Vendors - Vendor Maintenance - VM

You can also search for vendors to view on the list:

An asterisk (*) means the field is required. You cannot SAVE a vendor entry successfully until a value is specified in each of these fields.

1. The vendor information is organized under several tabs:
2. At the least, you must specify the following required values to save the vendor entry successfully:
3. Refer to the sections below for a description of the tabbed input fields for a vendor entry.

4. Click on the SAVE button to save the vendor entry into the database; click on the CANCEL button to discard your changes.

1. Select a vendor to edit:
2. The Vendor Maintenance Details page will appear. Make changes as necessary. Refer to the sections below for a description of the various tabbed input fields for a vendor entry.

3. Click on the UPDATE button to save your changes. Click on the CANCEL button to discard your changes.

1. Select a vendor to delete:
2. The Vendor Maintenance Details page will appear. Scroll to the bottom of the page.

3. Click on the DELETE button to remove the vendor from the LegalSuite database.

4. You will be asked to confirm that you wish to delete the vendor. Click on "OK".

5. The vendor will be deleted from the LegalSuite database. It will no longer be seen on the Vendor Maintenance page.

1. Vendor Number – This non-editable field displays the vendor number. If you are adding a vendor, this field will be blank. You can edit the vendor number under the “General” tab.

2. Vendor Name – This non-editable field displays the vendor name associated with the number. If you are adding a vendor, this field will be blank. You can edit the vendor name under the “General” tab.

3. 'Active (Activated: ) – Check this box if the vendor being added or edited is one that you are currently doing business with. By default, this box is checked. Once the vendor is added to the database, the date will be filled in with the date this vendor entry was created.

1. Vendor #* - Assign a number to the vendor. If you are adding a new vendor, you can enter a vendor number or click on the ADD button that appears next to the input field to have one automatically generated.

2. Vendor Name*" – Enter the name of the vendor that you do business with.

3. Attention – Enter the name of a contact person at this company.

4. Address 1*, Address 2, City*, State*, Zip Code* – Enter the vendor’s postal address.

5. Phone*, Fax – Enter the vendor’s contact phone numbers.

6. Email, URL – Enter the vendor’s online contact information.

1. Buyer – Select from the pull-down menu someone from your company that handles purchases from this vendor.

2. Def Lead Time – Enter the number of days needed for lead time. “Lead Time” refers to the time from the moment the vendor receives an order to the moment the order is shipped.

3. Min Buy Amt ($) – Enter the minimum dollar amount that needs to be purchased from this vendor.

1. Terms Code* – Select a term code from the pull-down menu. A term code specifies payment terms for any purchases made with this vendor.

2. Ship Via Code – Select a shipping method from the pull-down menu. This shipping code specifies a shipper and shipping method.

3. Ship Via Acc. # - If the vendor has an account with the shipper, enter their account number here.

4. FOB – Enter the shipment’s destination city/state, in other words the destination port at which transfer of liability will take place.

5. Currency Code - Select a code for the type of currency used to do business with this vendor. This code specifies the exchange rate for that currency.

6. Tax Code* – Enter a tax code to apply on purchases made through this vendor.

7. Fed Tax ID – Enter the federal tax identifier for this vendor. Every business is required to have a federal tax ID. This number will be used to withhold sales tax.

8. AP Vendor # – Select an Accounts Payable vendor number for this vendor.

9. AP Def G/L # – Select an Accounts Payable general ledger account for this vendor.

10. Additional G/L # - Select any additional Accounts Payable general ledger account for this vendor.

11. Discount (%) - Enter a number that represents the discount percentage rate for purchases made with this vendor.

12. Discount G/L # – Select an Accounts Payable general ledger account to use for any discounts that are applied for purchases made with this vendor.

13. Web Password* - Enter a password for this vendor's online access.

14. PO Destination – Select from the pull-down menu where to send the Purchase Order for a transaction with this vendor, for example to the printer, fax, via email, or EDI (Electronic Data Transfer).

15. Allow PO – Check this box to allow purchase orders for transactions with this vendor.

16. PO Required – Check this box if a purchase order is required for any transactions with this vendor.

17. Allow Back Orders – Check this box if back orders are allowed for purchases with this vendor.

18. Produce 1099 – Check this box if a form 1099 must be produced for any transactions with this vendor.

19. EDI Vendor – Check this box if this is an EDI vendor.

20. XML Vendor – Check this box if this is an XML vendor.

21. FTP Vendor – Check this box if this is an FTP vendor.

22. Web Vendor – Check this box if this is a Web vendor.

1. Code - Enter a code that can be used when placing orders through this vendor.

1. Base Product – Select from the pull-down menu a base product to classify as a commission item for this vendor.

2. Product Code – Select from the pull-down menu a product to classify as a commission item for this vendor.

3. Price – Enter a price for the specified products.

4. Extended Area Fee – Enter a fee to apply if the vendor is outside a defined area of businesses.

5. Multiple Billing Fee – Enter a fee to apply if an item is billed multiple times.