VENDOR UPDATE - Manufacturer

Pear Tree
2016-11-10 15:47

VENDOR UPDATE

 

Vendors are companies and people that you purchase products from for your dealership. Peartree Dealership tracks vendors in a similar manner to customers. 

 

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Any field with an asterisk (*) is mandatory.

 

Vendor ID:  (If the Vendor ID is not known, the User can click on the Underlined title and bring up a list of Vendors already added to the system.)

-        Manually type in the ID for a New Vendor or click New to create a system generated ID.

-        Field is alphanumeric.

-        There is no limit on the characters.

 

Name:  Mandatory

-        Some form of ID MUST be used.

-        If it is a business, the business name can be put here.

-        Alphanumeric.

-        No limit on characters.

-         

Alt Name:

-        Alternate name.

-        Manually added.

-        Alphanumeric.

-        No limit on characters.

 

Address: Mandatory

-        Alphanumeric.

-        No limit on characters.

-        Can be a PO Box or a Street address.

 

 

City: Mandatory

-        Alphanumeric.

-        Unlimited characters.

 

State/Province: Mandatory

-                 Alphanumeric.

-                 Two characters.

-             Codes found in State Code Table.

-             If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).

-            Either enter the Code manually or use the Underlined link to choose from the Table.

 

Country:

-        Select from dropdown.

-        If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).

 

Zip/Postal:  

-        Alphanumeric.

-        For Canada, MUST be entered in the Canadian Format:  X9X 9X9.

-        If entered incorrectly, the following Error Message will appear.

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        -         For US, MUST be entered in the US Format:  99999 or 99999-9999.

        -         If entered incorrectly, the following Error Message will appear.

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**** State/Province, Country and Zip/Postal must match.  If a State Code is used, the Country must be US and a Zip code used.  If a Province Code, the Country must be Canada and a Postal Code used.  If they do not match, a warning Error will appear.  ********

 

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Comments:

-        Any further information about this vendor can be entered here.

 

Sublet Mark Up %:

-        The extra cost charged to a customer if any Sublet work is contracted out to this Vendor.

-        Vendor amount + the Mark Up amount.

 

Tax Code:

-        Select the appropriate sales tax from the dropdown to apply to this vendor’s invoices.

-        If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Codes).

 

Discount Percent:

-        If a Vendor gives you a Discount for prompt payment, enter here.

-        Numeric only.

-        If anything else is entered an Error message will appear.

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-        Must be less than 100 or an Error message will appear.

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-        Must not be negative or an Error message will appear.

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Discount Days:

-        How many days before the Discount is no longer valid.

 

Due Days:

-        Number of days from the invoice date to when the payment is due.

-        Numeric only or an Error message appears.

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-        Must not be a negative number or an Error message appears.

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Payment Terms: 

-        Reference field for the User.

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

 

Credit Limit:

-        The maximum funds the vendor will let the Dealership charge on account.

-        Not filled in means Unlimited Credit, not no credit.

-        Numeric only or an Error message appears.

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-        Must not be negative or an Error warning appears.

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-         Unlimited field.

 

Payables Code:

-        Can be changed from the default showing using the dropdown.

-        If the proper Payables Code is not showing, it can be added to the applicable Table (Finance – Payables – Administration – Payables Code).

-         

Bank Name:

-        Display only

-        Added from Finance – Payables – Administration – Bank Codes Table.

 

Funds Code:

-        Defaults  from Finance – Payables – Administration – Bank Codes.

-        Cannot be edited from the Vendor Update window.

 

GST Registration:

-        GST Registration number.

 

Manufacturer:

-        Use only if the Vendor is also a Manufacturer.

-        Enter the corresponding Customer ID number for the Manufacturer.

-        May or may not be the same as the Vendor ID.

 

Manufacturer Name:

-        Will default in from the Customer’s ID.

-        Cannot edit in this window.

 

Vendor Account No.:

-        The Vendor’s account number for the Dealership.

-        Freeform.

-        Alphanumeric.

-        Not linked to anything.

 

Default GL Account (for invoice update):

-        The account these charges are normally posted to in the General Ledger.

-        Enter manually or use the Underlined link to choose from the Table.

-        Can be overridden on the Accounts Payable invoice.

 

Contacts

 

Contact:

-        Alphanumeric.

-        Unlimited space.

-        Manually enter Contact Name.

 

Contact Phone: 

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Manually enter Contact number.

 

Contact Cell:

-        Formatted.

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-        If incorrect format is used, an Error Message will appear.

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Contact Email:

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Manually enter.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        Any new information will be lost if it has not been submitted.

 

Delete:

-        Deletes the Vendor from the system.

-        System checks for any history.

-        If there is a history, must make Inactive instead.

-        Loses all information for this Vendor.

 

 

 

 

 

 

 

 

 

 

 

 

MANUFACTURER

 

Manufacturers are Vendors, since the Dealership purchases Units and Parts from them for re-sale. But they are also the Dealership’s customers because they are billed for warranty work.   Manufacturers must be entered into Peartree Dealership as both a Vendor and a Customer.

 

Customer Update

Enter the Manufacturer’s information, as for a retail customer, but pay special attention to the following fields.

 

Surname:

-        Fill in the Business name.

-        Leave other name fields blank.

 

Customer Type:

-        Choose Manufacturer from the dropdown.

 

MFG Labour Rate: Mandatory

-        Dictates how much the Manufacturer will pay per hour for Warranty services.

-        Will be in the currency of the Funds Code.

 

Price Code: Mandatory

-        There are five Price Codes.

-        Every Part has potentially five Prices.

-        The Manufacturer will almost never be set to Price.  They set their own price.

 

Vendor Update

Enter the Manufacturer’s information, just as you would if they were a Vendor, but pay special attention to the following fields.

 

Vendor Code:

-        Can use the Manufacturer’s Customer ID or enter a different code.

 

Funds Code:

-        Must be the same as the Customer.

 

Manufacturer:

-        Enter the Manufacturer’s Customer ID.

-        Can use the Underlined link to see the Customers listed as Manufacturers in Customer Update.

-        Vendor must be listed as a Manufacturer in Customer Update in order to appear in this Table.

 

Inventory – Units – Update – Update (Tabbed)

 

Mfg Code:

-        Manufacturer’s Customer ID Code.

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