Customer > Settings > Purchasing Settings > Vendor Settings
Merchandising and Distribution > Purchasing > Buyer/Merchandiser Tools > Buyer Tools > Settings > Vendor Information > Vendor Settings
Merchandising and Distribution > Purchasing > Buyer/Merchandiser Tools > Merchandiser Tools > Settings > Vendor Information > Vendor Settings
Merchandising and Distribution > Purchasing > Buyer/Merchandiser Tools > Settings > Vendor Information > Vendor Settings
Merchandising and Distribution > Inventory > Settings > Purchasing Settings > Vendor Information Settings > Vendor Settings
Merchandising and Distribution > Settings > Purchasing Settings > Vendor Information Settings > Vendor Settings
Accounting > Vendor Receivables > Vendor Receivables Settings > Vendor Settings
Accounting > Settings > Vendor Receivables Settings > Vendor Settings
Accounting > General Ledger > General Ledger Settings > Payables Settings > Vendor Settings
Accounting > Payables > Payables Settings > Vendor Information Settings > Vendor Settings
Accounting > Third Party Accounting > General Ledger > General Ledger Settings > Vendor Settings
Accounting > Third Party Accounting > Payables > Payables Settings > Vendor Information Settings > Vendor Settings
Accounting > Settings > General Ledger Settings > Payables Settings > Vendor Settings
System Administration > Get Started - Enter Your Information > Get Started Step 6 - Purchasing > Vendor Settings
System Administration > System Settings > Merchandising and Distribution System Settings > Vendor Information Settings > Vendor Settings
System Administration > System Settings > Accounting System Settings > Payables System Settings > Vendor Settings
System Administration > System Settings > Accounting System Settings > Vendor Receivables Systems Settings > Vendor Settings
System Administration > System Settings > Accounting System Settings > General Ledger System Settings > Vendor Settings
Support Files: ZIP Code, Terms Code, Bank.
Tabs: Contact, Miscellaneous, Payables, Additional Contacts
Use this file to set up your vendor accounts. STORIS defines a vendor as any person or company to whom you may write a check. This includes inventory vendors, delivery companies (freight), company personnel to whom you may pay expenses, subcontractors, your landlord, the telephone company, etc.
For the purpose of issuing customer refunds, STORIS comes delivered with a vendor called REFUND VENDOR with the code RFND.
STORIS captures when users create or modify vendor records, as well as the dates and times of the edits. You can access this data via the VENDOR field in the Report Builder.
Enter the code you want to represent this vendor. You can enter up to 5 alphanumeric Consisting of both letter and number characters and often other symbol characters such as punctuation marks. characters.
For the purpose of issuing customer refunds, STORIS provides the vendor code RFND.
NameEnter the vendor name. If you click on the Action button, you access the Description Field - Language Translation Entry screen in which you can enter the vendor name in additional languages. For example, you can use the Alternate language option to "hide" the vendor name from customers and selected users. If you enter "N/A" in the Alternate field on the Language Translation Entry Screen, and enter a language code of 4 (for Alternate) in the User file for your salespersons and cashiers, then "N/A" appears as the vendor name for all orders entered by those users.
CountryEnter the appropriate Country code for this vendor. This field is mandatory.
Enter the code of the Country whose currency you want to use with this vendor. The country you select here determines the currency information that prints on purchase order documents for the selected vendor.
Note that if you set this field to a country other than your domestic country (specified in the Country file),
all documents for this vendor display in the selected currency,
all payables for the vendor calculate in that currency, and
for purchase orders created for the vendor via the Enter a Sales Order routine, the system initially assigns a cost of $0.00 and later executes all costing for the purchase order via the Enter a Purchase Order routine. In this way, the system can use foreign exchange calculations for costing.
To have the system automatically update the exchange rate on purchase orders based on the rate in the Actual Exchange Rate field in the Country Settings, check the box. Otherwise, leave the box blank.
In order to enter multiple vendor invoices for a foreign vendor this box must be checked otherwise the system only allows one purchase order to be selected per AP bill.
Address Line 1Enter the first line of the Vendor’s street address.
Address Line 2Enter the second line of the vendor’s street address. Typically this is used to indicate a suite or floor number.
The Masking fields in the Country Settings control the three address prompts shown below. For example, if USA is entered in the Country field for this Vendor, this routine prompts for entry of Zip Code, City, and State. If the Country code represents Canada, the prompts may be different, for example Postal Code, City, and Province. For the purposes of this documentation, the following illustrates the prompts that appear with a Country code setting of USA.
