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Vendor Database Screen |
  
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Vendor Database Screen |
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The Vendor Database Screen is accessed by selecting OTHER TASKS and VENDOR NUMBERS AND ADDRESSES from the Menu Bar.
Parts of the Vendor Database Screen include:
Assigned Vendor Number
In the Vendor Number blank, type in the number you want to assign to the vendor. The best way to assign a number is to bring up a list of available numbers by clicking on the "L" button. (You can also bring up the number list by double clicking in the Vendor Number blank with the mouse, pressing CTRL-L, or using EDIT pull down menu and selecting PASTE FROM LIST.) Choose and number and continue.
Vendor
In this blank, type in the name of the vendor.
If you delete all the records in the Vendor Information Database, "NO VENDORS IN FILE" will appear in the Vendor blank. When you are ready to enter your first vendor, delete "NO VENDORS IN FILE" and type in the vendor's name.
If you've already ordered from the vendor, you can click the "L" button or double click in the Vendor blank to bring up a pop-up list of past vendors.
The Vendor and Ship-to blanks have a special speed menu (accessed by clicking on the right mouse button.) From this speed menu you can copy the entire address, paste a copied address, and copy or paste specially formatted addresses. These handy functions enable you to do such things as copy an address from an email message and paste the entire address--including name, address, city, state (or province), postal code and country--without pasting each field separately. For more information, see Speed Menu.
Ship To
In this blank, type in the primary address where you want the items shipped. In most cases, this will be the primary shipping address that you've entered in UNREGISTERED EVALUATION VERSION.
Rarely will you ever have to type in your shipping address. The default behavior of the program is to paste the shipping address that you've entered in Basic Setup each time a new purchase order is created. You can turn it off or on in Basic Set-up. Additionally, AnyPO has an auto-fill feature to paste your primary shipping address. To use it, click on the "P" (Paste) button and the address will be placed in the blanks.
Some businesses have different shipping locations. If you're in that situation, you can set up the vendor records so that you can distinguish between the shipping locations. For some orders, you might have the vendor ship to a shipping address in Des Moines, Iowa. For other orders, you may have them ship to Omaha.
That's easily done by setting up two vendor records. When the vendor is pasted on the purchase order, the shipping address is pasted along with it, saving you from having to type it. When you set up the same vendor with different shipping address, make sure you that you indicate the difference in the Summary Name by including the vendor's name and shipping location.
Summary Name
Type in a summary name that will help you select this vendor from a list. If there is a "The" or an "A" in the name, use the following format: "Electrical Supply Shop, The." In this way the list will be sorted in proper alphabetical order. Note that it's very important to enter something in this blank. If it's empty, you won't be able to access the vendor when creating purchase orders.
Contact
If you have a contact person at the vendor, type in the person's name here. The contact name will appear on the printed purchase order. If you don't have a contact, you can leave it blank.
Phone
Type in the vendor's general phone number. If the vendor has two or more phone numbers, type in the number that you use the most. If the number is a long distance number, include the "1" before the number: 1-208-232-6857. The number that you enter here will appear on the Purchase Order Main Screen.
If you'd like to include more information (such as an extension) along with the phone number, click on the Vendor Contact Manager tab at the bottom of the screen. The Contact Manager allows you to include the names of primary contacts, fax numbers, and comments. The Dial or Copy button next to the phone blank works the same as the phone button on the Main Purchase Order Screen.
Fed ID, VAT, GST Number
You can use this field for a Federal ID Number, Value Added Tax Number (VAT) (used by the European Union), a GST Number (Canada) or any other identifying number. If you want this number to appear on the printed purchase order, place a checkmark in "Include this Number on the Printed PO." (Generally, U.S. users would not include the Federal ID # on the printed purchase order. Canadian users, however, would include the GST Number. European Union members would also include it.) You can designate you own label for the field in Basic Program Set-up (FILE >> BASIC PROGRAM SET-UP AND PREFERENCES). The label appears on the printed purchase order.
Type in the vendor's general email address. If the vendor has two or more addresses, type in the email address that you use the most. This is the email address that will appear on purchase orders. You can include additional email addresses in the Contact Manager. To access it, click the Contact Manager tab at the bottom of the screen.
FOB Point
FOB means "Freight on Board" (or sometimes "Free on Board"). This is the location at which you, the buyer assumes the transportation cost. For example "FOB Denver" means that you are responsible for the transportation cost starting at Denver. Whether you use the FOB field is up to you. The vendor may use other shipping methods and FOB terminology is not applicable. If so, just leave the field empty.
If a vendor has a consistent FOB arrangement with you, type in the location here. Each time you paste the vendor's address to a new purchase order, the FOB field will be automatically transferred to the PO.
A number of terms are associated with FOB. In particular, various modifiers are used to indicate whether the shipment is pre-paid, or is whether it is sent collect, etc. For more information: see FOB Terminology.
Discount
The discount field is used to indicate the typical (or most common) discount that vendor provides to you. You may or may not use this field.
If the vendor provides you with price list and there is no discount, then you should leave this field empty. However, if the vendor provides you with a price list and provides a 40% discount on all the items on the price list, then this field will come in handy.
Each time you paste the vendor's address to a purchase order, the discount will come with it. Use a whole number, i.e. 40 for 40% or .55 for 55%. If the discount varies depending on quantities or the type of products ordered by the vendor, it can be changed manually to the appropriate amount on the Purchase Order Screen at any time. Note that discounts are based on the selling price. For instance, a 40% discount on a $100 item is $60. A 30% discount on a $100 item is $70.
Vendor's Terms
This is another optional field. "Terms" mean the number of days from vendor's invoice date that you have before payment is due. Normally, the vendor gives you, the buyer, a grace period in which you can pay their bill. Commonly this is 30 days, but it might be 60, 90 or 120-days depending upon the vendor.
