Vendors

Pick list used to choose the desired kind of report that will generate. Options are:

• Items Supplied - Generates a list of all Vendor parts with the appropriate price and Units of Measure information.
• Vendors - Generates a list of all Vendors together with selected information from the Vendor master record.

Users with permission can create unlimited user versions of any vendor report and also determine which reports each user will see in this field. 

Search field used to select a specific Vendor.

Search field used to select a Vendor Group. 

Search field used to select a specific Facility. If selected, only records belonging to this Facility will be displayed.

Search field used to select a Facility Group. If selected, only records belonging to this Facility Group will be displayed.

Ability to filter the report based on the user-defined values in the PO Search 1-2 fields.

Used to select the default Broker for this Vendor when entering new orders. Enabled for both Vendors and Items Supplied Reports.

Search field used to select a specific Payment Term. If selected, only records with this specific payment term will be displayed.

Search field used to filter the list of records by the "AP Account" assigned on the Order Defaults tab of the Vendor master record.

Search field used to select a specific Currency. If selected, only records with this Currency defined will be displayed.

Search field used to select a specific Type of Work Flow. If selected, only records with this Work Flow Type will be displayed.

Search field used to select a specific Sequence or step in a Work Flow.

Only available for use when running a "Report Type" of "Items Supplied". If selected, only Vendor parts for this specific Part Number, as defined in Item Master will be displayed.

Only available for use when running a "Report Type" of "Items Supplied". If a value is entered, only Vendor parts that begin with the value entered for this specific Part Number will be displayed.

Only available when using a report type of "Items Supplied". Allows the ability to filter the information on the Items Supplied report by the Facility indicated on the Vendor Part form.

Pick list used to display Vendors depending on the "PO Type" selected. Additional information regarding PO Type is located in the Order Defaults tab section below.

• All - Displays all Vendors, regardless of "PO Type".
• Private - Only users with specific security access may view Purchase Orders created as "Private".
• Public - All users with access to Purchasing may view Purchase Orders created as "Public".

Pick list used to display Active, Inactive, or All records.

Option to include Vendor records that do not have a default Facility assigned. Options are None and All Users. This field is only available for users that have a Facility Restriction assigned.

Indicates the Vendor that is linked to the Part and for which the prices and quantities are valid.

Facility for which the pricing details are valid.

Indicates the Vendor-specific version of the Part Number.

Indicates the Vendor-specific description for the Part.

Part Number as it appears on the Item Master.

The units in which the Vendor Part will be purchased. This allows material to be stocked by one unit, but purchased by another unit.

The "Stock Unit" defined on the General 1 tab of the Part's Item Master.

Displays the number of Stock Units per one Vendor Unit. For example, if the "Stock Unit" is set to pound and the "Vendor Unit" is set to kilogram, the "Units Per" would be 2.2046.

Indicates the date up until which the QC group selected on the record will be valid for this Vendor part. If the Deacom Part Number associated with the Vendor Part contains a QC Group, then this group will be used after the Qualified Until date when performing quality control.

The price that will populate when entering new Purchase Orders for this Vendor and Part.

Defines the minimum quantity that must be entered on Purchase Orders before the Price will be applicable.

Earliest date that the specified Price will be considered.

Name of the Vendor

Street on which the Vendor is located.

City in which the Vendor is located.

State in which the Vendor is located.

Zipcode for the Vendor's address.

Name of principal contact at Vendor’s order from address.

If clicked, displays a list of Contacts for this Vendor. 

If clicked, displays an Order History for the Vendor, which contains a summary of Vendor statistics such as AP aging totals, last payment date and amount, total of non-received purchase orders, Days AP outstanding, and additional Vendor payment information.

If clicked, provides a list of Parts which this Vendor supplies. Existing records may be maintained here, allowing easy input of Vendor price changes. New records must be added through Item Master.

If clicked, displays the AP ledger report, listing all invoices and payments to this Vendor, and the resulting AP balance. The "View Detail" button on this report allows detailed viewing of each invoice or payment.

Name of the Vendor, which must be unique.

Name of principal contact at Vendor’s order from address.

Contact’s telephone number.

Automatically system-generated number.

Vendor street address to order from. Purchase Orders will be sent to this address.

Address details of Vendor to order from.

Country and County of Vendor address to order from.

Search field to select a phone mask if required. Masks for the country code may be managed via System > Maintenance > Country Codes.

Contact’s facsimile machine number.

Email address of principal contact. Used when printing various reports, like Purchase Orders, to email. Email is addressed to the Contact, at the Email address. Multiple emails can be specified, separated by semicolons.

Social Security Number, used when printing 1099 forms.

Taxpayer ID number for the Vendor company.

