Vendor

Use vendor records to store supplier information, including address, contacts, tax information, shipping data and terms, and currencies. Inventory and Purchasing use vendor records. Equipment, Physical Inventory, and Stores Requisition files also can include a vendor number.

Vendor records can be downloaded from the ERP. It is recommended that you download vendor records from the ERP to maintain data integrity.

Important: Vendor records are populated from ERP during implementation. It is not recommended that you create new vendor records in EAM.

To edit a vendor record, open the record from the Vendor browse, located in Purchasing|Vendor. Make the necessary changes to the Address, Detail, Codes, Remit, and User Defined tabs. See Vendor Record Tabs. When you finish, click Save.

The vendor’s name that appears on purchase orders and quotations.

The vendor’s address.

The primary contact name for the vendor.

Note: The primary contact cannot be updated directly from this field. The contact information can only be added or updated from the Vendor Contacts submenu. See Add/View Vendor Contacts.

The vendor’s contact information.

Select this check box to use this vendor. If this check box is not selected, the vendor lookup excludes the vendor. Validation for the vendor number on Purchase Order, Requisition, and Vendor Part Maintenance screens prevents users from entering an inactive vendor. EAM notifies you about any open records that use a vendor that could cause problems when you change vendor status to inactive.

The vendor’s federal tax ID.

A minimum total cost to meet or exceed on a purchase order for this vendor. The value is in terms of the vendor’s currency. If the total cost of the PO is not greater than or equal to the vendor’s minimum order, EAM stops the order when you select the PO Order action.

The preferred method to order goods from a vendor such as fax, telephone, or e-mail.

Select the check box to include freight on the invoice. Otherwise, the system does not include freight on the invoice. There is no receiver for freight for any parts received from this vendor. Typically, you still pay for freight, but the shipper charges separately from the supplier.

The date the vendor’s insurance expires.

The preferred method to ship goods to this vendor.

Free on Board (FOB) denotes whether freight charges are part of the PO price or are billed separately after the invoice, and who pays for freight (buyer or vendor). For example, if the buyer lives in Des Moines and buys a product FOB New York, the buyer must pay the shipping charges from New York to Des Moines.

The vendor payment terms.

The number of days before you must pay the vendor’s invoice.

The number of days a vendor allows you to use an invoice discount.

If you pay the invoice within the number of days specified, this field displays the percentage of that discount.

The last date you placed a PO with this vendor.

The latest date you received an item against a purchase order for this vendor.

A user-defined field that groups common types of vendors for filtering and sorting.

The vendor’s status. It is for information only.

The supplier’s local language.

Note: When you print the purchase order document, EAM uses this language code. If no language is specified on the vendor record, the language defaults from General|Codes|Language.

Select this check box if the vendor is minority owned.

The minority code for government reporting purposes.

The vendor’s currency type.

Select this check box if the vendor is taxable.

The default tax class for the vendor.

The vendor’s tax code. If an out-of-state vendor does not charge sales tax, you can set a vendor tax code to default to a use tax code. If a part has a tax code or is being purchased for a project that has a tax code, the part or project’s tax code is the default tax code on the requisition.

The system copies the default tax usage for the vendor to the requisition.

Select the check box to send consignment adjustment GL transactions to the QAD ERP application.

The vendor’s receipt credit department.

The vendor’s receipt credit cost center.

The vendor’s receipt credit account number.

The vendor’s receipt credit sub-account number.

Note: Receipt credit department, cost center, account, or sub-account fields are used on receipt and return to vendor (including tax and freight). EAM uses vendor fields on the GL, and not the site’s AP credit department, cost center, account, sub-account, or expense items receipt (EIR) from the QAD ERP application.

This field displays a lookup that associates the vendor address to remit payment for invoices.

The vendor’s remit-to county.

The vendor’s remit-to country.

The vendor’s remit-to name.

The vendor’s remit-to contact name.

The vendor’s remit-to address information.

The vendor’s remit-to phone number.

The vendor’s remit-to fax number.

The vendor’s remit-to city.

The vendor’s remit-to state.

The vendor’s remit-to postal code.

User-defined character fields, validated against tables that you add.

Free-form user-defined character fields, not validated against tables.

User-defined decimal fields for vendor.

User-defined integer fields for vendor.

