vendors

A vendor is a company or person that will supply goods or services. Vendors are used throughout the purchasing process. Vendors reside in General>Master Data>Vendors, which contains the basic information required to process purchase transactions.

Create a Vendor

There are several tabs available to enter the vendor details.

• General
• Remit-to-Address
• Payments
• Shipping Locations
• Contacts
• Additional Contact Details

General

The General tab is used to enter the basic details for the vendor.

1. In General>Master Data, select Vendors.
2. In the Vendors index, click to create a new vendor record.

3. In the Vendor No field, enter the code that is used to identify the vendor (alphanumeric, max 20 characters).
4. In the Vendor Name field, enter the name to identify the vendor (alphanumeric, max 50 characters).
5. Vendor Short Name is an optional field to enter a short-form or common name for the vendor (alphanumeric, max 50 characters).
6. In the Address 1-4 fields, enter the address details for the vendor.
7. From City No, select the city code for where the selected vendor is located. City Name will default from City No, and displays the name of the city in which the selected vendor is located. Cities must be predefined in Admin>Business>General>Definitions>Cities.
8. From County No, select the county code for where the selected vendor is located. County Name will default and displays the name of the county in which the selected vendor is located. Counties must be predefined in Admin>Business>General>Definitions>Counties.
9. From State No, select the state code for where the selected vendor is located. State Name will default and displays the name of the state in which the selected vendor is located. States must be predefined in Admin>Business>General>Definitions>States.
10. From Country, select the country code for where the selected vendor is located. Country Name will default and displays the name of the country in which the selected vendor is located. Countries must be predefined in Admin>Business>General>Definitions>Countries.
11. In the Zip/Postal Code field, enter the zip code or postal code for the vendor.
12. In the Telephone No field, enter the main telephone number for the customer. Additional contact information can be entered on the Contacts tab.
13. In the Fax field, enter the main fax number for the customer.
14. In the Email field, enter the main e-mail address for the customer (if applicable).
15. In the Website field, enter the website address for the customer (if applicable).
16. From Vendor Type,  select whether the vendor is an internal or external vendor.

1. Internal - The vendor belongs to the same organization and journal transactions for the vendor are recorded to the intercompany purchase accounts (PURIC).

2. External: The vendor is external and journal transactions for the vendor are recorded to the external purchase accounts (PUR).

17. From Transport Vendor, click to select if the vendor is a freight vendor. Vendors must be defined as transport vendors to be assigned to freight products or selected as a haulage vendor in purchase transactions.
18. Internal AP Vendor is a field required for grower settlements to identify the vendor.
19. The Active field indicates if the vendor is active or inactive. If the vendor is no longer required, de-select the option.

Remit-to-Address

The Remit-to-Address is an optional tab where the payment will be processed. There is no logic assigned to this field and it is only used to interface data to the financial system for payment if the vendors are created within MTech. The Remit-to-Address tab is used if the purchase is made from Vendor A but then Vendor B is paid.

1. In the Name field, enter the name to identify the vendor (alphanumeric, max 50 characters).
2. In the Address 1-3 fields, enter the address details for the vendor.
3. From City No, select the city code for which the selected vendor is located. City Name will default from City No, and displays the name of the city in which the selected vendor is located.
4. From State No, select the state code for which the selected vendor is located.
5. In the Remit Zip field, enter the zip code or postal code for the vendor.
6. From Country No, select the country code for which the selected vendor is located.

Payments

The Payments tab defines the vendor details related to payment processing.

1. Currency is a required field that indicates the default currency for the vendor. The default currency will transfer to contracts and purchase orders with an option to modify.
2. Payment Term No is a required field that defaults from the selected vendor. Payment terms can be modified if required, on the contract or purchase order.
3. Payment Term Name defaults from Payment Term No and displays a description of the payment terms.
4. In the Freight Term No field, enter the freight terms for the vendor. Some commonly used terms are: FOB Origin, FOB Destination, and COF.
5. Freight Term Name defaults from Freight Term No and displays the name of the freight terms.
6. In the Ship Method No field, the user has the option of associating a shipping method to the vendor. This field is only used for reporting with no associated logic.
7. Ship Method Name defaults from Ship Method No and displays the required method of shipping.
8. Select the Self-Billing option if the vendor does not supply an invoice, and payment is processed based on the receiving transaction. There is a specific purchase invoice type that processes payments for self-billing vendors.
9. Select the 1099 Vendor Flag option if this vendor is required for 1099 reporting.
10. In the Federal Tax ID field, enter the federal tax identification code.
11. In the State Tax ID field, enter the state tax identification mode.
12. Default Price Mode determines the default price mode for the vendor. The price mode can be changed in the contract or purchase order if required.

Shipping Locations

The Shipping Locations tab is optionally used to enter the address details for the multiple locations that the vendor can ship products from. The locations can be selected on the purchase order.

1. From Location ID, select the code that corresponds to the specified shipping location.
2. Location Name will default from the selected Location ID, and displays the name of the location.
3. In  Address 1-3 fields, enter the address of the location.
4. From City No, select the city code for which the location is located.
5. City Name will default and displays the name of the city in which the selected vendor is located.
6. From County No, select the county code for which the selected location is located.
7. County Name displays the name of the county in which the selected location is located.
8. Enter the State of the location.
9. In the Zip field, enter the zip code of the location.
10. Select the Country of the location.
11. In the Telephone No field, enter the main telephone number for the customer.

Contacts

The Vendor Contacts tab is used to define internal and external contacts for the vendor. The Primary Flag is used to identify the main contact information for the internal and external contacts. External contacts are typically customer contacts while internal contacts are those within the Company, such as the purchasing agent or buyer that may deal with the vendor.

1. From Contact Type, select whether the contact is an External or Internal contact.
2. From Title, select the appropriate title for the contact. Examples are: Mr, Mrs, Ms.
3. Enter the First Name of the contact.
4. Enter the Last Name of the contact.
5. Enter the Job Title of the contact.
6. In the Email field, enter the Email address of the contact (if applicable).
7. Select the Primary Flag if the contact is the first contact to call for the customer
8. The Active Flag will be selected by default. If the contact is no longer needed, de-select the active flag.

Additional Vendor Contact Details

Within the Vendor Contacts  tab, there is a child grid that contains additional information relating to the contact.

1. In the Country Code field, enter the code for the country that the vendor is located in.  
2. In the Area Code field, enter the area code of the vendor's location.
3. In the Telephone field, enter the main telephone number for the vendor.
4. Enter the Extension of the telephone number (if applicable)
5. From Phone Types, select the type of phone number entered. Options must be predefined in Admin>Business>General> Phone Types.
6. Select the Primary Flag if the contact is the first contact to call for the vendor.