Vendor Menu - Vendor File Additions

The Vendor File Additions allows you to add new vendors and relevant information to your files.

Vendor No.

System automatically assigns number.

Name

• Enter up to 40 alphanumeric characters for the vendor's name. Note: When entering surnames and first names of individuals/companies, consider the alphabetic sequence of the name field. Remember: Be consistent when entering your files. The name John Smith entered in this format is included with the letter 'J' in all alphabetic reports.

Employees in the Payroll system can be viewed by clicking the Search icon. Selecting an entry will fill in the name, address, and banking information. The vendor number will be 'EM' followed by the employee number. Note: Employee must be on an active Payroll to bring into Finance, if they are not you must add them manually in Finance.

Notes: 'Update bank info from payroll' should be set to 'Yes' to have this vendor/employee entry updated using the 'Employee Update from Payroll' process when changes are made to their payroll details.
The primary phone # is the only number copied for the employee.

Address 1

• Enter first address line (up to 30 characters).

Address 2

• Enter second address line (up to 30 characters).

Address 3

• Enter third address line (up to 30 characters).

City, Province, Country

• Enter the city followed by <Enter>. The program automatically displays the Province/State as identified in your Master Profile. If the code is incorrect enter the correct abbreviated code or use Lookup for valid codes. Once selected/entered you must <Enter>. The program will automatically display the Country as identified in your Master Profile. If the code is incorrect, enter the correct abbreviated code or use Lookup for valid codes.

Postal Code

• Enter up to 10 characters of postal/zip code data.

Pay to Vendor

• Enter the vendor number of the vendor to whom payment will be made (Head Office). This is an optional field. If used, fields 10, 11 and 13 will be restricted.

Note: This is used if the vendor number and address previously entered is for ordering only. The vendor number entered must be a valid vendor on file and may not itself be a 'Pay To' vendor. Care should be taken when using this 'Pay To' vendor column. You cannot add a 'Pay To' number to an existing vendor. When using a 'Pay To' number on a vendor, the history for payments and invoices are all stored via the vendor where the payments were made. There will be no records stored under the 'Ordered From' vendor number.

Contract Information (Fields 8, 9 & 10)

Multiple contact information can be entered for telephone, and fax numbers as well as email addresses. Contact Categories available are system and user defined. This option is available at an additional cost. Contact TSC for additional information.

System Defined Categories:

• Default -This is used to send PO's, send an Invitation to Bid or provide and EFT payment notification if the specific contact category for each of these procedures is not used.

• A/P - This category is used for EFT payment notification (fax or email). If this field is blank the default will be used.

• Purchasing - This category is used to send PO's (from atrieveFinance and POM). If the vendor, phone and fax numbers are printed on the PO, the number from this category will be used. If this field is blank the default is used.

• Sales - This category is used to send the Invitation To Bid from POM. If this field is blank the 'Purchasing' category will be used. If the 'Purchasing' category is blank, the default is used.

User Defined Categories:

• Additional categories can be defined for inquiry purposes only.

Phone Information Screen

Phone #

Multiple telephone numbers can be entered, as well as a description. Accessing this field for the first time automatically opens the vendor contact screen for telephone contacts. Contact Categories of 'Default', 'A/P', 'Purchasing', and 'Sales' are system defined and used within the Powerschool products (Default # will not accept a description). Additional Contact Categories can be inserted. Any user-defined contacts are for inquiry use only. An '*' will display to the left of the default phone # on the 'Vendor Addition' screen if multiple phone numbers have been entered for the vendor.

If the Telephone Number Profile is being used, (mandatory if 10-digit dialing is required) warnings will display which ensure that the number is entered in a correct format and that the area code/prefix combination exists in either the local or long distance table.

Fax #

Multiple fax numbers can be entered, as well as a description.  Accessing this field for the first time will automatically open the vendor contact screen for fax contacts. Contact Categories of 'Default', 'A/P', 'Purchasing', and 'Sales' are system defined and used within the Powerschool products (Default # will not accept a description). Additional Contact Categories can be inserted. Any user defined contacts are for inquiry use only. An '*' displays to the left of the default fax number on the 'Vendor Addition' screen if multiple fax #'s were entered for the vendor.

If the Telephone Number Profile (8,7,7,4) is being used, (mandatory if 10-digit dialing is required) warnings will display which ensure the number is entered in a correct format and that the area code/prefix combination exists in either the local or long distance table.

Email Address

Multiple email addresses can be entered. Accessing this field for the first time will automatically open the vendor contact screen for email addresses. Email addresses can be a maximum of 50 characters. Contact Categories of 'Default', 'A/P', 'Purchasing', and 'Sales' are system-defined and used within the Powerschool products. Additional Contact Categories can be inserted. Any user-defined contacts are for inquiry use only. An '*' will display to the left of the default email address on the 'Vendor Addition' screen if multiple email addresses have been entered for the vendor.

The menu options listed apply to the vendor contact screen, available for the phone #, fax # and email address fields

Class Code

• Enter one of the following vendor class types for this vendor.

Valid class types are:

• F- Full usage vendor (can be used throughout the system) default for 'full usage vendor'.

• P- Purchasing vendor (can be used for setting up purchase orders)

• S- Ship to vendor (can only be used in the ship to fields)

• T- Temporary vendor (is used by ATS)

Type codes

Enter a 2-character vendor type code. The system requires that all vendors be classified by type. Vendor reports may be obtained sorted by type. If this type of reporting will not be required by your organization, all vendors may be the same type, and it may be any 2 characters, except for type 99. A type code of 99 indicates that this vendor number is used for miscellaneous vendors. Four other unique vendor types have been established, which will be used as defaults for the vendor class codes entered.

