Entering Additional Vendor Information

Enter additional details into a vendor record that can be used for reporting or sorting purposes on the Miscellaneous Vendor Information screen.

For information about overriding forms at the vendor level, see Changing Default Form Types in Eclipse Forms.

To enter additional vendor information:

From the Maintenance menu, select Vendor to display the Vendor Maintenance window.
In the Vendor field, enter the vendor's name to display the customer record.
Select Additional > Additional Vendor Information to display the Additional Vendor Information dialog box.

On the Main tab, enter data in the following fields, as needed.

Field	Description
Initial Status Override	Enter one of the following to override the default P/O entry status for this vendor: 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. V - Vendor Shipment Notification - The vendor confirms the shipment.
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 Vendorscontrol 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 Yes.
Time Zone	Enter the vendor's time zone. The time zone displays in the header of the Vendor Activity Log Tracker Entry dialog box of each tracker created for this vendor.
Procurement Priority	Define a color, which corresponds to the vendor's procurement priority number, to display in the Procurement Confirmation queue (Purchase -> Queues -> Procurement Confirmation).
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.
Freight G/L Override	Active for freight vendors only. Select the vendor's G/L account to use for freight.
ASL Vendor Type	Enter the ASL type for this vendor. ASL types are defined in theValid Vendor ASL TypesValid Vendor ASL Typescontrol maintenance record.
	Enable 856 Advanced Shipping Notice In RF Receiving
Vendor Minimum Target Warning Level	Enter the minimum for a target type after which a warning displays to the user defining the vendor minimum target required for ordering products from this vendor.
Vendor Target for Prepaid Freight	Sets the display for the Vendor Minimum $ column in Line Item Sourcing. Since a vendor may have a minimum purchase order value that must be placed as well as a minimum for freight prepaid costs, use this field to specify the vendor minimum for prepaid freight in the vendor file. This value and the vendor minimum target assist salespeople when expediting orders.
E-mail Print Style Override for P/O	Override a vendor's default print style set in printer maintenance..
E-mail Print Style Override for Direct P/O	Override a vendor's default print style for direct orders set in printer maintenance.
Tiff/PDF Options	Overrides the setting in the E-mail Attachment Settingscontrol maintenance record for this vendor for all purchase order documents generated and sent using e-mail. Select from the following options: Tiff of Print Form - Creates a .tiff image file using the Print form. Tiff of Fax Form - Creates a .tiff image file using the Fax form. PDF of Print Form - Creates a .pdf file using the Print form. PDF of Fax Form - Creates a .pdf file using the Fax form. Note: This setting is only available if you are not running Eclipse Forms.

The view-only TPCx Rationalized check box indicates that this vendor is set up as a trading partner in Trading Partner Connect.

Select the Consigned Inventory check box to set up this vendor for vendor consignment inventory. This setting activates the Consignment Transfers field, where you 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 Transferscontrol 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.

In the Allow Pricing Variance field, 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:

Dollar Amount - The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.
Percentage - The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.
None - The system flags the transaction for review when the difference is greater than the dollar amount you specify in this field.

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

N - None - Neither the Ordered With field or the Order ID field is required.
W - Ordered With - Only the Ordered With field is required.
I - Order ID - Only the Order ID field is required.
B - Both - Both theOrdered WithandOrder IDfields are required.

Select the No Order Entry check box to restrict the creation of purchase orders for this vendor. For example, you would never create purchase orders for pay-to only vendors.

Note: Selecting this check box makes the vendor unavailable for display in A/P Entry.

To exclude the vendor from the search index and emergency procurement list, select the Exclude from Index check box. Select this option if:

This vendor is a ship-from-only account.
The Exclude From Ship-To/Ship-From Selection If Excluded From Indexcontrol maintenance record is set to Yes.
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 checked, and the Exclude From Ship-To/Ship-From Selection If Excluded From Indexcontrol maintenance record is set to Yes, 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.

In the Create A/P Invoice When Booking Rebate Letter of Credit field, do 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:
Deselected - The system creates a letter of credit for this vendor. This is the default.
Selected - 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

Select the Avoid loading Open Orders when A/P Entry is opened check box if you do not want the
open orders to load when you open the A/P Entry window and select the vendor. The open orders then loads when you select the Open Orders tab.
In the Cage Code field, enter 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.

In the Tax Information area, enter the following as needed:

To...

Do this...

include this vendor in the1099 Summary report.

enter the vendor's 1099 tax number in the Vendor 1099 Tax ID field. For report information, see Vendor 1099 Summary Report.

not allow tax capitalization for this vendor.

Tax capitalization distributes tax evenly for items on a purchase order when calculating landed average cost for this vendor.

select the Disallow Tax Capitalization check box.

Note: The Capitalize Tax on Purchase Orders control maintenance record must be set to Yes to enable this functionality.

In the Received Dates area, enter the following as needed. These forms assist A/P with maintaining vendor records:

To...	Do this...
create tracking tools for W-9 forms that you receive annually from each vendor	the date you receive W-9 forms in the W-9 Forms Received Date field.
create tracking tools for Certificates of Insurance that you receive annually from each vendor	the date you receive the Certificate of Insurance in the Certificate of Insurance Received Date field.

In the UET Early Days Allowed and UET Late Days Allowed fields, set the number of days before and after the due date that a shipment can arrive from a vendor without creating an unquality event.
Save your changes and exit the window.