Thus, terms might be NET 30 DAYS" or "NET 60 DAYS." A vendor might provide an additional discount for early or pre-payment. If you include the vendor's terms in this field, each time you paste the vendor's address to a purchase order, the terms will come with it.
Check Here If Items Purchased From This Vendor Are Taxed
If most or all of your purchases from this vendor are taxed, place a check mark here. Whenever you paste this vendor's address to a purchase order, the "Taxable" box on the Main Purchase Order Screen will be checked and tax automatically added to the totals.
User Field 1 and User Field 2
These fields are available for other descriptive information about the vendor. The fields are for your use and do not appear on the printed purchase order.
Vendor Notes
This is a very handy feature of the program. If you click on the Vendor Notes button, you'll be able to write reminder notes to yourself. Anything you include here will show up at the bottom of the Purchase Order Screen in the "Notes" area. For instance, you might want to write the following note: "This vendor provides free shipping." Each time you create a purchase order for the vendor, the above note will appear, reminding that shipping is free.
The Vendor Notes button serves two purposes. If you click it once, you can write reminder notes. If you click it again, Help information appears.
Contact Manager
The Contact Manager works hand in hand with the Vendor Information Database. It enables you to keep track of the names and phone numbers of individuals that work in the stores and businesses that make up your vendors. You can reach the Contact Manager by clicking on the Contact Manager tab at the bottom of the screen. Or you can reach it by selecting OTHER TASKS and CONTACT MANAGER from the Menu Bar. For more information, see Contact Manager.
Navigation Buttons
You can move to different vendors by pressing Page Up or Page Down on the keyboard. You can also move by using the navigation buttons in the middle right of the screen:
Right arrow button ( > ). Next vendor is displayed. (Same as Page Down.)
Right arrow and line button ( >| ). Last vendor is displayed. (Same as Ctrl+Page Down.)
Left arrow navigation button ( < ). Previous vendor is displayed. (Same as Page Up.)
Left arrow and line button ( |< ). First vendor is displayed. (Same as Ctrl+Page Up.)
Menu Bar
The Menu Bar on the top of the Vendor Database Screen provides you with several options.
FILE Menu. In the FILE menu, you have two printing options. You can print each product record individually by selecting FILE and PRINT from the Menu Bar. Or you may select FORMAT & PRINT FROM SPREADSHEET. The later opens up Excel (or a spreadsheet program of your choice). You can format the list and print it. Note that you can not edit the Vendor Database from Excel. Use this for viewing and printing purposes.
You can also import vendors by selecting FILE >> IMPORT. More information on importing is found here: Vendor Import.
If, after importing, you find that you need to delete the imported records, you can do so by selecting REMOVE IMPORTED RECORDS. This will remove only imported vendors. Any vendors in your Vendor Database prior to the import will be preserved. Note that if you add one or more new vendors after doing an import, you'll lose the ability to remove the imported records. Thus, if you need to remove imported records, you should do it soon after the import and before adding any new vendors.
EDIT Menu. To bring up a list of available vendor numbers, place the cursor in the Vendor Number blank and select EDIT and PASTE from list. You can also bring up a list by double clicking in the Vendor Number blank. Select a number from the list and press OK to insert the number in the blank.
To bring up a list of all past vendors, place the cursor in the "Vendor" blank and select EDIT and PASTE from list. You can also bring up a list by double clicking in the Vendor Number blank. Select a vendor from the list and press OK to paste the vendor's name and address in the "Vendor" blanks. To move to different windows in the program, select WINDOW from the Menu Bar and choose the desired window.
If you need to delete vendors, you can do so by select EDIT >> DELETE THIS VENDOR. Or you can select EDIT >> MULTI-VENDOR DELETE. (Use the Multi-Vendor Delete function if you need to delete two or more Vendors.) If you delete all the records in the Vendor Database, "NO VENDORS" will appear in the Item Name blank. When you are ready to enter your first vendor, delete "NO VENDORS" and type in the name.
GO TO Menu. The GO TO menu is used to search the Vendor Database for a name, address, city, state or number. You can also activate a list of vendors and select from the list.
TOOLS Menu. The TOOLS menu is used to change the order in which the vendors are listed. They are normally ordered by their vendor number, but if desired you can change the order to an alphabetical listing by Billing Name, Summary Name, or City/State/Country. To change the order, select TOOLS and the appropriate order from the Menu Bar.
You can also use the TOOLS menu to turn off vendor number checking. As you page through the Product Information Database, AnyPO checks to make sure that you do not have duplicate Vendor numbers. If it finds a duplicate, it will notify you. Additionally, AnyPO will not allow you to continue until you change the number.
There may be times, however, when you want to turn off the vendor number checking feature. For example, you may wish to alter the other duplicate vendor number, and not the one currently showing on the screen. You may also want to turn off vendor number checking after doing an import. In either case, you can do so by selecting TOOLS >> TURN OFF VENDOR NUMBER CHECKING. If you look at the menu after making the selection, you'll see a checkmark beside "Turn Off Vendor Number Checking" indicating that the feature is turned off. You can turn it back on by selecting it again which will remove the checkmark. You should be careful about turning this feature off. Duplicate Vendor numbers create problems in the program and you should turn it off only when necessary.
Speed Menu
If you click on the right mouse button on the Vendor Information Database screen, the speed menu will appear. From the speed menu, you can activate the search or look-up dialog boxes and the standard cut, copy, paste menu. (Note that when the cursor is in the Vendor, Ship-to, and Zip blanks, a slightly different speed menu appears as noted above.)
This help file was created with an unregistered evaluation copy of Help & Manual. © EC Software. All rights reserved. This message will not appear if you compile this help file with the registered version of Help & Manual.