Supplier File - FIL 3

Description/Instructions

The name of the supplier.

the address of the supplier. If the supplier has a different address for purchase orders than for remittance, enter the purchase order address here, and use the alternate address screen for the remittance address.

Additional line for address information.

The city in which the supplier is located.

Leave blank unless your company stops doing business with this supplier. If so, enter the date on which your company stops doing business.

Enter 1 if you do not want to automatically issue a back order for unfilled quantities when receiving purchase orders. Enter 2 if you want to automatically issue a back order.

Policy codes trigger special processing or identify certain suppliers or situations. These can be user-assigned or assigned by Kerridge.

Policy codes:

• DU - Duplicate. Causes the supplier number to remain on the screen in the Enter Payables program after an invoice for this supplier is entered. Use this code for suppliers that have many invoices entered at the same time, to save time and keystrokes for the A/P entry clerk.

• FT - Convert P.O. rolled goods quantities to Feet + Inches.

• NC- No Cost. Unit costs are not printed on purchase orders to this supplier. If this policy code is not entered, the unit cost as entered via the Purchase Order Entry Program prints.

• NN- No name. This affects only the purchase orders that are automatically created for special orders. This policy prevents the customer's name from appearing as a sidemark on the purchase order. Usually, for special orders, the customers' name automatically appears as a sidemark on the purchase order. Use this policy for suppliers that can also be considered your competitors.

• RV - Restricted view. You need to enter a high-level password to view or update any supplier or vendor with this policy. Use this policy for confidential records, such as payroll accounts. For this policy code to function, the system administrator needs to assign a high-level and a low-level password. This policy applies to this program and to the A/P ledger and A/P history screens.

• SU - Causes the suppliers unit of measure to be used on purchase orders for that supplier. When purchase orders are printed for that supplier, the quantity on the purchase order is converted to the unit of measure in the Item File Supplier's U/M field. If that field is left blank, the quantity on the purchase order is left unconverted. Use this code for the following:

  • suppliers requiring purchase orders in full cartons (CT) for item sold in smaller units.
  • suppliers requiring metric units of measure for items sold in non-metric units, and for suppliers requiring non-metric units of measure for items sold in metric units.
  • suppliers requiring units such as EA or PC, for items sold by SF, LF, and so on.
  • If this policy code is used, when a PO or Faxable PO worksheet is gen­erated, the UM and associated costing is in the Supplier specified UM.

• 1C - Causes the check writing program to issue a separate check for each invoice from that supplier.

• 1P - One purchase order. This policy causes the faxable work sheets to print only one purchase order per page instead of fitting as many as possible on a single page. Printing faxable worksheets is an option in the Print Purchase Orders and Special Orders programs.

• 99 - Issue 1099. This supplier receives a Form 1099 at the end of the year.

• SI - Print Supplier's Item only on purchase orders. Your item number is not printed.

• SD - Supplier's data only. This policy causes the PO quantities to appear in the supplier's unit of measure, and only the supplier's item number prints on POs. Your item number does not print. This policy combines the effects of policies SU and SI.

  • If this policy code is used, when a PO or Faxable PO worksheet is gen­erated, the UM and associated costing is in the Supplier specified UM.

• AD - Allows duplicate invoices numbers to be accepted within the Accounts Payable system. This code can be useful when dealing with vendors such as the phone company which can use the account number as an invoice number. In this situation, the same invoice number would repeat every month. Unless this code is entered into the file the system does not allow duplicate invoice numbers.

• AF - Auto faxing of purchase orders can be activated on all systems configured with IBM's Facsimile Support/400 product. Once activated, designate your auto-fax suppliers by entering policy code AF (Auto Fax) in any of the three supplier file policy code fields. Once policy AF is keyed, and a valid fax number is entered in the Supplier File Fax Field, purchase orders are auto-faxed. Auto fax means the purchase order is directed to the AS/400 fax card instead of a printer. At that point, the IBM Facsimile Support Program takes over, and provides various functions such as auto-retry, and error handling. Auto Fax PO's are not printed. Purchase orders processed in batches, which can include a mixture of suppliers, are not auto-faxed. Auto-fax is exclusive to EDI. A supplier can receive POs auto-faxed and via EDI. In that case, the assumption is one of the delivery methods is considered a backup method. EDI does not share the limitations of auto-fax, and all forms of POs can be sent via EDI.

