. Click the SAVE button on the toolbar, when all the information is correct.

To print a file listing

Click the PRINT button at the top of the form to print a list of the file displayed.

Some frequently asked questions: (click each question for answer)

•	What is a vendor?

Vendors are used to show where the inventory was purchased. This does not always refer to the brand name of the item. You may purchase some brand name items from distributors. These codes should reflect who you purchase inventory directly from. The brand code can define the actual brand name of the item.

Vendors can be set up as follows:

General Electric

Sears

A & M Distributors

etc.

You may have more than one vendor in a category.

•	What kind of questions would a vendor grouping answer?

How much have I ordered from "General Electric" or "A & M Distributors"?

What models are available from "General Electric"?

What is currently on order from "A & M Distributors"?

What is currently on back-order from "Sears"?

•	What files are associated directly with Vendors?

The ship via and terms files are directly associated to vendors, as these files determine the way a vendor ships to your store and the payment terms for a vendor.

•	Why would I want to add all this information about a vendor?

The vendor information is used when creating purchase orders but is also required on each inventory record to show where the item was purchased.