Zip CodeEnter the vendor’s ZIP code (or Postal Code, Province, etc.). If the ZIP code does not exist in the ZIP Code file, users will have the option of building the record "on the fly" by answering Yes at the Zip Code NOT on file. Create new Zip Code? prompt. See Zip Code Settings for detail on building Zip Code records.
CityThis is the vendor's city. The field will be filled in automatically based upon the information contained in the Zip Code Settings file.
StateEnter the vendor’s state (or Province, District, etc.). This field will be filled in automatically based upon the information contained in the Zip Code Settings file.
Phone NumberEnter the vendor’s telephone number. If a phone number mask has been entered in the Country file for the specified country, the mask determines the format of the field.
Fax NumberEnter the vendor’s fax number. This should be entered with an area code plus the seven-digit phone number. Do not enter dashes, parenthesis, or spaces.
Email AddressEnter the email address of the company where inventory purchase orders are to be sent. To use this feature, the Notifications Control Settings must contain the name of the network server.
ContactEnter the name of the person you would usually contact at this vendor’s location. This optional field is only used for reference purposes.
Service Fax NumberEnter the Fax number you use to order service parts from this vendor. This fax number should only be indicated if using the STORIS Customer Service module.
Service Email AddressEnter the email address used when ordering service parts from this vendor. This email address should only be indicated if using the STORIS Customer Service module.
Service ContactEnter the name of the person to contact when ordering service parts from this vendor. This optional field is only used for reference purposes. This contact should only be indicated if using the STORIS Customer Service module.
Service Parts PhoneEnter the vendor phone number used for ordering service parts from this vendor. This optional field is only used for reference purposes. This phone number should only be indicated if using the STORIS Customer Service module.
Available On WebTo indicate the vendor is available on the web, check the box at this field. Otherwise, leave the field blank.
Use this optional setting to indicate the number of “in-transit” days that you want to use to determine the expected delivery date of merchandise from this vendor. You can enter an integer value from 0-999 or leave the field blank if not using this feature. The number of days you enter here is added to the shipping date in Acknowledge a Purchase Order to calculate the expected delivery date; note that the DELIVERY DATE/DIRECT SHIP - Calculate in Acknowledge a Purchase Order setting in Purchasing Control Settings must be checked.
To enter override in-transit days for this vendor for specific destination warehouse locations, click the Action button. The Enter In Transit Days by Location screen appears, where you can establish the override in-transit days by destination location.
When determining the in-transit days to use, the system checks for the existence of this setting using a specific hierarchy. Click here for detail.
Ship InstructionEnter the special shipping instructions (if any) you want to default onto purchase orders for the selected vendor. You can enter up to 30 alphanumeric characters. When you enter a purchase order for the selected vendor, the text you enter here defaults into the Instructions field.
CarrierEnter the code for the shipping company you want to use as the default carrier on purchase orders for this vendor. This company must already exist as a delivery company.
EDI Vendor CodeEnter the EDI Vendor code. To use this feature, EDI must be active on your system.
This field displays all existing ship-from locations for the selected vendor. If no alternate ship-from addresses exist for the current vendor, this field is inactive. Click the Arrow to select from a list of ship-from addresses. If you click on the Action button at this field, a menu appears with the following options:
Edit Ship-From Address - This field appears only when a ship-from location already exists.
VR Terms CodeIf this vendor has special receivable terms, enter the code that represents these terms. Use this field with Vendor Receivables module, in which you treat vendor credits as true receivables rather than as credits against future invoices.
Specify the method you want to use to handle reimbursement of parts charges that are the responsibility of a third party. All options offered at this field produce a report. You have the following options:
D - Payables Credit - this vendor's credits handled as debits against future payable invoices.
V - Vendor Receivable - this vendor's credits handled as open receivables.
R - Report Only - charge-back information is reported only on the Vendor Charge-Back Report.
None Selected (leave the field blank) - the program references the Vendor Chargeback Method field in the Service Control Settings (Customer Service ACF).
TPA Vendor IDEnter the main or default Third-Party Accounting vendor number cross-reference, also known as Alternate Vendor Code.
Maximum Trade DiscountUse this field to indicate the maximum discount percent that can be given for a trade/referral sale of products associated with this vendor. If you leave the Maximum Trade Discount field in Advanced Product Settings blank for a product, this field is used as the default during order entry. Depending on your sales security settings, the maximum trade discount can be changed or removed during order entry. This field only applies to trade sales and works independently from other discounts.
Use this setting to restrict this vendor to a specific company or companies. Multiple companies can be defined for each vendor. Click the Search button to access the Multiple Selection Lookup Window or click the Action button to access the Multiple Company Selection Window. If you leave this field blank, this vendor is available to all companies.