A cash account number entered as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires a cash account, other than the one set in the Company File, as the default. Use this field only under special circumstances, such as for a single company with multiple checking accounts.

A discount account number entered here as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires a discount account, other than the one set in the Company File as the default. This field should be used only under special circumstances, such as for a single company with multiple discount accounts because it has a foreign, as well as a domestic, payables account.

An A/P account number entered here as the default overrides the main system default, as entered in the Company File, when entering accounts payable invoices for this supplier. Leave this field blank, or enter all zeros, unless this supplier usually requires an A/P account other than the one set in the Company File as the default. Use this field only under special circumstances, such as for a single company with multiple A/P accounts.

This field affects the automatic purchase orders generated as part of the Reorder Reports System. It has the following optional values:

• 1 - Sort by Item Number

• 2 - Sort by Suppliers Item Number

• 3 - Sort by Pattern Name, then Item Number (common for laminates)

• 4 - Sort by Product Line followed by Supplier's Item Number

• 5 - Sort by any of the sorts selected when running the reorder reports and auto-purchase orders.

If this field is blank, the default setting automatically sorts purchase orders by item number. You can enter ? to display a search window.

This code works in conjunction with the Inventory Summary by G/L Account report (Menu GL Option 112) to categorize your receipts by supplier type.

The following supplier type codes are available:

• blank - Leaving the field blank is the same as entering an R for a regular supplier.

• C = Inter-Company Supplier - Represents a supplier within your company. For example, another division or branch.

• R = Regular Supplier - A supplier outside of your company.

Enter a ? in the field and press Enter to display the available codes.

Codes are established via a system table, SUPPTYPECD.

This field allows you to assign a supplier/vendor to a group. The Supplier group provides another level of organization of payments. For example, you can group vendors by the type of product or service they provide, and generate checks by group. You can set up groups for installers, import suppliers, domestic suppliers, etc.

Supplier/Vendor groups are established via ACT 120.

The usual (default) terms offered by this supplier. Payment terms are calculated by two interrelated fields. The first field, followed by a percentage sign (%) allows you to enter the percentage of discount, if any, that this supplier gives upon payment received within a limited period. You can use the second field, followed by the word Days,to define the maximum number of days within which any payment discount will be given. An entry in these two fields of 00200%, 30 days means that this supplier usually offers a 2% discount if bills are paid within 30 days of receipt. Terms can also be entered or overridden for each invoice.

This field, displayed only if the System Wide Setting - Options for Accounts Payable is activated, gives you flexibility over two tier terms. Two tier terms have 2 due dates - one to get the discount, and a final net due date. For example, if a supplier's terms are 2% 15 Days, Net 30, then the AP system initially sets the due date at 15 days from the invoice date. With two tier terms activated, if the invoice is not paid by the due date, then the due date is changed to 30 days from the invoice date.

Use this field to establish a discount, the days it is effective, and the net due date of the invoice.

If you enter terms, then in Accounts Payable when you enter the invoice from this Supplier, the terms are pulled from the respective files. You can override the terms in Accounts Payable.

The following are some examples of how these settings work:

• 2.00% 15 Days, Net 30 = discount is available until 15 Days, thereafter the due date is 30 days.

• 2.00% 15 Days, Net __ = discount is available until 15 Days, and due date remains as 15 days.

• 0.00% 30 Days, Net __ = no discount is available and due date is 30 days.

• 0.00% 15 Days, Net 30 is an error, because if there is no discount, the net days should be zero

Only enter the Net Days field if there is a discount, and the net days is greater than the discount days.

