A Vendor is any person or business that you would write a check to (example:  Paint Manufacturer or Power Company). Use this section to enter your Vendors into the system.

You may add new Vendors or edit existing Vendor information.

You may not delete a Vendor that has unpaid payables outstanding.

A Vendor Code is a code assigned to a specific vendor. The code may be up to 4 characters. (Example:  DUP = DuPont, FPL = Florida Power & Light)

1. The Account # is the account number your Vendor has assigned to your company.

2. Sort Codes are assigned by you to group Vendors into groups (example:  Fixed Overhead Vendors or Merchandise Vendors). These Sort Codes can be used in reporting. The Sort Code must already be set up in "Vendor Sort Code Entry" (7.6.2).

3. Name of the Vendor.

4 - 6. Mailing Address along with Zip/Postal Code, City and State where you would send payments.

7 - 9. Shipping Address where you would return merchandise to. If the Shipping Address is the same as the Mailing Address, you do not need to enter it.

If the Zip/Postal Code entered is already in the system, the city, state and country will be entered automatically. If the Zip/Postal Code is new to the system, the system will allow "Zip/Postal Code Entry" in SYSTEM MANAGEMENT (10.2.7.8) to fill in the appropriate information.

10. The system will default to the telephone area code of the store set up in “Location Entry” in SYSTEM MANAGEMENT (10.2.5.1 field 5), whenever you enter a 7-digit phone number. The first phone number should be the phone number you use to place orders. This phone number will be printed on the Purchase Order. Enter other phone numbers such as: fax, office, warehouse, sales, cellular, beeper, and home.

               

Free Freight Minimum - Enter Minimum Purchase order amount to receive free freight from this vendor. Enter <L> to setup Lead Time, Safety Stock, Order Frequency, and Free Freight Minimum by Location.

As with Lead Time, Safety Stock, and Order Frequency, option <L> will take the user to the location-specific setup screen. Be advised that all location-specific parameters should be setup for the location(s) being modified, even if the user is interested only in setting up the Free Freight Minimum.

In Purchase Order Entry (3.2.2), when the user <R>eleases a PO, the total will be compared to the Free Freight Minimum. If the total is below the Minimum, a warning message will display along with a prompt asking the user if they want to continue.

In Generate Automatic PO (3.2.1), a similar warning message will be displayed prior to displaying the newly created PO.

The Account Number is the General Ledger Account that you normally Debit in Accounts Payable. This is used in "Voucher Entry" (7.1.1 field 12). The description will automatically be displayed. You may have multiple account numbers. The account may not be a "Header" account. If an Account Number is entered, the Percentage is mandatory.  Enter in the percentage to post, and press <ENTER>. If there is only one account, this amount will be 100. The percentage must total to 100.

The Normal Term is the Payment Terms for this Vendor. The Payment Term Code must already exist in the system. Please refer to "Payment Terms Entry" in ACCOUNTS PAYABLE (7.8.1). The description will automatically be displayed.

It is important that you enter in the Lead Time, Safety Stock and Order Frequency for calculation when using "Update Order Level and Stock Level Based on Sales History" in PURCHASING (3.4.1.2).

The Lead Time is the number of business days from the time you place an order that it "normally" arrives at your Location.

The Safety Stock is the number of business days worth of extra stock that you want on your shelf. This is used during periods of expected delays for deliveries. The Safety Stock may be zero (0).

               

The Order Frequency is how often you place an order, in business days. (Example: one month is 20, one week is 5.) 

       

There is an option in the Lead Time, Safety Stock and Order Frequency fields that allow you to input these values by Location. Enter <L> and press <ENTER>. Enter the Location to setup the parameters and press <ENTER>. If the Location does not exist, then the system will default back to what is in the fields. These values are used when calculating Order Level and Stock Level, as well as Purchase Order Due Date.

The 1099 Misc Vendor Number allows you to print a 1099-Misc form totaling all the checks written to this Vendor for the calendar year.

The Vendor Tax ID Number/Vendor Social Security Number is a display-only field. This number will be printed in the Detailed Vendor Listing (7.6.4). To setup the secure the Federal ID #/Social Security # field in Vendor Entry (7.6.1 field 18) and the Vendor Listing (7.6.4) go to AP Setup (10.2.1 field 15)

A freeform Vendor Comment may be added to each Vendor's file. Type CO at the “Enter Selection” prompt and press <ENTER>. The text will automatically go to the next line without having to press <ENTER>.  You may print your Vendor Comment. This will print on your assigned System printer. Type PC and press <ENTER>. The comment will now print on the assigned System Printer.

You must Save the Vendor Entry to save the comment.

Transfer Format - FTPEDI format (3.5.1.1, 7.6.1 field 19) - Has secure transmission options

       *Enter Transfer Format. Valid entries are <FILE>, <PS>, <FTP>, <MISG>, <3MD>, <PPG>, <PPG2>, <FTPEDI>, <FILE2>

The only other entry required to use <FILE2> will be field 25:

       * Enter an existing Local Directory Path to store transfer files in (Ex. D:\PO.TRANSFER). Transfer results are usually stored in a subdirectory within this directory called RESULTS (Ex. D:\PO.TRANSFER\RESULTS).

       *Prefix <ACCU:> to the path if AccuTerm is being used.

This will cause the Electronic PO file to be written to the directory on the main server if a directory path is entered; however, if you use the ACCU: prefix then the file will be transferred through AccuTerm to the user's local system.

If using <FILE2>, the RESULTS subdirectory is not used.

This will produce a simple 3 column tab delimted file with Part Number, Quantity Ordered, and Unit of Measure.

Source part number and other vendor part number conversion options will be used.

Ex: if the mfr code is not needed then enter a DROPMFR command in the Vendor Conversion Functions. Similarly, if the unit of measure is not needed, then use the DROPUNIT command.

The second, third and fourth page of the Vendor Entry is used for Electronic Purchase Order Transfers.

Perfection Software works with many Paint Manufacturers to transfer Purchase Orders Electronically. The Electronic Purchase Order Transfer must be setup prior to use. This is done on page 2, 3 and 4 of Vendor Entry. Most Vendors will contact you directly to setup this program. NOTE: You must be on the Windowû version of Perfection Management.

There is a field (29) to enter in the vendor’s email address and a short description on page 3. You may email directly through the Fax Program by entering the email address at the <F>ax option. The fax image will be emailed. If an email is entered at this option that does not exist in Vendor Entry, you have the option of adding it at that time.

The Remittance Format field (31) allows you to either Automatically Email or Automatically Fax remittances. When choosing to Automatically Email or Fax, you will email or fax the Remittance to the Vendor when a Check is posted for this Vendor. Manual Check Remittances will not be sent. When emailing, the first email address setup in the “Vendor Entry” (field 29 page 3) will be used. NOTE: Emailing and Faxing requires optional software (ActiveFax) and additional setups. Please call the Perfection Software Sales Department for more detailed information.

You may change (copy) a Vendor Code to a new Vendor Code. This replaces the Vendor Code in all files where the old Vendor Code resides. Type C at the “Enter Selection” prompt and press <ENTER>. This process should be performed while no one is using the system, i.e. after business hours.