VAT ID number for the Vendor company, optional field. Required for EU users.

Optional. Defines an expiration date that is evaluated when receiving inventory lots on PO lines for Vendor Part Cross Reference parts for this Vendor.

• Designed to be used in situations where Vendors buy products from Manufactures, and the customer must hold/verify approvals at the Manufacturer level, not the Vendor level. Additional information is available here:
• Receiving items requiring Manufacturer Approvals.
• A corresponding "Approval Expires" field is available on the Vendor Cross Part Reference form.
• When receiving lines on purchase orders with Vendor Part Cross References for this Vendor, the system will evaluate both Approval Expires fields. If either date is less than the received date of the purchase order, the system will automatically receive the lots on the purchase order lines into quarantined inventory.
• Added in version 16.03.004.

Memo field used to provide additional details regarding this Vendor. Notes are available for printing on various purchasing reports throughout Deacom.

Search field used to add this Vendor to a mobile access group. Mobile access groups allow users to view Vendor and Purchase Order reports via the use of portable devices such as cell phones and tablets. Additional information is available via System > Maintenance > Published Data.

Any notes entered into this memo field will pop up onto the user’s screen whenever this Vendor is selected on a Purchase Order.

Any notes entered into this memo field will pop up onto the user’s screen whenever the Purchase Orders for this Vendor are received.

ID for the Vendor.

Pick list used in conjunction with the "Copy Vendor/Pre Production QC" flag on QC Groups which allows users to stipulate that QC results that have already been entered for a lot will be applied to all lots of Parts received from the Vendor going forward, but only when receiving for the same User Lot for the Part(s) on which the original QC results were performed. Specifically, the functionality looks for when a User Lot is received that matches an existing User Lot in inventory (received from the same Vendor) that is the Same Part or for All Parts. Options are:

• All - QC for User Lots received from this Vendor will be retained for all Parts.
• None - QC will not be retained and instead must be performed each time material is received from the Vendor.
• Same Part - QC for User Lots received from this Vendor will be retained only if the Part Number is the same.

Notes:

1. The original Part and the new Part may not have the same PO QC Group(s), so this functionality should aggregate all of the tests from the original lot and the new lot. Results should be copied, not just for the same QC Group, but if any QC tests on the new lot match QC tests entered on the original lot. This allows the Parts to have slightly different QC Groups or different revisions of the same QC Group assigned and still have the QC tests copied.
2. Quality Control Groups must have the "Copy Vendor/Pre Production QC" flag checked to use this feature.
3. The security option "Purchasing -- select lots when copying QC" works with this feature. When set to "No", the system will not show the lot selection mover form when copying QC results, in situations where the Vendor record has "Retain QC" set to either "Same Part" or "All". This option is useful in situations where companies do not want employees who are receiving the product to be making the decision on what QC values to copy.

Used in connection with the "Minimum Unit" field below. Search field used to indicate the Unit of Measure that will be used when calculating the minimum unit quantity or weight below. This is a weight calculation. For example, assume the Unit of Measure in this field is "Pounds". Next, assume that a Purchase Order for this Vendor contains multiple line items. Some line items are specified with a Unit of Measure of "Pounds" and others are specified with a Unit of Measure of "Eaches". When saving the order, the system will check the "Unit Weight" field on the Calcs tab of all items on the order, including the items specified in "Eaches", in order to determine the total weight of the order. The system will then compare this total to the value in the "Minimum Unit" field below. Only stocked items are considered in the calculation.

Indicates the minimum order quantity/size, in the Unit of Measure specified in the above field, that must be ordered on a Purchase Order for this Vendor. Users with the security setting "Purchase Orders -- create PO less than minimum size" may override the minimum. Users without this access will receive a prompt when trying to save a Purchase Order that does not meet the minimum and the system will automatically change the "Order Type" to "Requisition". Values of 0 are ignored when performing checks.

Indicates the minimum total order extension or amount that must be entered on a Purchase Order for this Vendor. Users with the security setting "Purchase Orders -- create PO less than minimum extension" may override the minimum. Users without this access will receive a prompt when trying to save a Purchase Order that does not meet the minimum. Values of 0 are ignored when performing checks. This check is also applied when using the Order Adjustments function.

Search box available to select a Vendor Group. In situations where Vendors share the same remittance information, Vendor Groups can be used to pay multiple Vendors with one check. If Vendors are assigned the same Vendor Group, the system will group the invoices belonging to the same Vendor Group and pay the associated invoices on the same check.

• NOTE: this field is used for payment purposes only and should not be used for reporting. To group records for reporting purposes, consider using PO Search 1 or PO Search 2.