The average number of days between placing a purchase order with this supplier and receiving the merchandise. This field is for information or reference only. The Purchasing System only uses the lead time (delivery time) from the Product Line and Item Files.

This field can provide a powerful tool for automatically paying vendor invoices. There you will see a payment option for automatically paying bills for all vendors through a given vendor invoice date or due date. Sometimes you want to pay certain vendors a little later or earlier than others, based on your knowledge of the vendor's expectations or systems. You can use this field to let the system know which vendors should be paid earlier or later. A positive number in this field tells the system to hold, or pay later, by the number of weeks you specify. A negative number tells the system to force, or pay early, by the number of weeks you specify. By assigning Hold/Force#s to all vendors you can create a flexible and automatic payment schedule for each supplier/vendor.

For example, 03 in the Hold/Force# field of a certain vendor has the following effect: If you automatically pay all vendor bills through May 31, this vendor's bills will be paid only through May 10th. This vendor's bills are held three weeks longer. An entry of 03- (negative three weeks) causes this vendor's bills through June 21 to be paid. These bills are forced into being paid three weeks early.

Furthermore, you can enter a 99 to hold all payments from the supplier or vendor until removed. This applies to check runs pulled by the company or vendor. Essentially this code stops any bills from being paid by the check writing programs. The only way to issue payment to a held supplier or vendor is manually. When the Cash Requirements report is generated all of this supplier's invoices will be placed on Hold. Furthermore the A/P Inquiry Ledger will indicate that payments to this supplier are on Hold.

You may also enter values from 1-98 and negative 1 to negative 99. This will hold (or force forward) payments by the number of weeks specified. For example, a value of 1 holds payments for one week more than the specified due date on the vouchers.

To enter a negative number, enter the number followed by the Field Minus (-) key.

By assigning Hold/Force numbers to all vendors this applies to, you can create a flexible and automatic payment schedule that incorporates separate payment schedules for each vendor or supplier.

This field is used by the Accounts Payable system when using the Pull Vendor Invoices by Company Program.

The expense account number for this supplier. See the General Ledger Chart of Accounts. For suppliers, the account for Purchases or Trade Purchases is usually used. Each time an invoice for this supplier is entered in the Accounts Payable system, the default expense account number automatically appears.

If this supplier requires split-expense invoices, press F10 to go to the Supplier Template, which provides a table for you to enter multiple expense accounts, cost centers, and so on, as needed.

The description that you enter for this account number when defining your Chart of Accounts, displays for your reference below the Fax # field at the lower right of this screen.

If you utilize the cost center for accounting purposes, and this supplier's invoices are always charged to the same cost center, enter that cost center code here. If a cost center is entered here, it automatically appears on the Accounts Payable input screen whenever invoices are entered for this supplier. If this supplier requires split-expense invoices, you may enter multiple default cost centers using the Supplier Template Screen.

Unless overridden by a FOB code entered on the order header screen, the code entered here will be the FOB code used on purchase orders for the supplier.

This field works in conjunction with the System Wide Setting - Options for Purchase Orders. If the setting Default File for FOB Code on PO in Order Entry is flagged to read the FOB code from the Supplier File, the FOB code is the default set in the Supplier File.

FOB codes are one-character codes that represent shipping freight terms. Example FOB codes are: include:

• C - Customer's warehouse

• F - Factory

• P - Port of entry

• W - Our warehouse

• 1 - Freight collect

• 2 - Freight prepaid

• 3 - Freight bill to follow

If this FOB Code is left blank, the FOB code in the Purchasing Account (Account 00001 in the Billto File) is used.

The fax number of this supplier.

Comments or additional information.

The total A/P amount open for this supplier. This is not an input field. The information in this field is automatically updated by the system.

The number of purchase orders placed with this supplier during the current fiscal year. This is not an input field The information in this field is created and automatically updated by the system.

This field reflects the total number of purchase orders placed with this supplier during the last fiscal year. This is not an input field. The information in this field is created and automatically updated by the system.

The amount paid to this supplier in the current fiscal year. This is not an input field. The information in this field is automatically updated by the system.