These unique type codes are:

• 'FL' - for Full Usage Vendors

• 'PO' – for Purchasing Vendors

• 'TM' – for Temporary Vendors

• 'SH' – for Shipping Location Vendors  

Type '99' Vendors

The system uses vendor type 99 to establish a one-time payment vendor. This can be used as an alternative to establish a vendor record for each payment you make. When the data entry programs encounter vendor type 99, the terminal operator is prompted for name and address information to be used in the production of the cheque. The cheque processing available under vendor type 99 is limited to one invoice, one payment.

Location Code

• Enter the location code for this vendor for use in conjunction with the Tender Control System in POM. Use Lookup for valid location codes. You may leave this field blank.

SMS Security Code

Enter a 2-digit Vendor Security code, if desired (Enter will set a default code of '00' but it will show as blank on the screen). This field works in conjunction with atrieveERP's Security Management System (SMS) to restrict inquiry access to certain vendors. For details, see the atrieveERP Security Management System User Documentation (Password Additions atrieveFinance Vendor Security).

Before atrieveFinance Vendor Security can be set-up, each vendor in the atrieveFinance Vendor file must be assigned a SMS code between 0 to 99. This can be done in atrieveFinance in the Vendor Changes program. To make efficient use of this numbering system, you may want to assign the same SMS code to similar vendors instead of assigning each vendor an individual number.

Once atrieveFinance Vendor Security has been set-up, the user can only enter vendor numbers with SMS Codes that they have been authorized to access.

Note: atrieveFinance Vendor Security cannot be entered unless Regular Security has already been set-up for this user.

Foreign Exchange Code

• Accept the default, if you are not using foreign currency conversion.

• Enter the code corresponding to the currency code in the Foreign Exchange Code Database. Use of this code will result in a currency conversion invoice entered against this vendor.

Tax Registration No.

• Enter up to 10 alphanumeric characters. Entries will trigger the system to ask the question 'Tax Reportable' and 'WCB [Y/N]' during invoice entry.  The system would warn you if the same number entered is already in use for another vendor.

GST Registration No.

• Enter up to 15 alphanumeric characters. For informational use only.

Fields 18-23 should only be entered if you have accurate banking information for the vendor

Make Payment By EFT

• This field controls whether the vendor is paid by Electronic Funds Transfer or cheque.

Bank No.

• Enter up to a 4-digit bank number.

Bank Transit No.

• Enter up to a 5-digit bank transit number.

Bank Account No.

• Enter up to a 12-digit bank account number.

Payment Notification Method

There are three ways a supplier/employee can be notified that funds have been transferred to their account.

• M = Mail notification. This type of notification creates payment stubs that can be printed and sent by mail.

(The initial release of this software uses a predefined format to print on an 8½ x 11'' page. A future release will include payment notification profiles to allow the user to customize the format of their payment notification.)

• F = Fax notification. This type of notification will send payment information by fax. It is necessary that all vendors being notified by fax have field #09 'Fax #' completed on their vendor file.

Note: The symbol TSC$Fax_QUEUE must be defined as the Fax Print Queue name in the print device profile before fax notification can be sent. This option has been designed to work with the Omtool Network Fax software.

• E = Email notification. This notification will be sent by Email. It is necessary that all vendors being notified by email have field #10 'Email Address' filled in on their vendor file.

Update Bank Info From Payroll

This field controls whether banking and address information should be updated in the vendor file if it is updated in payroll. The information does not update the vendor file until the Employee Update From Payroll is run.

Note: Bank #1 or Bank #2 from the payroll file can be selected.

Alternate Sort Key

• This field is prompted if the Vendor Sort key was activated in the User Profile.

Vendor Service

• Enter up to 30 characters describing the type of service provided by this vendor. This field is only used by the Public Bodies module.

Fields 26 - 29 will only be prompted if you are using POM

Payment Terms

• Enter the standard payment terms for the vendor. (maximum 6 alphanumeric characters) This can be used as the payment terms during invoice entry if User Profile Vendor Terms in Invoice Entry is set to 'Y'.

• Terms should be in the format %%%/DD
  where
   "%%%" is the discount percentage
   "DD" is the number of days after the invoice date when a payment is eligible for a discount

F.O.B.

• Enter the standard FOB point for the vendor. If this field is left blank, the system will look to the PO Default Parameters. This may be printed on your purchase order.

Shipping Instructions

• Enter the standard shipping instructions for the vendor. (up to 30 alphanumeric characters.) If this field is left blank, the system will look to the PO Default Parameters.

Note: Information entered in fields 26 to 28 will be used as the default information during PO Entry.

Contract Name

• Enter the contact name for the vendor (up to 30 alphanumeric characters).

30 = District account number

This field will allow you to print the District Customer Account number on a PO and report in FRW.

Additional Docs Required

• Enter 'Y' if this vendor should be flagged as always having an attachment to go with the cheque. Entering 'Y' will cause the cheques when produced to be sorted so that attachments can easily be added to the cheque before mailing.

Require Secondary Vendor

• Enter 'Y' if invoices entered against this vendor should always be disbursed to another vendor. E.g.: If this vendor is VISA and charges are always made on behalf of another vendor, flag this vendor as requiring a secondary vendor. This prompt is only applicable to provinces/states where an annual report listing payments to suppliers/employees is required.

Alternate Vendor Location

• 'Employee Load from Payroll' will load the employee location code into this field.

Notes

• Enter any additional information pertaining to the vendor (maximum 120 characters).

This information can be used as a warning message to entry clerks using this vendor. To do this, click into Notes, then click Notification at the bottom of the page, enter and then save to set up notifications to AP.