Entering Miscellaneous Vendor Information

Field

Description

Initial Status Override

Enter one of the following to override the default P/O entry status for this vendor:

• V – Vendor Shipment Notification – The vendor confirms the shipment.

• O – Open Purchase Order – Returns the setting to the default setting of Open.

• B – Request for Bid – Enters the P/O as a bid.

• X – Canceled – Sets the status to Canceled. For example, if you have a fictitious vendor for training or testing purposes, set the status to X, so settings and transactions for this vendor do not enter the system.

Override GL Account Number

Enter the GL account number for which to post a received purchase order. This prevents it from posting to Un-billed Accounts Payable.

Typically when a purchase order is received, the amount of the order is posted to UBAP (un-billed Accounts Payable). Then the purchase order displays in A/P Entry and a payable is created for an equal amount that offsets the entry in UBAP.

When you enter an override general ledger account in this field and a purchase order is received, the amount of the order is posted to the override general ledger account, but not to the UBAP. In turn, this order does not show up in A/P Entry and no payable is made for the purchase order.

Print Status Override

Enter one of the following to determine how to generate documents for vendor transactions:

• Y – Prints the item immediately.

• N – Does not print the item.

• F – Faxes the item.

• A – E-mails the item.

• H – Sends the item to your Hold file.

• E – Sends the item via EDI.

If this field is left blank, the system uses the setting defined in the Default Print Status To "E" For All EDI Vendors control maintenance record. However, if the system sent an 850 for the original order generation, the system will not populate any new generations created for that order during receiving with E, even if the Print Status Override field and/or this control maintenance record are set to Y.

Certificate of Insurance Received Date

Create tracking tools for Certificates of Insurance and W-9 forms that you receive annually from each vendor. These forms assist A/P with maintaining vendor records.

Freight Days

Used for EDI transactions only.

Enter the number of days to add to the vendor's ship date to determine the expected receive date for a purchase order.

The system uses the following logic to determine the correct ship date on the purchase order:

• For the EDI 856 Advance Ship Notice, the system adds freight days to the ship date.

• For an 855 VMI P/O Acknowledgement, the system adds the number of days entered here to the ship date on the purchase order.

Cage Code

Assign a cage code if your company buys parts for military (milspec) projects.

You are legally required to identify authorized suppliers to the military. If your company buys parts for military projects, you may need a vendor or manufacturer's default quality rating required by the government. The system uses this cage code in the Detail Lot Maintenance programs.

Consignment Inventory

Enter one of the following:

• Y – Sets up this vendor for vendor consignment inventory. This setting activates the Consignment Transfers field.

• N – Does not set up this vendor for vendor consignment inventory.

Consignment Transfers

Enter one of the following to determine what happens to consignment items on a transfer order:

• Leave the field blank –  The system uses the setting in the Default Vendor Consignment On Transfers control maintenance record.

• Consigned to Inventory  – The system adds the item to regular inventory in the receiving branch.

• Consigned to Consigned – The system adds the item to consignment inventory in the receiving branch.

Exclude from Index

Exclude the vendor from the search index and emergency procurement list by entering Y, otherwise enter N.

Set this field to Y if:

• This vendor is a ship-from-only account.

• The Exclude From Ship-To/Ship-From Selection If Excluded From Index control maintenance record is set to Y.

• This ship-from account does not display in the ship-from selection list when creating a new purchase order.

If this vendor is a ship-from-only account, this field is set to Y, and the Exclude From Ship-To/Ship-From Selection If Excluded From Index control maintenance record is set to Y, this ship-from account does not display in the ship-from selection list when creating a purchase order or when querying for emergency procurement vendors.

Time Zone

Enter the vendor's time zone. The time zone displays in the header of the Vendor Activity Log Tracker Entry screen of each tracker created for this vendor.

Freight G/L Override

Active for freight vendors only. Press F10 and select the vendor's G/L account to use for freight.

Target Type

and

Target

Enter the minimum purchase amount for a target type to prevent the release of purchase orders when vendor-specific target amounts have not been met.

Ordered With/Order ID Required

Determine the requirement for entry in the Ordered With field or Order ID field on the Purchase Order Entry Header screen for this vender by entering one of the following:

• None – Neither the Ordered With field or the Order ID field is required.

• Ordered With – Only the Ordered With field is required.

• Order ID – Only the Order ID field is required.

• Both – Both the Ordered With and Order ID fields are required.

No Order Entry

Enter one of the following to define whether to create purchase orders for this vendor:

• N – Purchase orders are created for this vendor.

• Y – No purchase orders are created for this vendor. In Purchase Order Entry, if you enter a vender with this field flagged, the system prompts you to enter a different vendor. For example, you would never create purchase orders for pay-to only vendors.

Note: Entering Y in this field makes the vendor unavailable for display in A/P Entry.

ASL Vendor Type

Enter the ASL type for this vendor. ASL types are defined in the Valid Vendor ASL Types control maintenance record.

Allowed Pricing Variance%

Select and enter the variance percentage or dollar amount the system uses when evaluating inbound 810s and 855s.

• For 810s, the variance is the percentage or dollar amount by which the discount amount on an inbound EDI 810 invoice can vary from the discount amount on the EDI 850 P/O to which it is being matched without the system flagging the transaction for review. If the invoice discount amount is within the variance specified, then the invoice will match. The system checks the Allowed Pricing Variance% field only when an invoice (810) comes in and matches against a P/O (850) and the only difference is between the invoice discount amount and the P/O discount amount.

• For 855s, the variance is the percentage or dollar amount by which a price on the 855 can vary from the corresponding price on the P/O to which it is being matched without the system flagging the transaction for review due to a pricing discrepancy. If all pricing discrepancies fall within the pricing variance, the system treats the 855 as a perfect match.

Select one of the following:

• D - Dollar Amt – The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.

• P - Percentage – The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.

• N - None – The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.

Create A/P Invoice When Booking Rebate Letter of Credit

Enter one of the following to determine whether the system should also create a credit accounts payable invoice, known as a vendor debit when a letter of credit is created:

• N – The system creates a letter of credit for this vendor. This is the default.

• Y – The system creates a credit accounts payable invoice for the amount of the rebate, automatically reconciles the letter of credit, and creates letters of credit depending on the entry in the P/O Creation (Single/Split) field in the Customer Sales Rebate Report for booking letters of credit:

• Single – The system creates one credit purchase order for the branch entered in the Posting Branch field on the Booking Letter of Credit screen.

• Split – The system creates one credit purchase order for each branch requesting a rebate claim.

Note: This field applies only to pay-to vendors.

Manufacture Uniform Code Council (UCC)

Enter the manufacturer uniform code council.

Access this field by using the Misc Vend Info II hot key from the Miscellaneous Vendor Information I screen.