Search field used to have a specific Language set for this Vendor.  This option, which is only available in web versions, is useful in situations where captions on documents for Vendors or customers will be different than the Language assigned to specific Users.

Option to specify a Payment Type which can be used to filter orders for this vendor when producing manual checks or performing check runs.

• Once selected in this field, users will be able to filter for this Payment Type on the pre-filters for manual checks and check runs. The system will only return orders where the Payment Type on the order matches the Default Payment Type entered here.

When receiving less than what is ordered on a Purchase Order to this Vendor, this flag indicates if a backorder may be created for the materials not received.

• Individual Items may also be set for inclusion or exclusion from backordering via the "Allow Backorders When Receiving" flag on the Properties tab of the Item Master record.

If checked, all Users will be able to select this Vendor during Purchase Order entry, regardless of the Facility selected on the Vendor record and any Facility restrictions the User may have. For example, if the following Vendors and Users are setup: 

• Vendor A is assigned to the Philadelphia Facility and the "Available To All Users" flag is not checked.
• Vendor B is assigned to the Philadelphia Facility and the "Available To All Users" flag is checked.
• Vendor C is assigned to the Denver Facility and the "Available To All Users" flag is not checked.
• Vendor D is not assigned to any Facility.
• User A is not restricted to any Facility.
• User B is restricted to the Philadelphia Facility.

Then: 

• User A is able to enter new Purchase Orders for Vendors A, B, C and D.
• User B is able to enter new Purchase Orders for only Vendors A, B, and D.

When entering invoices for this Vendor, this flag indicates if Terms discounts are taken by default. If discounts are taken, the "Cash Discount" is automatically calculated, and the "Date to Pay" is set to the last day that the discount is available to be taken.

If checked, indicates that discounts will be applied to the freight amount on Purchase Orders for this Vendor.

If checked, the Vendor invoice will be automatically created upon receipt of material against Purchase Order.

• Useful for Vendors whose invoices are always for the received amount of material at the Purchase Order price with no additional freight charges or adjustments.
• This option increases efficiency by bypassing AP invoice entry.
• Not to be confused with the "Invoice/Pre-Pay" flag on Purchase Orders, which is used to skip receiving material (i.e. an Expense PO) and invoice/pay the PO at the time of entry.

If checked, this record is active. Inactive Vendors cannot be ordered from, invoiced, have payments applied, or otherwise be used in the application, but their historical records are kept.

Indicates that the Vendor uses EDI, for use in custom EDI applications.

Indicates that a lot date is required when receiving material from this Vendor. 

If checked, will make indicate that the "Manufacturing Vendor" field on the Edit Purchase Order Line form is required when selecting this Vendor.

• This field, together with the "Approval Expires" field works in conjunction to support the Receiving item requiring Manufacturer Approvals feature.
• Added in version 16.03.004.

This flag, for use in web versions only, provides the option to have Purchase Orders created from MRP split out based on when the materials (usually raw materials) will be needed during the production process. This would allow for a better just-in-time delivery process and is useful for Jobs that may run for several days. The Routing in the Deacom system is the ideal mechanism to specify when raw materials will be needed. If this flag is checked, the system will check the Routing on the Job linked to the Purchase Order(s) created to satisfy the Job requirements in MRP and create Purchase Orders based on the quantity specified for the Routing step.

If checked, during PO receipt for this Vendor, the system will copy over the attributes if the receiving user lot has been received prior. For example, if these flags are checked on the Vendor record, during receipt from this Vendor, a User Lot named "test123" is created and three unique attributes are entered. A week later, another lot is received from this Vendor and the User Lot "test123" is entered. The system will query the system and vendor records, recognize that these "Retain Attribute" flags are checked and will pull them into the record for the new lot. For additional ease of use, these flags may be used in connection with the "Lot # Expression" field available on the Purchasing tab in System > Options.

If checked, during PO receipt for this Vendor, the system will copy over the Lot and Expiration Dates if the receiving user lot has been received prior.

Vendor’s remit to name. Used on both the Check Address line and the Pay to the Order of line, if present. If this field is empty, the information on the General tab of the Vendor record is used to print on checks.

Street address of remit to location.

City, State, Zipcode, and Country of remit to location.

Name of principal contact at remit to location.

Telephone number of principal contact at remit to location.

Telephone extension of principal contact at remit to location.

Facsimile machine number at remit to location.

If the Vendor’s Invoice Number or Account Number for the company's account remains the same from one invoice to the next, it can be entered here to reduce data entry for AP during vendor invoice entry.

Used to specify the expense account to which service costs/utilities are posted when this Vendor is selected on a Purchase Order.

Liability account to which Purchase Order receipts are credited and payments to Vendors are debited.

