Vendor
The Vendor is the supplier as one record for the whole group of companies: who it is, where it is, how to reach it and where to pay it. A vendor is used by a company only after it is released there on Release Vendor In Legal Entity, which holds that company's terms.
What it is for
Several companies can buy from the same supplier. The Vendor holds what is the same everywhere. What differs per company (payment term, tax zone, posting) is on the company record.
Two ways to create a vendor:
- Here, then release it into each company on Release Vendor In Legal Entity.
- In one go on Vendor In Legal Entity, which creates this shared record by itself when the number is new.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Vendor | The vendor's number | Typed or from the number range, locked after save. The same number twice is refused |
| Name | The vendor's name | Required. A second person vendor with the same name and relation name is refused |
| Vendor Category | A person or an organization | Required. Person shows the Person Information tab. Locked after save |
| Vendor Group | The group it belongs to | Required. The group decides the payable account and which registrations and address details are required |
Basic Data
No of Employee, Language, Industry, Country, Authorization Key, Bid Only, One-time Supplier, Multinational, Owner is Disabled, Opening Time, Closing Time. They describe the vendor and are copied to the company record. Nothing in Payables acts on them.
Person Information
For a person vendor: Middle Name, Middle Name Prefix, Last Name.
Address
One line per address: Name of Address (required), Purpose, Address, Country Region, Country, State, City, Person, Mobile, Phone, Email, Tax Zone, Private, Primary For Country, Primary Address. One address may be Primary Address, and one per country Primary For Country. A line marked Primary For Country needs a Country.
Contacts
Contact Nature (required), Contact, Person, Extension, Applicant ID, Primary. One primary per contact nature.
Bank Information
Bank, Account, IBAN, Currency, Primary For Currency, Notes. One primary per currency.
Registration
The vendor's tax and trade registrations: Registration Group, Registration Authority, Registration Number, Registration Status, Date of Registration, Date of Expiry, Primary, Active, Registered. A vendor group can make some of them mandatory.
Portal
Portal Enabled, Portal Password, Override Portal Setting, Dashboard Period Type, Default Page, Allow All Companies and the Company Access grid. They give the vendor a login to the vendor portal and say which companies it sees.
On hold
The On Hold button opens a list of Process Code, Reason, Release Date and Line Text. Nothing in the system reads it today: it does not stop orders or payments.
How to configure it
- Set up Vendor Group first; it decides the payable account and required registrations.
- Hide or make fields mandatory per company in Account Payable Setting.
Scenarios
- A group of three companies buys packaging from one supplier. Create the vendor once here. Release it into each company with that company's payment term.
- A one-off purchase from an individual. Category Person, tick One-time Supplier, release it into the company.
What it is connected to
- Release Vendor In Legal Entity: the vendor in one company.
- Vendor Group: its group.
- Purchase Order in Purchasing, and Item Receipt for Purchase Order in Inventory.
- Organizational Structure Setting - the address purposes and contact kinds the address and contact grids offer.
- Registration Group, Registration Authority, Certification and Industry - the masters behind the registration lines and the Industry field.
If something looks wrong
- "Similar Vendor No. already exsists" The number is taken.
- "Vendor already exists with this name: ..." A person vendor with the same name and relation name exists. Search for it before creating another.
- "Address - only one address can be marked primary" Untick the others.
- "Line ID: ... - Contact Nature cannot be empty." Pick the contact nature.
- "Bank Information - only one Currency can be marked as primary for Currency, based on Currency" One primary bank account per currency.