Paid Yr-to-Dt total is an accumulation of checks recorded through AP 1 or AP 8, and checks issued through AP - 105.

The amount paid to this supplier in the last fiscal year. This is not an input field. The information in this field is automatically updated by the system.

Description

Takes you to the Alternate Address screen. You can print the alternate address on accounts payable checks or simply store it here for reference. The main supplier address you entered on the Profile Screen is the address to which purchase orders should be sent.

Go to the Supplier File Direct Sales Analysis screen. This screen shows statistics that represent the direct ship sales for this supplier number on the Order Entry Screen.

Press F4 again to go to the Supplier File Month-by-Month Direct Ship Sales Analysis screen.

Go to the Supplier File Notepad screen.

Go to the Supplier File Search screen.

End the job and return to the File Maintenance Menu.

Return to the Supplier File Entry screen. Use this command if you have not pressed Enter and want to exit the current supplier record without saving your changes.

Go to the Supplier File Phone Number screen where you can store multiple phone numbers, extensions, fax numbers, and email addresses for each supplier.

Go to the Supplier File Template Maintenance Screen.

This function allows you to:

• Maintain URL for each Web Service on supplier by supplier basis.

• Maintain flag to disable/enable web service requests for D24 Sales Portal on supplier/ service basis.

• Maintain whether the Web Service will be signed or unsigned.

• Maintain API Key / Secret Key value for each supplier's service to be used when making request when none is provided by the requesting application.

Pressing F11 accesses the following screen. The information in the following screen is supplied by the supplier.

• Protocol / Domain - Use these fields to establish and maintain a URL for web services. The HTTPS option basically means your computer is talking to the website in a secure code. The Domain name is the IP address that the web services will use to access the supplier's system.

• Client Identifier - Enter the supplier assigned identifier.

• Use fcB2B Signage? - This field adds an additional level of security. If a Y is entered both the API Key and Secret Key must be populated. If an N is entered, only the API Key has to be entered.

• API Key - The API Key identifies the user making the web service call to the supplier.

• Secret Key - This key further identifies the user using the web service to check on a supplier's stock. It provides another level of security.

Press F2 to see the web services available for the supplier. The Supplier provides the URL Paths contained in the following screen.

Associated Files

Navigator Order Entry - Item Information - The Supplier Data tab uses the fcb2b web service inventoryinquiry to retrieve item information from a supplier's system.

Description/Instructions

Options are D to delete a phone number or S to display the Special Options Screen.

T - telephone number

F - fax number

I - Internet/email address

C - Order Contacts - The only entries required for a Customer Contact record are the Acct# and Description.

Specify area codes except for number type I.

Do not use spaces or punctuation in telephone or fax numbers. Enter only the portion of the email address before the URL. For example, joe@abc.com, enter joe@ in this field and abc.com in the URL field.

Leave this field blank to default to the supplier number shown. You can also enter numbers for other suppliers by overriding the supplier number.

Description of what the number represents (optional). If it is an email address, then enter the URL here.

Description/Instructions

The supplier code.

Full name of the supplier.

The city in which the supplier is located.

Enter Y if the invoices processed in A/P for this supplier are in foreign currency. Otherwise, enter N. If you enter Y, you must also enter into the next two fields. When you enter invoices for this supplier you enter the foreign currency invoice amount, and the conversions and exchange account number entries are created automatically by the A/P program.

The default exchange payable account number and cost center code.

The default exchange clearing account number and cost center code.

Default voucher line amount to use when processing A/P transactions for this supplier (optional).

Default voucher line discount amount to use when processing A/P transactions for this supplier (optional).

Default voucher line description to use when processing A/P transactions for this supplier (optional).

Default G/L line expense account number to use when processing A/P transactions for this supplier. 

Default voucher line branch to use when processing A/P transactions for this supplier.

Default voucher line cost center to use when processing A/P transactions for this supplier.

Suppress discount. Enter Y to suppress discount for this line. Otherwise, enter N.