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The vendor create allows for the addition of new vendors to the system.
There are three sections that may be used to create a Vendor:
Note: Click on any one of the above links to learn more about that section.
Use the following steps to create a vendor:
1. Click on the Business tab, click Vendor, and select Vendor Management.
2. Click on the Create New Vendor button.
3. In the Accounting Information section, enter the Vendor Number.
Vendor Number must be unique.
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4. Enter the Vendor Name.
Note: This field is not mandatory when the Miscellaneous Vendor selection box is selected.
5. Enter Vendor Address 1.
Note: This field is not mandatory when the Miscellaneous Vendor selection box is selected.
6. If applicable, enter Address 2.
7. If applicable, enter the City.
8. Click on the Country drop-down menu to select an option. CAN-Canada is selected by default.
9. Click on the Province drop-down menu to select an option. ON- ON (Ontario) is selected by default.
10. If applicable, enter the Postal/Zip Code and/or Zip Code Ext.
11. If applicable, enter the Pay to Vendor # or click on the Search icon to search for a Vendor.
When a 'Pay to' vendor is specified, the cheque during the A/P process will be issued and paid to the 'Pay To' vendor instead of the originating vendor. The requisition, purchase order and invoice will remain with the originating vendor.
Note: Refer to How to use Vendor Search for more information on how to use this feature.
This field is not available when the 'Pay to' Vendor Type and/or Miscellaneous Vendor selection boxes are selected.
12. If applicable, enter the Phone (Country/Area/Number) and Ext.
13. If applicable, enter the Fax (Country/Area/Number).
Note: This field is mandatory, when the Fax radio button in the Preferred Payment Notification section is selected.
14. If applicable, click on the Forex drop-down menu to select a currency code.
This is mostly used when the vendor is a foreign vendor.
15. Click on the Vendor Security Code drop-down menu to select an option.
The first vendor security code as setup in Vendor Settings, is selected by default. This field works in conjunction with the user's vendor code restrictions as defined in User Security.
16. Click on the Type Code drop-down menu to select an option.
If Type Code 'EM- EmployeeX' is selected the Employee ID field will display and is mandatory.
Note: Code '99' is reserved for miscellaneous vendors.
17. If applicable, enter the HST Number.
18. If applicable, enter the Accounting Contact.
19. If applicable, enter the Accounting Email.
Note: This field is mandatory when the Email radio button in the Preferred Payment Notification section is selected.
20. If applicable, enter the Website.
21. If applicable, enter the User Defined Field 1.
22. If applicable, enter the User Defined Field 2.
23. If applicable, enter the Employee ID.
Note: This field will only display when the Type Code 'EM- EmployeeX' is selected and will be mandatory.
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24. If applicable, in the Preferred Payment Notification section, select one of the following radio buttons: Email, Fax or Hard Copy (selected by default).
25. If applicable, select any of the following selection boxes: Payments on Separate Cheques, 'Pay to' Vendor Type, Work Management Type and/or Miscellaneous Vendor.
26. To enter vendors banking information, click on the Banking Information chevron to display more options.
Note: This section must be completed for EFT Vendors.
Click here to skip steps related to Banking Information.
27. If applicable, click on the EFT Payment selection box.
Note: If this box is selected, an electronic payment will be generated for the vendor during the A/P process rather than a cheque .
The following fields will become mandatory when the EFT Payment selection box is selected: Bank Number, Bank Transit Number and Bank Account Number.
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28. If applicable, enter the Bank Number.
29. If applicable, enter the Bank Transit Number.
30. If applicable, enter the Bank Account Number.
31. If applicable, enter the User Defined Field 3.
32. To enter vendors purchasing information, click on the Purchasing Information chevron to display more options.
Note: Click here to skip steps related to Purchasing Information.
33. If applicable, in the Preferred PO Delivery Method section, select one of the following radio buttons: Email, Fax or Hard Copy (selected by default).
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34. If applicable, click on the Quote Only radio button.
'Quote only' vendors are created for the purpose of entering tenders into the system and cannot be used in requisition, purchase order or invoice entries.
35. If applicable, enter the Purchasing Contact.
36. If applicable, enter the Purchasing Phone and Ext.
37. If applicable, enter the Purchasing Email.
Note: This field is mandatory when the Email radio button in the Preferred PO Delivery Method section is selected.
38. If applicable, enter the Purchasing Fax.
Note: This field is mandatory when the Fax radio button in the Preferred PO Delivery Method section is selected.
39. If applicable, enter the Payment Terms and/or Discount Rate(%).
Data entered in these fields will default on the Payment Terms and/or Discount Rate fields during purchase order entry.
40. If applicable, enter the F.O.B. (Freight/Free On Board).
Data entered in these fields will default on the F.O.B. field during purchase order entry.
41. If applicable, enter the Shipping Instructions.
Data entered in these fields will default on the Shipping Instructions field during purchase order entry.
42. If applicable, click on the Commodity Codes drop-down menu to select options.
43. If applicable, enter the Purchasing Comments.
44. If applicable, enter the Purchasing Instructions.
Data entered in these fields will default on the Purchasing Instructions field during purchase order entry.
45. If applicable, enter the Internal Note.
If data is entered in this field, a pop-up message will be displayed during purchase order and invoice entry.
46. If applicable, enter the User Defined Field 4.
47. If applicable, enter the User Defined Field 5.