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Vendor Profile


In Vendor Group - Groups can be added to the Vendor View list using the Add New icon  in the same way that Part Groups can be added to the Master Parts View.  Adding Groups can help to organize Vendor’s by geographic location, product type, etc.  Since the Vendor Record opened here is not in a group on the Vendor View, it says “Top Level”


Vendor Number - Usually used by accounting systems to give a unique number to each Vendor and Customer, can sometimes be used to sync records with an accounting system.


Vendor Name - Name of the business providing goods and/or services.  Making sure the Vendor Name is set up with the same Spelling, punctuation, capitalization and spacing can help sync records with an accounting system if manual linking isn’t performed.


Vendor Designation - Obsolete field, retained for legacy systems


Quickbooks Name - Copy the Vendor Name exactly as it appears in QB here with the same spelling, punctuation, capitalization and spacing.  This can help sync the Vendor records with QB if manual linking isn’t performed.


Vendor Account # - If an account number is used to track Vendor records in the accounting system, enter the account number here.  


Vendor Phone - Office phone number to contact Vendor.  Note that each location set up with the Vendor can have separate contact people and contact information so the number on this section will most likely be a main contact number.


Vendor Fax - Main fax number to contact Vendor.  Note that each location set up with the Vendor can have separate contact people and contact information so the number on this section will most likely be a main contact number.


Default Vendor Terms - Standard payment terms agreed to with Vendor.  (See Order Terms)  If default terms are filled in here, they will appear on each order and bill and apply the appropriate discount if it applies.


Default Vendor Ship Via - If a standard shipping method has been agreed to with the Vendor, list it here and it will default on each order.


Quotes Required - Check this box if the part to be purchased must be on an active quote from the Vendor before a purchase order can be placed.  Leaving this box blank will allow a purchase order to be placed for any product listed on the Vendor Products page without the part having to be listed on an active quote.


Bills are confidential -


Vendor Inactive - Check this box to remove the Vendor from the Vendor List view


Vendor Contact - Main contact name for this company.  Note that each location set up with the Vendor can have separate contact people and contact information so the person on this section will most likely be a contact from the main office or the business unit contacted most.


Vendor Email - Primary e-mail address for this company.  Note that each location set up with the Vendor can have separate contact people and contact information so the e-mail address on this section will most likely be for a contact from the main office (sales office) or the business unit contacted most.


Vendor Address - Main address for this company.  Note that each location set up with the Vendor can have separate contact people and contact information so the address on this section will most likely be for the main office or the business unit contacted most.


Vendor Notes - Information that may help internally when employees look at the Vendor file, may describe what kind of products or services are supplied by the Vendor company.


Attached Files - Use this area to scan in documents relating to the relationship with the Vendor.  (Contracts, contact lists, correspondence)


Vendor Contacts & Locations List - Add a record here for each location that the Vendor company has, this will allow additional contact information & different QuickBooks links to be set up
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