User restrictions apply! If your user settings restrict you to specific companies, you must indicate at least one company in this field when creating a new vendor. In addition, access to an existing vendor is based on your company restrictions (Create a User).
If you have access to all companies, you can leave this field blank.
In processes in STORIS where you enter a vendor code, the system validates that the vendor is accessible to you, based on your company restrictions.
CommentsUse this free-text field to enter internal comments relating to this vendor. The field accepts up to 330 characters.
Product ConfiguratorTo activate the STORIS Standard Product Configurator feature for use with this vendor, choose Standard. Otherwise, choose None.
Configured Price CalculationThis field is only active if you selected Standard in the Product Configurator field. Click the Arrow button to select the configured price calculation method to be performed for the vendor.
To verify that the vendor model is unique by vendor, check this box. When you check this box, vendor model numbers entered in Advanced Product Settings, Product Settings, and Enter a Purchase Order are validated to ensure that they are unique for the product's vendor. This setting is not enforced for special order products created on-the-fly during sales order and purchase order entry. If you leave this field blank, vendor model numbers can be duplicated for products within the same vendor.
In order for a vendor to display in the result list in Vendor Name Search, this box must be checked. This box is checked by default. If you do not want the specified vendor to display in the search result list, uncheck this box. Users can still manually enter a vendor code into Vendor fields regardless of this setting.
Use the TPA GL Account Entry screen, available from the Action option at this field, to
For all inventory vendors for which you service/repair products, enter the General Ledger account you use for warranty charge-back transactions. If you click on the Action button, the GL Account Entry Screen appears which you can use to specify an account.
This system uses the GL account number you enter here when a service order transaction includes a warranty product indicating any labor or parts fees should be billed back to the vendor.
If using the Customer Service module, failure to indicate a GL account here can result in GL activity being posted to the system default account, requiring manual correction prior to running the month-ending process. If not using the Customer Service module, leave this field blank.
For all non-inventory vendors, enter the General Ledger account you use for non-inventory transactions. If you click on the Action button, the GL Account Entry Screen appears which you can use to specify an account.
If using the Customer Service module, failure to indicate a GL account here can result in GL activity being posted to the system default account, requiring manual correction prior to running the month-ending process. If not using the Customer Service module, leave this field blank.
Failure to indicate a GL account here may result in GL activity being posted to the system default account, which will require manual correction prior to running the month ending process.
If this vendor has special payable terms, enter the code from the Terms Code Settings file that represents these terms.
If using Third-Party Accounting, when you create a new vendor, the value in this field transfers to the third-party accounting system. Thus, if you edit this field, you must also change the accounts payable terms code in the third-party accounting system (for example, QuickBooks®).
This field displays the code of the current remittance name for the selected vendor. If you click on the Arrow, the complete list appears from which you can make a selection. If you click on the Actions button, a menu appears with the following options:
To edit or delete an address, select the address before you click on the Actions button.
You can specify multiple remittance names for a vendor except if you are using QuickBooks®.
1099 RequiredIf this vendor requires a 1099 tax form, check the box. Otherwise, leave the box blank. If you check the box, the Tax ID Number field becomes mandatory. If using TPA (Third-Party Accounting) Of or relating to an outside accounting software system such as QuickBooks® and used to interface STORIS data with such a system. The STORIS TPA interface is used as an alternative to STORIS Accounting., this field is informational only.
This field is active only if the 1099 Required field is checked. If this is a 1099 Required vendor, enter the tax ID number.
After you create a new vendor, the program transfers the value in the Tax ID Number field to the accounting system. If using TPA (Third-Party Accounting) Of or relating to an outside accounting software system such as QuickBooks® and used to interface STORIS data with such a system. The STORIS TPA interface is used as an alternative to STORIS Accounting. , if you later edit this field, you must also change the Tax ID in the third-party accounting system (e.g., QuickBooks).
Enter a class (if any) for the vendor. If you click on the Search button, a list of vendor classes appears from which you can choose.
If creating a new vendor and you set this field to INV, then when you click on Save, the system automatically creates a new brand and assigns it a code that matches the vendor code.
Check Print BankEnter the default check print bank (if any) you want to use for this vendor when creating AP bills. If you click on the Search button, a list of banks appears from which you can choose.
If you leave this field blank, the system checks the Company Settings for a default check print bank. This field is active only if STORIS Accounting is active on your system.
