Section 5: Main Modules > Vendors

Editing Vendors

Each form section and the entry fields available while adding, viewing, or editing vendor records (see Browsing Vendors) are discussed in the following table.

Vendor - Main Area

The main vendor area is for entry of the vendor name and account information.

Vendor - Main Area Entry Fields

Field

Description

Vendor No.

Enter a unique 7-digit vendor account number, or leave empty to automatically assign the next available sequential number for the business location of the logged in user (see Business Locations).

Vendor Name

Enter a unique vendor name exactly as it should appear on all forms and reports. It may be up to 70 characters for licensed users of version 2.5 and higher, or up to 50 characters for all other versions, and may not be left empty.

Vendor Account

Enter the account number assigned to you by the vendor. It may be up to 30 characters for licensed users of version 3.0 and higher, or up to 15 characters for all other versions.

Quick Code

Enter a unique alphanumeric code up to 7 characters for quick entry of the vendor account (e.g. user a code like “SB” for “Smith Brothers”). The first character must always be a letter, not a digit.

- disabled for inactive records

Inactive

Check this box if the vendor account is inactive, or uncheck this box if the vendor account is active.

When selecting vendors from vendor name dropdown lists, inactive vendor accounts are excluded from the list when adding new records, and included in the list when editing existing records. Additionally, for licensed users of version 2.6 and higher, inactive vendor accounts appear shaded in red when they are included dropdown lists.

- quick code disabled for inactive records

Vendor - Address Tab

The Address tab is for entry of the vendor contact information. Communication tools next to certain contact information fields are automatically activated as data is entered in those fields. See Communication Tools for information on using the communication tools.

Vendor - Address Tab Entry Fields

Field

Description

Contact Name

Enter a contact name for this vendor, up to 32 characters.

Address Line 1

Enter the first street address line for this vendor, up to 32 characters.

Address Line 2

Enter the second street address line for this vendor, up to 32 characters.

City

Enter or select the city in which this vendor is located, up to 32 characters. Which cities appear in the list as well as whether or not the cities appear in all-capitals is dependant on your geographic default settings (see the individual module options below the “Geographic Selection Lists” branch under General Module Options). The province or state and country corresponding to the city will be entered automatically.

Province/State

Enter or select the province or state in which this vendor is located, up to 32 characters. Which provinces and states appear in the list as well as whether or not the provinces and states appear in all-capitals is dependant on your geographic default settings (see the individual module options below the “Geographic Selection Lists” branch under General Module Options). The country corresponding to the entered province or state will be entered automatically.

Postal/Zip Code

Enter the postal code or zip code for this vendor, up to 10 characters.

- forced to uppercase

Country

Enter or select the country in which this vendor is located, up to 32 characters. The country assigned to the business location of the currently logged in user will be used as the default (see Business Locations). Whether or not the countries appear in all-capitals is dependant on your geographic default settings (see module option “Capitalize Geographic Selection Lists” under General Module Options).

Business Phone

Enter the business phone number for this vendor, up to 23 characters.

Toll-Free Phone

Enter the toll-free phone number for this vendor, up to 23 characters.

Fax

Enter the fax number for this vendor, up to 23 characters.

E-mail

Enter the e-mail address for this vendor, up to 50 characters for licensed users of version 2.1 and higher, or 32 characters for all other versions.

Web Site

Enter the Internet web site address for this vendor, up to 50 characters.

Update address changes on existing Purchase Orders

If changes have been made to any of the vendor contact information fields then the Update Address Changes checkbox will become enabled. Check this box to automatically update the contact information on all existing purchase orders that are assigned to this vendor account.

Vendor - Contacts Tab

The Contacts tab is for entry of personal contact information for multiple contacts at the vendor location. See Communication Tools for information on using communication tools with vendor contacts (from the main menu only).

Vendor contacts are available only for licensed users of version 2.6 and higher, and are not available in the Repair Lite and Repair Micro editions.

Vendor - Contacts Tab Entry Fields

Field

Description

Contact Name

Enter the name of this vendor contact, up to 32 characters. If planning to import vendor contacts then it is recommended that each contact name be unique (see Importing Vendor Contacts).

Title

Enter the title or position of this vendor contact, up to 32 characters.

Business Phone

Enter the business phone number for this vendor contact, up to 23 characters.

Mobile Phone

Enter the mobile phone number for this vendor contact, up to 23 characters.

Fax

Enter the fax number for this vendor contact, up to 23 characters.

E-mail

Enter the e-mail address for this vendor contact, up to 50 characters.

Vendor - Defaults Tab

The Defaults tab is for entry of defaults that are automatically copied to new purchase orders when they are assigned to this vendor account.