• Users must have the security setting "Purchase orders -- change AP account" set to "Yes" to select a different AP Account.
• The default value for this account is supplied by the "AP" account in System > Options.

Liability account to which Purchase Order receipts are credited (rather than the "AP" account).

• The AP Suspense account is an optional liability account to which Purchase Orders can be received. The AP Suspense account was added to provide separate accounting for received not invoiced orders and also to allow freight and adjustment charges to post on a date different from the receipt date.
• The default value for this account is supplied by the "AP Suspense" account in System > Options.

Select the Facility that this Vendor usually supplies, which will be used as the default on all of this Vendor’s Purchase Orders. This is not a required field for Vendors, but is required on Purchase Orders. If the Vendor equally supplies all Facilities, leave this blank to force the proper selection when entering Purchase Orders.

Used to select the default Payment Terms for this Vendor when entering new orders.

Used to select the default Freight Type for this Vendor when entering new orders.

Used to select the default Ship Via code for this Vendor when entering new orders.

Used to select the default Broker for this Vendor when entering new orders.

Used to select the default user-defined search box data for this Vendor when entering new orders. The two user-defined purchasing search boxes allow Vendors and Purchase Orders to be categorized for analysis and/or processing. If a search box is used to identify which purchasing agent is assigned to the Vendor, then the purchasing agents can each create a list of which open Purchase Orders and/or backorders exist for “their” Vendors. If some Vendors are paid monthly, and some paid weekly, use of the search box as a filter in check printing allows the correct Vendors to be paid in each Check Run. The captions for these search boxes are modifiable on the Purchasing tab of System > Options and the pick list options are managed via Purchasing > Maintenance > (Caption Name).

Used to select the native Currency that this Vendor’s Purchase Orders should be written in.

Used to select a default Contact from the list in the CRM Reporting section of Deacom.

Used to assign a default Work Flow that will be used when entering a Purchase Order for this Vendor. Work Flows are used to provide tracking of company approval processes and can be configured in a variety of ways depending on a company's requirements. 

Searchbox to select any active Print Substitution Groups if applicable to the vendor.

Pick list used to determine which Purchase Orders users are allowed to view. The option to mark orders as Private is useful in situations where certain orders, such as those dealing with monthly rent or equity payments, should only be viewed by accounting personnel. Options are:

• Private - Purchase Orders will only be visible to Users with a "Yes" for the security setting "Purchase orders -- view private".
• Public - Purchase Orders will be visible to all Users.

Pick list used to select which date (on the Dates tab of a Purchase Order) the system will use when determining how pricing will be based for orders to this specific Vendor. Options are:

• Order Date - Pricing will be based on the Order Date on the Purchase Order
• PO Date 1-5 - Pricing will be based on the selected five PO Date.

PO Date 3 is used as the Due to Dock date for MRP purposes. One use case for this option is situations in which companies purchase long lead time items and the Vendor bases their blanket prices on when the item is due to dock rather than when the order was placed. For example, there are two blanket Purchase Orders, one with a release date of 11/1 with an expiration of 11/30 and a price of 1.00 USD, and a second with a release date of 12/1 with an expiration of 12/31 and a price of 2.00 USD. On Vendor A, the "Pricing Based On" date is set to "Order Date". If a Purchase Order is created for the Vendor with an Order Date of 11/20 and a Due to Dock date of 12/1, the price for items added to the PO will be 1.00 USD. Instead, if the "Pricing Based On" for the same Vendor is set to "Due To Dock (MRP)" (which is the "PO Date 3" setting) and the same Purchase Order is created with an Order Date of 11/20 and Due to Dock date of 12/1, the price for items added to the Purchase Order will be 2.00 USD. 

Option to select a Document Group for this Vendor. This provides the default value for the Document Group on purchase orders created with this Vendor.

• The "Print Document Group After Receipt" field is available in Purchasing > Options, which defaults the value for the "Print Document Group After Receipt" field on the Receive Purchase Order form. This field allows the Document Group on the purchase order to be printed after receipt.
• Added in version 17.04.003.

Combobox to select the 1099 Type the user needs according to IRS guidelines when printing. The options are as follows:

• MISC - Default, used for payments such as rent, royalties, etc.
• NEC - Non-employment compensation for payments such as consultants, contractors, etc.

Search field used to select a 1099 Form Type, which is used to determine which 1099 box the Purchase Order amount should be included on.

• The values of all Purchase Orders with the same 1099 Form Type selected are summed and used to populate the selected box of the 1099 form for the selected time frame when it is printed.

If checked, the "1099 Required" flag will be checked by default on the Misc 2 tab of new Purchase Orders for this Vendor.

• The flag on the Purchase Order, and not the one on the Vendor, indicates that a 1099 Form is required for printing.