Basic Info

The Basic Info tab enables you to display and define identifying information about an organization’s vendors.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on vendor ID and name.
Notes about deleting information:

To delete a vendor, you must first delete all open purchase orders pending with that vendor.

You may not delete a vendor ID if the Data -> Purchasing -> Vendor Contracts -> Contracts screen indicates there is a contract with that vendor whose end date is earlier than the current system date.
You may not delete a warranty vendor that has one or more active warranties.
You may not delete a vendor that has been assigned to a location as a preferred PM vendor.
You may delete a vendor that is in use on the Acquisition tab of the Data -> Equipment Units -> Fleet Equipment screen only if the equipment unit is no longer active.

When you delete a vendor, the preferred vendor entry is blanked out on all parts records that list that vendor. All vendor contracts (on the Data -> Purchasing -> Vendor Contracts -> Contracts screen) and all part prices for those contracts (on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen) are also deleted.

Detail View Header

The field in the top section of this tab defines the data that displays.

Vendor ID

Identifier of the vendor currently selected in the grid or that you are defining. Maximum field length is 15 characters. It must contain only valid bar code characters. If you do not have preestablished vendor numbers, it may be convenient to use the vendor’s phone number (with or without the area code) as the vendor ID. This field has a list box.

If the ID already exists, the vendor name displays to the right of the ID.

Note for Bar Code module users: To use bar codes, the optional Bar Code module must be installed. When creating an ID, consider the effect of vendor ID length on bar code labels. Each part receipt label carries both a part ID bar code and a vendor ID bar code. Shorter vendor IDs may permit use of smaller bar code labels, but only if you also use short part IDs.

Detail View

Data in the fields in the bottom section of the tab define basic information about the vendor. Unless otherwise indicated, these fields are required.

Name

Name associated with the vendor.

Contact name

Name of the contact person. This field is optional.

Email address

Vendor’s e-mail address.

Address ID

Identifier of the address used for the department. If an address ID is entered, the address ID information will be used instead of address lines 1-4. Detailed address information for address IDs is set up on the Addresses screen.

Address

Address of the vendor. Optional, free-format area.

The Address field is followed by three more fields (Line 2, Line 3, and Line 4) in which you can type additional address lines.

Address addl information

Additional information about the address of the vendor. Optional, free-format area. You can use this field to record the vendor’s remitting address.

The Address addl information field is followed by two more fields (Line 2 addl and Line 3 addl) in which you can type additional information.

Phone

Vendor telephone number. Maximum field length is 30 characters. This field is optional.

Fax

Vendor fax number. Maximum field length is 30 characters. This field is optional.

Sales tax rate

If the Currency/Sales Tax Setup tab on the Data -> Setup -> Options screen specifies that sales tax be computed by vendor, this is the sales tax rate (as a percentage) for this vendor. This field supports two digits to the left of the decimal and four digits to the right.

Accounting system number

Identifier of the vendor in the organization’s accounting system. If the accounting system's vendor numbers are too long, this number can be attached to data that users pass to the accounting system.

Vendor type ID

Identifier of the vendor type. This field has a list box. Vendor types are defined on the Data -> Setup -> Organization Structure -> Vendors -> Vendor Types screen.

Vendor status ID

Identifier of the vendor status. This field has a list box. Vendor statuses are defined on the Data -> Setup -> Organization Structure -> Vendors -> Statuses screen.

Active

If this field has a check, the vendor is active. You may not order parts from or process commercial charges to vendors that are not active. You may, however, issue parts from a vendor marked as inactive. The parts must be in inventory.

You may not deactivate a vendor that is currently being used on an PENDING or OPEN purchase order, requisition, request for bid/quote/proposal, and response to request for bid/quote/proposal.

The Expiration date field beside the following three fields indicates the expiration date for the vendor’s certification.

Minority-owned

If this field has a check, the vendor is certified as minority-owned.

Women-owned

If this field has a check, the vendor is certified as women-owned.

Drug-free

If this field has a check, the vendor is certified as a drug-free work environment.

Associated file

File path

Navigation path and file name of the data file associated with the vendor. This field has a file launch button . The maximum field length is 150 characters. This field is optional.

Description

Description of the data file. The maximum field length is 60 characters. This field is optional.