Separate Check per BillTo generate a separate check for each individual AP bill submitted for a vendor in a check run, check the box at this field. To combine all bills into one check for a vendor on a check run, leave the field blank. The selection you make here defaults into the Separate Check field in the Enter/Update Individual Vendor Invoice for the selected vendor, but users can override the default.
This field is active only if STORIS Accounting is active on your system.
Hold CodeEnter the AP Hold code (if any) you want to assign to this vendor. If you click on the Search button, a list of AP hold codes appears from which you can choose.
If you enter a hold code here, the system assigns the selected hold code to all newly created AP bills for the vendor. In addition, those AP bills are ineligible for payment approval until the hold status is removed.
If this vendor offers free freight for orders exceeding a certain dollar amount, enter the minimum dollar amount required for orders to qualify for free freight. Otherwise, leave the field blank.
If you enter an amount here, the system compares purchase order subtotals with this dollar amount. If the subtotal is less than this amount, a warning message appears but you can continue.
When creating a purchase order, if you click on Save when the free freight option is active for the vendor but the purchase order total does not meet the free-freight minimum, an exception message posts to the Purchase Order Comments file.
When paying purchase orders, the Vendor Invoice process also determines if free freight should apply.
The Report Builder includes a report called POs Eligible for Free Freight (S$AP_FREE_FGHT). The report lists AP Bill records that were eligible for free freight but had freight charges added.
Suppress Invoice Details on Checks
If you check the box at this setting, invoice details do not print on checks for this vendor. The default setting is unchecked. This setting may be useful in cases where you typically pay a large number of invoices to a vendor using one check. When you print checks with this setting enabled, the message "Invoice details not required for this vendor" prints on the check stub.
Allow Payment of Pending Bills
To allow payment of pending bills for merchandise not yet received from this vendor, check this box. Otherwise, leave the box blank. If you change this setting for an existing vendor, you need to also update the Allow Payment of Pending Bills field in your existing Vendor Ship-From records, if any.
Paid Pending Bill Reimbursement MethodUse this field to define the method by which this vendor reimburses you for prepaid merchandise that was not received. Click the Arrow button to choose one of the following options; None Assigned, Accounts Payable, or Vendor Receivables. If this field is set to None Assigned, the method defined in the Payables Control Settings is used.
Use this tab to enter additional contact information for this vendor. You define the primary contact at the Contact field on the Contact tab. You can enter multiple additional contacts on this tab. For each additional contact, you can designate whether or not they receive a copy of each purchase order and the method by which you transmit the PO.
ContactEnter the name of the additional contact.
Enter the name of the contact's country. Address fields applicable to a particular country will become available when the country is selected (e.g., in selecting Canada, the State field will change to Province).
Enter the first line of the vendor contact's street address.
Enter any additional information for the vendor contact's address, such as suite, room, etc.
This is the vendor contact's city. The field will be filled in automatically based upon the information contained in the Zip Code Settings file.
Enter the vendor contact's state (or Province, District, etc.). This field will be filled in automatically based upon the information contained in the Zip Code Settings file.
Enter the vendor contact's ZIP code (or Postal Code, Province, etc.). If the ZIP code does not exist in the ZIP Code file, users will have the option of building the record "on the fly" by answering Yes at the Zip Code NOT on file. Create new Zip Code? prompt. See Zip Code Settings for detail on building Zip Code records.
Phone NumberEnter the vendor’s telephone number. If a phone number mask has been entered in the Country file for the specified country, the mask determines the format of the field.
ExtEnter the extension (if any) for the phone number.
Enter the cell phone number (if any) of the contact.
Fax Number Enter the vendor’s fax number. This should be entered with an area code plus the seven-digit phone number. Do not enter dashes, parenthesis, or spaces.
Email AddressEnter the email address of the company where inventory purchase orders are to be sent. To use this feature, the Notifications Control Settings must contain the name of the network server.
CommentsEnter the reason (if any) why you use this alternate address for the specified vendor, for example, "Send COMs here" or "service address".
Click the arrow button to select the type of purchase order to send to the specified contact. You have the following options:
None
Merchandise
Service
Both
If you select None, you de-activate the Submission Method field for this contact.
Click the arrow button to select the method by which you want to submit the purchase order to the specified contact. You have the following options:
None
Fax
This field is active only if the Purchase Order Type field is set to something other than "None".
The Grid lists all additional contacts in the system for this vendor, along with the following information for each:
Contact
Phone number
Extension
Fax number
Email address
Usage
Type
- N=None
- M=Merchandise
- S=Service
- B=Both
Method
- None
- F=Fax
- E=Email
To edit information for an additional contact, double-click on the contact's row in the grid.