1. On the left side menu click on Contacts and then click on Vendors and click on the Add button in the upper right hand side.
2. On the new page, enter your Vendors information.
Code: Check the code and edit if needed
Sort: Displays how the name will appear in your Vendor list. Name shows last name, first name - Company shows name as entered in Name field - Manual allows you to type in how you want the name to show
Type: Is a category you can assign to your Vendors. Typical options are flooring, furniture, finish, Vendor, operating
Category: Describes the good and services that the Vendor provides. Typical options are Textiles, Furniture, lighting
Contact: Name of contact person
Employer ID No: The government-issued Employer Identification Number of the Vendor can be entered in this box. The EIN is generally an 11-character code used by the government in tracking sales tax information. For corporations and partnerships the EIN number is in the format ##-####### and for individuals or proprietorships it is a Social Security number in the format ###-##-####. You should enter the "-" shown in the examples so it will print on the 1099 forms in the desired format. This information is necessary only if you are required to create a 1099 form for this Vendor
Account No: Use this field to enter an account number that your Vendor may issue to you. For example, if the Vendor were a credit card company you would enter your credit card number here. The Account Number will automatically print on Purchase Orders issued to this Vendor. This field is optional and can contain up to 20 characters
Use Vendor as Payee: Select this option if the Vendor Name and Address are identical to the Payee Name and Address. Any changes to the Vendor information will automatically change the Payee information. If an alternate name or address is required to appear on Checks paid to a Vendor, do NOT select this option and enter the proper Payee information here
1099 Recipient Name: This field should contain the name of the individual or company who will be receiving payments for goods or services or ,simply, the name that will print on Checks issued to this Vendor. If the name is the same as the Vendor name, you can leave blank. However, if the name is different, enter the name
1099: Use this selection to indicate which funds description field on the 1099 Form you wish to record the yearly activity with the Vendor. The choices are Non-Employee Compensation, Rents, Royalties, and Other Income. Most contractors should be set to the Non-Employee Compensation while Rent is used for the Vendor to which you pay any rent. Royalties and other income are not often used. You should contact your accountant if there is any question on how to set this field
3. Enter information under the Defaults tab.
The second tab on the Vendor Window is the Defaults Tab. Here the information is used as default or initial values on Components, Purchase Orders, and Vendor Invoices for the respective Vendor. Note: Changing these values will only affect new Components, Purchase Orders, and Vendor Invoices. Design Manager will not go back and update any Components, accepted Purchase Orders, etc.
PO Terms: The Purchase Order Terms is an optional field that can be used to record any text that describes the payment terms given by your Vendor. Examples may be "Net 30 Days" or "Due Upon Receipt". This field will print in the header of the Purchase Order and may be up to 20 characters
PO Ship Via: This field is used to record the desired methods of shipment (ex. UPS Ground) that a Vendor is to use when shipping merchandise. This field is optional and may contain up to 20 characters. The Purchase Order Ship Via prints on each Purchase Order and can be changed for each Purchase Order immediately before printing on the Edit Generated PO Window
Deposit %: Enter a percentage in this field if a Vendor requires a Deposit to be sent to them for ordered merchandise or services. For example, if "50" is entered and you purchase a chair for $200.00, then Design Manager will calculate a $100.00 Deposit to be sent with the Purchase Order for the chair. The Deposit Percentage may be overridden for each Component on the Component Window - Component Tab
Deposit Applies To: Select each Type for which the Vendor requires a Deposit. The Deposit Percentage will be applied to all Components of the selected Types in order to calculate the total Deposit required by the Vendor
Buying Terms: The three optional buying term fields hold percentages that are used to calculate the cost of goods based upon the list or retail price of merchandise from a Vendor. The Vendor generally provides these terms to you. Leave these fields blank if you do not use this method for calculating costs. These terms default over to the Component Window in the Projects and Specifications section when selecting to use buying terms
Early Payment Discount %: This field holds the discount percentage offered by a Vendor for early payment. The discount amount can be overridden when entering each Vendor Invoice. This Discount will be taken when paying via Check/Wire ONLY (Credit Card Payments will not include this Discount amount)
Days for Discount: Certain Vendors will deduct a percentage of the cost if payment is made to them in a timely fashion. If applicable, this field should contain the number of days that the Vendor allows to receive payment in order to receive a discounted cost. For example, a Vendor may offer a 1.5% discount if payment is made within 10 days of the receipt of an Invoice. In this case a "10" would be entered in this field
Payment Due Days: This field should contain the maximum number of days the Vendor allows in order to receive payment on an Invoice for a given order or service. For example, if the Vendor’s terms were "Net 30 Days", this field would contain "30". When recording an Invoice from this Vendor, the Due Date will be calculated automatically by adding the Payment Due Days to the Invoice Date entered. The Due Date is used to automatically selecting Payable for which to generate a Check
Expense Account (or 1099-INT): This field should contain the General Ledger Account Number that is used to record purchases from a Vendor. This is an optional Account that is only used for Vendors such as a telephone, credit card, or electric company. For example, for a telephone company this field should contain a telephone Expense Account Number. When entering the Operating Expense, this Account will be selected automatically upon using this Vendor. To find an Account Number, click on the Search button. The Account is usually an Expense or a Cost of Goods Sold Account. However, if the Vendor is your credit card company, you may find it convenient to input the Credit Card Liability Account associated with the credit card company to facilitate payment. NOTE: Leave the Expense Account blank for any Vendor from which you order Project-related merchandise (i.e., goods that you resell to the Client)
Do Not Allow on Specifications, Stock Items, or Purchase Orders: Use this option to prevent the Vendor from being assigned to a Component or Inventory Stock Item nor to allow Purchase Orders to be created for any Component or Stock Item that has had the Vendor assigned prior to this option being selected. The Do Not Allow on Specifications, Stock Items, or Purchase Orders is intended to prevent Vendors used solely for recording expenses or other non-purchasing purposes from being inadvertently selected when specifying or adding Inventory
Insurance: Vendor Insurance Policies can be added, edited, and deleted for the Vendor. Vendor Insurance Policies are used predominantly for contractors and allow the user to monitor if the Vendor is insured for particular work. If a Vendor has an expired Insurance Policy, the user will be warned when adding Purchase Orders for the particular Vendor
Vendor Markup Overrides: Here you can enter specific defaults for each of your Vendors. To set a default Markup, Discount or Fee Percentage, select a Percentage Type and enter a Percentage Amount, then select if you wish to Apply this percentage when creating new Project Items/Components and/or Inventory & Catalog Items. When you select to Apply these settings to the Item Components, Inventory or Catalog Items, the new Item Components created with this Vendor will be set to use the default percentages entered. This default percentage overrides the Project default settings.
4. When complete, click save on upper right hand side.
