The Vendor List page provides a place for you to manage you vendors. This page allows you to add, edit, or deactivate vendors. 


Searching for a Vendor


  • Vendor - Enter the name of the vendor for which you are searching. As with any other auto-fill field, selections that match your typed information will appear as you type. 
  • Deactivated? - Select whether to show, hide, or only include deactivated vendors. “Hide” is selected by default. 
  • Location - Select the location for which you would like to view vendors. 
  • Rows per Page - Select the number of vendors to display per page. “25” is selected by default. 
  • SHOW - Select SHOW to view the results.


Vendors Table 


The Vendors table includes a variety of information for each vendor. Numerous actions can also be performed on the Vendors table: 

  • Edit - If you select an underlined vendor or the pencil icon, you will be navigated to a new window where you can edit the vendor’s information. See Editing or Creating a New Vendor for more information on editing a vendor. 
  • # Locations - If you select an underlined number in the “# Locations” column, a pop-up window will appear that displays the locations that utilize that particular vendor. 
  • #VPI's - If you select an underlined number in the “# VPI” column, you will be navigated to the Vendor Purchase Items page with a list of all the VPI’s for that vendor. 
  • View Invoices - Selecting the green arrow icon in the “Invoices” column will direct you to the Invoice Details page for the selected vendor. Here, you will be able to view the last 10 invoices from the vendor. 
  • Deactivate - Select the red x icon in order to deactivate a particular vendor. After selection, a pop-up window will appear asking for confirmation of deactivation. Select OK to confirm deactivation or CANCEL to negate the deactivation.


Editing or Creating a New Vendor


To create a new vendor, select NEW VENDOR. To edit a vendor, select an underlined vendor name or select the pencil icon in the Vendors table. A new window will appear that will allow you to enter/edit the following information: 

  • Vendor - Enter the vendor name into the auto-fill field. Vendor Code: Enter/edit the vendor code. 
  • Terms - Enter/edit the vendor’s terms. 
  • Cash-And-Carry - If the vendor operates as a cash-and carry, enter/edit the appropriate GL Code. 
  • Allow Duplicate Invoices - Select whether or not to allow duplicate invoices. 
  • Allow Split Invoices - Select whether or not to allow split invoices. 
  • Default GL Code - Enter/edit the default GL Code in this auto-fill field. Note: This Code will automatically populate the GL Code field when manually entering invoice details for the vendor in question. This saves time when dealing with vendors that always have the same GL Code details. 
  • Exclude From Price Update - Select whether or not to exclude the vendor from price updates. 
  • EPO Requires Item Code - If a vendor requires that all VPI’s have an item code in order for an EPO (electronic purchase order) to be successfully sent, select this option. 
  • Batch Number Format - Select the default naming convention of the chosen vendor's batch numbers. If this is set to *AP Module Setting*, the vendor's Batch Numbers will conform to the format set in the 'Batches' section of the AP Settings page. 
  • Distribution Centers - Add a new distribution center or edit an existing distribution center. Note: This option is only available when editing a vendor. 
  • Name - Type in the name of the new distribution center. 
  • Code - Type in the code for the distribution center. 
  • SAVE / CANCEL - Select SAVE to save the new distribution center or select CANCEL to close the window without saving. 
  • Address - Enter/edit the vendor’s address. 
  • Country / City & State / Province / Postal Code - Choose/enter/edit the Vendor's Country, City & State / Province, and ZIP/Postal Code in the corresponding fields. The City & State/Province drop-down will update to reflect your chosen country. 
  • Phone - Enter/edit the Vendors address. 
  • Country / City & State / Province / Postal Code - Choose/enter/edit the Vendor's Country, City & State / Province, and ZIP/Postal Code in the corresponding fields. The City & State/Province drop-down will update to reflect your chosen country. 
  • Phone - Enter/edit the Vendor’s phone number. 
  • Email - Enter/edit the Vendor’s email address. Note: This field has a 250 maximum character limit. 
  • Disable Posting - Select whether or not to disable the ability to post invoices from the vendor. 
  • Disable Export - Select whether or not to disable the ability to export invoices from the vendor. 
  • Can Upload Invoices - Select whether or not invoices can be uploaded for the vendor. 
  • Disallow Creating PO - Select whether or not a purchase order and/or purchase order template can be created for the vendor. 
  • Show Last Ordered/Ordering Guide on PO - Select whether or not the Purchase Order Detail page displays the last ordered quantity amount per VPI. Additionally, if this option is selected, you will be able to view the Ordering Guide report. 
  • Require Form 1099? - Select whether the vendor will require a 1099. This will depend on the amount paid over the course of business - see the relevant IRS documentation. 
  • Add Another? - If this option is selected when you select SAVE, a blank New Vendor window will immediately open which will allow you to quickly add another new vendor. Note: This option is only available when creating a new vendor. 
  • Locations - A Locations table is displayed below the New/Edit Vendor window. This table displays all locations, their remit codes, and the distribution center that services each location. In order to assign the vendor to a location, select the box to the left of the specified location’s Remit Code. Select which distribution center will service a location using the ‘Distribution Center’ drop-down list to the right of the location name. Note: The ‘Remit Code’ field allows a maximum or 20 characters. 
  • ALL / CLEAR - The ALL button selects all locations. This is helpful if the vendor is being assigned to all or most locations. Select CLEAR to have all locations deselected. 
  • SAVE / CANCEL - When you are finished adding/editing a vendor, select SAVE to save to save the vendor’s information. Select CANCEL to return to the Vendor List without saving any changes.