Managing Vendors

The Vendor section of Deacom is used to create and modify vendor records as well as vendor parts and pricing.

Process Definition:

Vendor records contain several order defaults fields which provide the default values when the vendor is selected during Purchase Order Entry. These defaults may be overridden by users, as necessary. Vendor parts and pricing are optional tools that can be used to automatically populate the Vendor's Part Number and Purchase Price when using certain Vendors for purchasing specific parts. Vendor parts may also contain their own lead times and minimal Purchase Order quantities. In addition, the system will evaluate Vendor parts and pricing when using the Optimize prices feature within MRP.

Process in Deacom:

Creating a New Vendor

  1. Navigate to Purchasing > Vendors.
  2. Click Add.
  3. On the General tab, enter the following information:
    1. Vendor.
    2. Phone (without the dashes).
    3. Address (Street, City, State, Zip, and Country).
    4. Country Code (adds the dashes to Phone).
    5. Order Pop-Up Notes.
    6. Recv Pop-Up Notes.
    7. Retain QC = copies QC results that have already been entered for a lot to a new lot that has been received with the same Vendor/Vendor Lot Number (User Lot).
    8. Default Payment Type = used to filter when running Manual Checks or Check Run.
    9. Accept Backorders = when receiving less than what is ordered on a PO to this Vendor, this flag indicates if a backorder may be created for the materials not received.
  4. On the Remit To tab:
    1. Enter the billing address if different than the general address.
  5. On the Order Defaults tab, enter the following information:
    1. A/P Account = defaults from Accounting > Options.
    2. A/P Suspense = defaults from Accounting > Options.
    3. Facility = if this vendor is always used for 1 Facility.
    4. Terms.
    5. Freight Type.
    6. Ship Via.
    7. PO Search 1-2.
    8. 1099 Required, if checked, also populate the following:
      1. 1099 Type.
      2. 1099 Form Type.
  6. Once all information has been entered, click Save and Exit.

Modifying an Existing Vendor

  1. Navigate to Purchasing > Vendors.
  2. Enter the ‘Vendor’ name.
    1. If the Vendor name is not known, click View.
    2. Search for the Vendor
  3. Click Modify.
  4. Make necessary modifications.
  5. Click Save and Exit.