Use Standard Clauses Global Change to globally add or delete a standard clause for more than one vendor. Select multiple vendors on the Vendors browse and then select Standard Clauses Global Change from the Action menu or right-click menu.

Multicurrency purchasing is used when vendors require that purchase orders be processed and paid in a currency other than the vendor’s primary currency. This requirement can occur when the vendor sources an item from a third-party supplier who requires payment in the supplier’s local currency.

In general, EAM allows any currency with current exchange rates, downloaded from QAD Financials, to be used for purchasing from vendors. The currency lookup presents the currencies so that they can be selected when creating a purchase requisition, PO, or blanket order.

EAM also supports an option to limit the selection of currencies for use in purchasing to only those currencies that are defined for the supplier banking in QAD EE. The Use Only Vendor Currencies option is available in General|Business Units|Domain|PO/Req tab.

Example: A vendor located in the US receives materials from their own suppliers in Mexico but the Mexican suppliers want to be paid in Mexican Pesos. To avoid currency exchange rate conversions, it is easier to pay the US vendor in the currency that they pay their supplier. In this instance, the option to Use Only Vendor Currencies is in use.

1 In the vendor record on the Codes tab, the vendor’s primary currency is set to USD.

2 The Vendor Currency submenu identifies the valid currencies for this vendor. In Vendor’s Currency Submenu, USD is the vendor’s primary currency and the MXN and CAD are alternate supplier bank currencies.

3 When you create a requisition, EAM pulls in the vendor’s primary currency for the requisition header and the item cost in the requisition line.

4 To change the currency, select Modify Currency from the Action menu. Use the drop-down menu to select the new currency. The selection in the drop-down is limited to only those currencies from the Vendor Currency submenu. Click Get Current Exchange Rate to view the exchange rate. Click OK.

5 If you modify the currency, the requisition reflects the total cost in the new currency. For example, in New Currency Cost on the Requisition, when you select MXN (Peso), the requisition now displays the total cost in MXN (Peso). The Total Cost in the Vendor Currency does not change, but the Total Cost (B) is recalculated using the current exchange rate for the updated currency.

6 As part of the Multicurrency Purchasing feature, EAM provides the Vendor Cost submenu for the part record. Each time items are received from a vendor, EAM creates a record of the last cost, last cost date, and currency, and displays the records in the Vendor Cost submenu.

7 For each part, EAM populates the last cost based on the currency used on the purchase order, by vendor, and the vendor part number. The next time a purchase requisition is used in any one of these currencies, EAM automatically populates the price based on the last received price for that currency.

In Vendor Cost Submenu, the only two currencies used are Canadian Dollars and Mexican Pesos. If the Use Only Vendor Currencies option is not being used and a user creates a purchase requisition and selects the Euro as the currency, then when the item is received, EAM automatically updates the third browse with the Euro as the third currency. In this scenario, the Euro is the last cost and last cost date for that purchase receipt.

The Last Cost field is automatically populated on new purchase requisitions that equal the currency. If the price is updated on the new purchase requisition, on receipt, EAM updates the last cost here with the newest price for the currency.

To view all the purchase orders associated with a vendor, open the vendor record and select the Purchase Orders submenu.

The Vendor Contacts submenu displays a list of vendor contacts. The Primary? check box identifies the vendor’s primary contact.

2 Enter the person’s name in the Contact field and contact information in the Phone No, Fax No, and Email fields. A valid e-mail address is required before the contact can be saved.

Note: Only one person on the vendor contact list can be designated as the primary contact.

4 If there is any additional information regarding this contact, enter that information in the Comment field.

The Vendor Commodities submenu displays a list of commodities associated with a vendor.

To add a commodity, open the vendor record and select the Vendor Commodities submenu. Click New and enter the commodity in the Commodity field and a brief description in the Commodity Description field. Press Enter to save.

To view the revision history for a vendor record, open the vendor record and select the Revisions submenu.

Note: Revision control for the vendor record is activated in the Revision Control submenu, which is located in General|Business Units|Domain. See Enable Revision Control for Vendor and Standard Clause Browses.

The Vendor Currency submenu shows detailed information about the currency type the vendor accepts.

Note: This submenu may not be enabled for this domain. When the Use Only Vendor Currencies? check box is selected for this domain, this submenu is enabled. The Use Only Vendor Currencies? check box is on the PO/Reqs tab of the domain record. See Domain: PO/Reqs Tab.