Vendor - Options Tab Entry Fields

Field

Description

Reference 1

Enter default reference 1 for this vendor, up to 30 characters. Whether this field is automatically copied to new repair orders and/or purchase orders may be set under module options (see the “Copy Vendor Default Reference 1 to… “ module options under Repair Order Module Options, and Purchase Order Module Options).

This field is available only for licensed users of version 2.6 and higher.

Reference 2

Enter default reference 2 for this vendor, up to 30 characters. Whether this field is automatically copied to new repair orders and/or purchase orders may be set under module options (see the “Copy Vendor Default Reference 2 to New…” module options under Repair Order Module Options, and Purchase Order Module Options).

This field is available only for licensed users of version 2.6 and higher.

Ship Via

Enter or select the default shipping method for this customer, up to 20 characters. See Advertising Methods to customize the dropdown list.

Language

Select the default language of correspondence for this customer. The system default is English. If this field is set to a non-English language, then this language will supersede the language configured as the default for the local workstation (see Language of Communication).

This field is available only for licensed users of version 2.6 and higher.

Accepts Subcontracted Repairs

Check this box if the vendor accepts subcontracted repairs.

Accepts Purchase Orders

Check this box if the vendor accepts purchase orders.

Only One Make

Check this box if only parts for a single make are ever purchased from this purchase vendor (e.g. a manufacturer).

Default Make

Select the default make for parts that are ordered from this purchase vendor.

Number of days after which purchase orders for this vendor automatically change to Backordered status

Enter or select the number of days after which purchase orders for this purchase vendor are automatically changed to a backordered status. A value of 0 disables automatic changing to backordered status.

Vendor - Notes Tab

The Notes tab is for entry of miscellaneous notes about this vendor.

- private notes button

Vendor - Notes Tab Entry Fields

Field

Description

Notes to Print

Enter notes for this vendor that would normally be printed on forms.

Copy these notes to all Subcontracted Repair Orders and new Purchase Orders for this Vendor

Check this box if the notes to print for this vendor are to be copied to all subcontracted repair orders and new purchase orders assigned to this vendor account.

Private Notes

Enter notes for this vendor that are private and would not normally be printed on forms. Clicking the Private Notes button toggles whether or not the private notes are visible.

Copy these notes to all Subcontracted Repair Orders and new Purchase Orders for this Vendor

Check this box if the private notes for this vendor are to be copied to all subcontracted repair orders and new purchase orders assigned to this vendor account.

Vendor - Attachments Tab

The Attachments tab allows files, Internet hyperlinks, and digital photographs to be attached to the vendor record. See Attachments for information on working with attachments.

Vendor - Repair Statistics Tab

If this vendor is configured to accept subcontracted repairs, then the Repair Statistics tab provides an instant snapshot of recent and long-term repair activity on this vendor account. All statistics are broken into total, month-to-date, year-to-date, last-year, and year-before-last windows.

- all locations or current location

Vendor - Repair Statistics

Statistic

Description

Repair Orders Pending

The number of repair orders assigned to this subcontract repair vendor account that are in the process of being estimated or repaired (i.e. they are set to a repair order or repair estimate repair status; see Repair Order and Repair Estimate Statuses).

Repair Orders Repaired

The number of repair orders assigned to this subcontract repair vendor account for which the repair has been completed (i.e. they are set to a repaired repair invoice status; Repair Invoice           Statuses).

Repair Orders Refused

The number of repair orders assigned to this subcontract repair vendor account that were refused or abandoned (i.e. they are set to a refused or abandoned repair invoice status; Repair Invoice           Statuses).

Repair Invoice Charges

The charges billed by this repair subcontract vendor for repairs.

Repair Invoice Revenue

The revenue before tax from repair invoices repaired by this repair subcontract vendor.

Repair Invoice Profit

The profit from repair invoices repaired by this repair subcontract vendor, determined by subtracting the repair invoice charges from the repair invoice profit.

Vendor - Purchase Statistics Tab

If this vendor is configured to accept purchase orders, then the Purchase Statistics tab provides an instant snapshot of recent and long-term purchasing activity on this vendor account. All statistics are broken into total, month-to-date, year-to-date, last-year, and year-before-last windows.

- all locations or current location

Vendor - Repair Statistics

Statistic

Description

Unfilled Purchase Orders

 

Filled Purchase Orders

 

Returns Processed

 

Parts on Order

 

Parts Backordered

 

Parts Received

 

Parts Returned

 

Value of Parts on Order

 

Value of Parts Backordered

 

Value of Parts Received

 

Value of Parts Returned

 

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Working with Vendors