Editing a Vendor Master begins by pressing [Insert] or [Change] from the Vendors Browse.
General Fields
| NAME | The name of this Vendor. |
| ID | The unique Vendor ID which identifies this record throughout Simple Accounting. |
| TYPE | This field can be used to classify Vendors into two categories: Trade (T) or (N)on-trade. You can toggle the display of non-trade vendors in this browse when selecting Vendors. This can speed up the selection of Vendors for transactions where you only wish to view Trade vendors.  Turn the display off by right-clicking on the Vendors Browse. |
| ADDRESS | The Address of this Vendor. |
| STATE | The State of this Vendor Address. |
| POSTAL CODE | There is room for a ten-digit code.
The lookup database only validates five-digit United States Zip Codes. |
| PHONE # | The Phone Number of this vendor location. |
| FAX # | The Fax Number of this vendor. |
| BILLING # | The specific phone number and extension for the billing department if there is one for this vendor. |
| INTERNET | The vendor’s website URL may be entered here. Example: www.myvendor.com.
Right clicking on this field will launch your web browser and take you to this web site. |
| CONTACT | The Contact Person for this vendor. |
| TITLE | The contact person’s job title. |
| The contact’s email address. Example: john@myvendor.com
This address is the default for sending Purchase Orders and other vendor documents via the E-Mail Transaction Interface. |
|
SHIP FROM  |
Each vendor has a single Bill To address, which by default is the shipping address. However, every vendor can be also linked to an unlimited number of Sites (Alternate Shipping Addresses.) button at the top of the Vendor Browse. Simple Accounting makes no internal distinction between a Ship To Address and a Ship From Address. Each is simply a location or Site. It is quite possible to order product from one vendor then ship it to another vendor for further processing order storage (bindery, imaging, etc.) which is why we prefer the term Site which simply means a place that products may be delivered to, shipped from, stored at, or used by. |
| SHIP VIA | The default shipping method for this Site. All Products assigned to this Vendor are automatically assigned this shipping method. |
BILLING CONTACT  |
Select the Contact Person for billing questions. |
SALES CONTACT  |
Select the Contact Person at this Vendor for sales questions. |
Tabs
| EXTRA TAB | |
| TERMS ID | Enter the payment Terms ID for this vendor. This field draws the correct information into your purchase orders from the FILES|Terms. A field lookup button is available to choose a TERMS ID or insert a new terms record. |
| GRACE DAYS | Enter the number of days this vendor still allows as a grace period to still take discounts past the stated terms. |
| DEFAULT G/L ACCOUNT | Invoices with this Vendor ID. It does not apply to vendor invoices automatically entered for you from sales orders. The default value is the Default CoGS account you entered into FILES|Setup Global Options. |
| SHIP VIA | The default carrier for products ordered from this Vendor ID. This will be the default on any Vendor Purchase Orders sent to this vendor. |
| CATEGORY | This field allows you to categorize each Vendor for reporting purposes. It is not required and is not involved in any transactions. |
| CREDIT LIMIT | Your credit limit with this vendor. When you enter vendor invoices, the system will warn you with a dialog box if the amount of that invoice, plus your total balance with the vendor, places you over your credit limit. Set to zero to disable this warning. |
| COMMISSION TABLE ID | Select a Commission Table ID for this vendor if the Vendor ID is used for calculating commissions. |
| CUSTOMER ID | Your Customer ID or Account # in the vendor’s accounting system. This can usually be located on a vendor statement or invoice. By default, this field prints on A/P Checks at the bottom left. |
| NOTES | Enter any general notes concerning each Vendor ID in this tab. These notes do not appear on any Simple Accounting documents. |
FAVORITE PRODUCT TYPES
Simple Accounting lets you select the Product Types specialized in by this Vendor. When you create a new Request For Quote, Simple Accounting can then automatically help you choose these Favorite Vendors by either:
- Auto-populating the RFQ with the all the Vendors you have chosen as Favorites for the selected Product Type.
- Limiting your choice of Vendors to just those Vendors linked to the selected Product Type.
Last Revision: 11.6.2013
