To edit a vendor record or setup a new vendor in the system, click on Glossaries and pick
Vendors / Payees. You will see the vendor search grid shown below:
This shows a grid listing all of the existing active vendors. You may sort this list by clicking on a column heading. Clicking on "Category" will sort the list by category. Clicking "Category" a second time will sort by category but in reverse order.
From this window you can add a new vendor, edit an existing vendor or delete a vendor. Deleting a vendor will remove the vendor from the system if that vendor has not been used. Deleting a vendor that has been previously used will change the vendor status to inactive and it will no longer appear on the search windows. Inactive vendors may be reactivated by clicking the Show Inactive check box to the left of the Close button. Edit the vendor that is to be reactivated and uncheck the Inactive checkbox in the lower left corner of the window. Be sure to click on OK to save the revised vendor record.
Clicking on the Add button (or pressing Alt – A) will bring up the add vendor window shown below:
You must assign a code to the vendor. This can be up to 5 characters of letters or numbers. You cannot change the code for a vendor once it is saved. We recommend using codes that are easy to remember such as "FEDEX" for Federal Express.
Next enter the vendor’s name and address. The Fax number must be filled in if you intend Design Manager to fax POs to this vendor.
The EIN (Employer Identification Number) should be filled in if you check the 1099 box. For corporations and partnerships the EIN number is in the format nn-nnnnnnn and for individuals or proprietorships it is a social security number in the format nnn-nn-nnnn. You should enter the "-" shown in the examples so it will print on the 1099 forms exactly the way you enter it. The 1099 Box is used to select the type of payments being reported. The choices are Non-Employee Compensation, Rents, Royalties and Other Income. Most contractors should be set to the Non- Employee Compensation while Rent is used for the vendor to which you pay any rent. Royalties and other income are not often used. You should contact your accountant if there is any question on how to set this field.
The Account No is your account number on the vendor’s computer. This will print on checks to the vendor so the vendor can credit your account accurately.
The category is used to classify the vendor. You may use any system of letters or numbers and get as detailed as you wish. Many design firms have Operating and Vendor only while others get very detailed such as Lighting, Tile, Professional, etc. You may also leave the category blank, as it is entirely optional
The tab labeled Payee provides room for a payee name and address. This is used where the checks are made payable to a different name than the vendor name which is used on POs. When you fill in the vendor window, the name and address will be copied to the payee
automatically the first time you save the vendor window. If you leave the address on the vendor window blank then blanks will be copied to the payee window. If the vendor name and address is the same as the payee name and address and you change the vendor name or address the system will automatically update the payee information. If the payee information is different than the payee information then all updates to the payee must be made manually.
This window is used to define additional information about the vendor. The PO Terms and PO Ship Via are printed on the PO. The Ship Via may be edited for each PO just prior to printing the PO. Use the Deposit % if this vendor normally requires a deposit. This % will come up
automatically when specifying under Project Specifications and you may change it for individual items you enter.
The Expense Acct. is only used for vendors associated with operating expenses such as
telephone, rent and utilities. You may fill in a number for your project vendors but the system will ignore it and use the COGS number found in the Sales category file instead.
The next line is used for taking early payment discounts when writing checks to the vendor. If this vendor does not give discounts then just leave the Discount % and Days blank. Fill in the typical days to payment from invoice date. Two examples of how this line is used follow:
If the terms are "2/10 Net 30", you would enter 2 in the Discount %, 10 in the Days to Take Discount and 30 in the Payment Days
If the terms are "Net 30", you would enter 30 in the Payment Days and leave the other two fields blank.
The Buying Terms are three fields used to enter up to 3 discount percents off of list price. This is used where your cost of an item is calculated by taking a discount from list price. Sometimes single percents are used and sometimes multiple percents are used. You can enter 1, 2 or 3 percent amounts. During specifying, if any of these fields are not blank they will automatically show up on the component window where they can be used to calculate your cost. These are all optional fields.
If you plan to use the Design Manager email/fax system to automatically email or fax POs to your vendor you should check either the Email POs or the Fax POs check box. During acceptance of a PO or a change order the system will check the vendor on the PO and if this box is checked it will make a copy of the PO in the email/fax sending queue.
You use the Fax Dial String to enter fax number to dial plus and special codes that may be necessary to access the vendor’s fax machine. When you place the fax number on the main vendor window it will automatically be copied to this field and it may then be modified with special dialing characters. For many vendors the Fax Dial String will be the same as the fax # on the main vendor setup window.