* Suppliers & Vendors

Suppliers & Vendors - Common Tasks

Ways to Find a Supplier/Vendor   

• Using Shortcut Keys: F4
• From the Contacts Menu: Select Find Supplier/Vendor
• From the Supplier/Vendor screen: Press the Find button.
• From the List of Suppliers & Vendors screen: Click on the Magnifying Glass button next to the selected Supplier/Vendor.
• From a Purchase Order screen: Click on the Magnifying Glass button next to the selected Supplier/Vendor.

How to Delete a Supplier or Vendor

How to Delete an Entire 'Supplier or Vendor' Record

On the Supplier or Vendor record, click on any of the Supplier or Vendor name or address  fields and then click the Delete button. (Note: To preserve the  integrity of the database, you cannot delete a Supplier or Vendor record that  has been used on any of the Sales screens).

How to Delete a Single 'Contact' Record

Each Supplier record can have an unlimited number of related 'Contact' records.  To On the Supplier record, click on the Contacts tab, then click on the individual contact that you would like to delete and then click the Delete button.

Printing Records and Reports

How to print a Supplier or Vendor Record

On the Suppliers record, click the Print button.

Supplier and Vendors Screen Tabs

To Select Which Tabs are Visible

• Open the Company Setup and Preferences from the Tools Menu.
• Select the Suppliers Tab
• Click into any of the check boxes to activate the desired screen
  

Contacts (tab)

• You track as many individual contacts related to the company as you would like using the Contacts tab.
• To Add or Edit a Contact record click the Edit button > Add a new Contact on the first available empty row (or edit the fields as necessary)
• To Delete a contact record, click on the contact record that you would like to delete and then click the Delete button.
• To schedule an activity for a contact right-click on the contact record and select Add New Activity.
• To post a completed activity for a contact right-click on the contact record and select Post New Activity.
• To send an email to a contact right-click on the contact and select Send Email.

Activities (tab)

• The Activities tab displays all activities related to the Supplier/Vendors record that you are viewing.
• The only difference between Scheduling an activity and Posting an activity is whether or not the Activity Completed is checked or not.
• To schedule an activity for a contact right-click on the contact record and select Add New Activity.
• To post a completed activity for a contact right-click on the contact record and select Post New Activity.
• To edit an existing activity simply right-click on the activity and select Edit Current Activity.  Click OK (or close the Activity) to save your changes.  You can also edit an activity by clicking on the  button next to the Activity.
• To post an existing activity simply right-click on the activity and select Post Current Activity.  Click OK (or close the Activity screen) to save your changes.
• You can sort or filter the Activities list by right-clicking on any of the Activity records.
• You can toggle the list of activities by selecting the Display selection box and selecting between All, Activities, and History.  (Activities displays the Open Activities. History shows all completed (posted) activities). 

Purchase Orders (tab)

• Purchase Orders Tab: displays all of the Purchase Orders that are related to this Supplier or Vendor.
• Purchase Order Numbers: This shows all of the PO Numbers associated with the Supplier or Vendor.
• PO Date: Shows the date of each PO.
• Supplier: Shows the name of the supplier.
• Ship To: Shows where the PO was shipped to.
• Total: Shows the PO total.
• Received: Shows if this PO has been received
• Paid: Shows if the PO has been Paid
• To Access a Purchase Order: click on the Mag Glass button to the left of the PO Number
• To Print a Specific PO: click on the Mag Glass to the left of the PO number and then select print from the Purchase Order Screen that opens
  

Payments (tab)

• Payments Tab: displays all of the payments related to this supplier or vendor
• In the Display Drop Down box     you can select ALL, Paid, Unpaid to view only the payments that you are trying to find.
• Payments will be displayed with the Invoice Number, PO Number, Invoice Date, Due Date, Amount, Discount Taken, Amount Paid, PD check box, and Check Number
  

Financial Info (tab)

• Financial Info Tab: will display all of the financial information related to this Supplier or Vendor
• Payment Terms: This is where you can set the payment terms that you have with this Supplier or Vendor
• Credit Limit: This is where you can set the Credit Limit that you have with this Supplier or Vendor
• Minimum Discount Amount: This is where you can set the minimum amount that you need to order to get the discount that you have with this Supplier or Vendor
• Discount Notes: This is where you can put any notes that you need in regards to this Supplier or Vendor
• Federal Tax ID: This is where you can put the Supplier or Vendors Tax ID (1099 Purposes).
• State Tax ID: This is where you can put the Supplier or Vendors Tax ID (1099 Purposes).
• Shipped Via: This is how they will ship items to you by default
• Added Cost Template: This is where you set up the know costs of doing business with a supplier. If you are importing sea containers from Asia you will need to include all of the associated cost of getting the shipment to your warehouse.  http://osskb.host4kb.com/article/AA-01931  (See this KBA for more details).
• Default Inventory Account: when setting up a supplier the Default Inventory and Discount Accounts need to be selected, (These will be Asset Accounts).
  

Notes (tab)

• Notes About the Supplier or Vendor: This is where you can put the notes you will need to remember about this Supplier or Vendor
• POP-UP Note: these will be displayed whenever you using this Supplier or Vendor
  

Documents (tab)

• Documents Tab: shows where you have stored all documents associated with this Supplier or Vendor
• You can create folders and documents from this tab by selecting the different Icons IE: Folder Icon or the Word Doc Icon

Remit To (tab)

• Remit To: Shows where you need to send Payments or Bills to for Suppliers or Vendors.

Suppliers Summary Lists

• Summary Lists: Press Shift + F4 at the same time to access the summary lists.
• More Summary Lists: Click the down arrow in the top left corner of the summary list window.
  

How Do I Setup New GL Accounts For Suppliers or Vendors?

How Do I Create A New GL Account In My Chart Of Accounts?

• Click Here
  

How to Handle a Refund from a Supplier or Vendor

2 Options for Handling a Refund from a Supplier / Vendor

FIRST (Better Paper Trail)

    You will create an RMA(return merchandise authorization) and mark the RMA received which will take the inventory back out of stock.
    You may have already done this when you sent it back.
    Then you can create a AP Bill for the RMA which would create a negative Bill/Credit.  The Credit should be crediting the inventory account or I am assuming it is.
    Then when you make the deposit for the Check that they sent you back you will use the Inventory account or what ever account you used for the credit as the credit account on the deposit.
    To clear the Credit out of your Bills you will need to create a positive Bill for the exact amount and then use the paybills one supplier and using the zero payment option apply the credit bill to the positive bill.

SECOND

    Go into the inventory item and make an adjustment to take the items out of stock.  This will create an inventory adjustment in the GL for the items being removed from inventory account and cost of goods sold.
    Go to the banking and deposit the check using the Cost of Goods sold account as the GL on the deposit.