The Vendor table stores a vendor's contact information, tax information, and inventory that is suppled by the vendor. There are two types of vendors:

Materials Management Vendors

• Materials Management Vendors are created and saved in the Materials Management Vendor table.

• You can use Modify Existing Vendors in Materials Management to edit a Materials Management vendor.

• A Materials Management vendor can only be used in the Materials Management application.  

Accounts Payable Vendors

• Accounts Payable Vendors are created and saved in the Accounts Payable Vendor table.

• You can NOT use Modify Existing Vendors in Materials Management to edit an Accounts Payable vendor.

• An Accounts Payable vendor can ONLY be edited in the Accounts Payable application, then you'll need to run Synchronize Caselle AP Vendors to update the vendor's information that is displayed in Materials Management.

Add a new vendor

Create a new record for a vendor.

Do this...

1. Open Connect Materials Management > Vendors > Setup New Vendors.

2. Click New (CTRL+N).

3. Fill out the fields on the form and then add the items the vendor supplies to the Inventory Items tab.

4. Click Save (CTRL+S).

The vendor is saved.

Add/remove activation/termination date

An Activation Date prevents users from selecting the vendor before the selected date. Likewise, the Termination Date prevents users from selecting the vendor AFTER the selected date.

For example, if the organization is using Parade Supplies to provide bleachers for the annual parade in July 2011, then the vendor record is set up to allow users to select the vendor from March 2011 (the Activation Date) through August 2011 (the Termination Date).

Rate a vendor

The Rating field is a user-defined field. A rating is a quick way to remember which vendors are your favorites and which vendors are the ones that you don't want to use anymore. The first step is for the organization to determine how it will rank vendors, for example, by assigning a numeric rating scale where 1 is the worst and 5 is the best or vice versa. Then, users can type in a value in the Rating field or select a rating from the drop-down list.

Add/remove inventory

If you know which inventory items are usually supplied by a vendor, you can create an inventory list. The vendor's inventory list is stored on the Inventory Items tab in the vendor's record. The application will use the vendor's inventory list to populate the list of inventory items that appears when a user displays the Inventory drop-down list for issuing, ordering, receiving, reserving, and so on.

To select an item from the master inventory list...

1. Click on the Inventory Items tab in Setup New Vendors or Modify Existing Vendors.

2. Click the black down button located next to the Add Related Inventory button. (The Add Related Inventory button is located on the Inventory Items tab. It is not located on the toolbar at the  top of the application.)

3. Click Select from Existing Inventory.

To add a new inventory item...

1. Click on the Inventory Items tab in Setup New Vendors or Modify Existing Vendors.

2. Click the black down button located next to the Add Related Inventory button. (The Add Related Inventory button is located on the Inventory Items tab. It is not located on the toolbar at the  top of the application.)

3. Click Create New Inventory Item.

4. When the Setup New Inventory form displays, fill out the form.

5. Save (CTRL+S) the record.

6. Click Close (CTRL+F12) to return to the Vendor's Inventory Items list.

To delete an item from the vendor's inventory list...

1. Click on the Inventory Items tab in Setup New Vendors or Modify Existing Vendors.

2. Select an inventory item from the grid. The item is highlighted when it is selected.

3. Click the Remove the Selected Inventory Item button located next to the Add Related Inventory button. (The Remove the Selected Inventory Item button is located on the Inventory Items tab. It is not located on the toolbar at the  top of the application.)

Change a vendor

Edit information that is stored in a vendor that is saved in the Materials Management Vendor table.

Do this...

1. Open Connect Materials Management > Vendors > Modify Existing Vendors.

2. Enter a vendor name or number in the Vendor field that is located on the Lookup bar.

3. Edit the vendor record.

4. Click Save (CTRL+S).

The vendor information is updated.

Edit an Accounts Payable vendor in Materials Management

Selecting an Accounts Payable Vendor will import and save the Accounts Payable vendor's information in the Materials Management Vendor table. The padlock next to the Accounts Payable Vendor field indicates the record is locked and cannot be modified in the Materials Management application.  Clearing the Accounts Payable vendor will allow you to edit the vendor's information in the Materials Management application but none of the changes will be updated to the Accounts Payable Vendor table.  

Important! None of the changes to a Materials Management vendor will update to the Accounts Payable Vendor table. If you want to update the Accounts Payable vendor with the new information, then you need to enter the new information in the Accounts Payable application.

Synchronize Accounts Payable vendor information

Use the Synchronize Caselle AP Vendors routine to pull vendor information from the Accounts Payable application into the Materials Management vendor table.

Do this...

1. Open Connect Materials Management > Vendors > Synchronize Caselle AP Vendors.

2. Set up the options.

3. Click GO (CTRL+G).

The Accounts Payable vendors have been updated.