Vendor File [FM]

Vendor File

From the DockMaster menu, select File Maintenance > Vendors

The Vendor File is used by many modules in DockMaster. Each area is described below.

• General File Information - To enter static information pertaining to each individual vendor and provide default accounting information to make invoice entry quicker and more efficient.
• Service – The Customer ID prompt is used to tie a Warranty Vendor to a Warranty Customer; this enables you to reference Accounts Receivable from Accounts Payable and vice-versa. The Warranty Form Layout used to print warranty forms for each vendor is stored in the Vendor File. There is also a check box that can be set to automatically create a warranty claim for a vendor when a work order is billed.
• Inventory – The Order Comments that appear in the Purchase Order Maintenance program are stored in the Vendor File. The Vendor Load Code used to load vendor price books is stored in this file.
• Boat Sales – The Floorplan Interest Rate is stored here for use by the Floorplan Maintenance program.

Vendor Maintenance uses several tabs to enter vendor information. The tabs include the following information:

• The Address Tab contains Vendor Address and Payment Remittance information.
• The Billing Tab contains vendor codes and 1099 information.
• The Insurance, Comments & G/L Tab has insurance, purchasing, and accounting information
• The Warranty Information Tab has warranty processing information.
• The Miscellaneous Tab contains user-definable prompts for tracking information that pertains only to your system.
• The FTP Information Tab has exporting information for warranty claims and purchase orders.
• The Parts Information Tab has inventory parts load information.

When first opened, the cursor will be at the Vendor ID prompt in the Address Tab.

Address [tab]

Vendor ID - Several options are available at the Vendor ID prompt.

• Press N to start a (N)ew vendor. Note: Vendor numbers can be automatically generated by the system or you can use your pre-existing vendor numbers if desired. There is no need to know a vendor's ID during processing; simply use the DockMaster cross-reference function to select a vendor.
• Enter a Vendor ID if you are maintaining an existing vendor.
• Type in the vendor's name preceded by a backslash "" to access a cross-reference list.
• Press F6 or click on the List hyperlink from the Command Panel to see an alphabetical list of vendors.

Note: You cannot delete a vendor with open invoice activity.

Name Box – Fill in the Name of the vendor exactly as you want it to appear on checks and reports. You may change a vendor's name at any time; the change takes effect immediately.

Active – Controls whether this vendor is Active or not. Each vendor will default to Active; clear the check box to make a vendor inactive.

Note: Inactive vendors cannot be used on Purchase Orders and A/P Invoices. Furthermore, no inventory can be received for a vendor while they are inactive.

-- Vendor Address --

• Customer ID - Enter a Customer ID if this is a warranty vendor. This prompt allows you to interface Accounts Payable to Accounts Receivable. You will be able to apply credits from Accounts Payable to warranty work order invoices that exist in Accounts Receivable. (See Apply A/R Invoices in the A/P Invoice Maintenance section).
• Address - Enter the vendor's street Address. For each address line, any combination of up to 25 letters and numbers can be used. If you don't need the second address line, leave it blank. Note: A space is a character.
• City - Enter the vendor's City. Any combination of up to 24 letters and numbers can be used.
• State or Province - Enter the vendor's State or Province. A two-letter abbreviation is required. Use the official U.S. Post Office abbreviation.
• Postal Code - Enter the vendor's Postal Code. Either a five-digit or nine-digit numeric code can be used for the USA or seven-digits for Canada (including the space).
• Country - Enter the vendor’s Country. If Canada or CAN is entered, the Postal Code format in the next prompt will be #A# A#A (3C1 H7J).
• Phone - Enter the vendor's Phone number. You can enter the phone number using any format. For example, you can enter 4075551212, 5551212, (407) 5551212, or 407-555-1212. If you don't enter an area code the system will default to the area code used in your DockMaster Parameters.
• Fax Phone - Enter the vendor's Fax Phone number. (See above)
• Contact - Enter a vendor Contact name. Any combination of up to 20 letters or numbers can be used. This name could be used to enter the name of the salesperson you contact most often.
• Account Number - Enter your Account Number with this vendor. You can have this number printed on your checks.

Many of the Accounts Payable report programs allow you to process vendors by category. See Vendor Category Code Maintenance for a detailed explanation.

• EIN/SSN - Enter the vendor's Federal Employment Identification Number or Social Security Number. This number will print on 1099 forms.
• E-mail – Enter an Email address for this vendor.

-- Payment --

The Payment options section is used to enter Payment/Billing information for a vendor. The format of each field is the same as the corresponding field in the Vendor Address section. Please refer to the appropriate prompt above for more information.

Address information is attached to an invoice at the time of entry. The data from the Payment address section will be used first if data exists, otherwise, the Vendor Address data will be used. Important: If you change a vendor's address, this does not change the address on each open invoice.

Billing [tab]

-- Code and 1099 Information --

• Category Code - Enter a Vendor Category Code for this vendor. These codes should already be maintained; press F6 to list the available codes. The entry you make here allows you to organize your vendors into groups.
• Terms Code - Enter a Payment Terms Code for this vendor. These codes should already be maintained; press F6 to list the available codes.

Payment terms codes control the discount and due date calculations for invoices entered through A/P Invoice Maintenance. If this field is left blank, the payment terms code maintained in the A/P Parameters is used as the default.

• Credit Limit - Enter a Credit Limit for this vendor. This field is for informational purposes only; no calculations are done with this entry.
• 1099 Vendor – Click on the 1099 Vendor box to track 1099 information for this vendor. If you pay non-employees (like individuals under contract), you need to print a 1099 if the dollar amount paid to them exceeds the IRS limit for any calendar year.

If you don’t check this box, A/P skips the 1099 Type prompt.

• 1099 Type - Enter the specific type of 1099 form your vendor should receive. Although there are nine types of forms listed below, the only forms DockMaster is formatted to print on is the Miscellaneous Income Form (M), Interest (I), Retirement Plans or Profit Sharing (R) and Dividends and Distributions (D). You can choose another type of form and report on this field using the Generic Report Writer.

Note: The use of 1099's can be complex. If you have questions about the forms, please contact your accountant for clarification.

The nine types of forms are:

• A - Acquisition or Abandonment of Secured Property

• B - Broker and Barter Exchange

• D - Dividends and Distributions

• G - Government Payments

• I - Interest

• M - Miscellaneous

• O - Original Issue Discount

• P - PATR-Recipients (Patrons) of Taxable Distributions Received from Cooperatives

• R - Retirement Plans or Profit Sharing

• Floorplan Int Rate - Enter a default Floorplan Interest Rate if this is a floorplan vendor. This rate will serve as the default rate when a boat, motor, or trailer unit is Floorplanned for this vendor (Boat Sales module).

-- 1099 Maintenance --

• The 1099 Maintenance grid displays the amount paid to this vendor for each year history exists. In this grid you can:
• Override or add an Amount for any year by clicking on the 1099 Amount column for the corresponding year and modify the number, or Add a year of history by clicking on the Add 1099 Year prompt and typing in the year activity should be added then press the Add button. The year will appear in the grid and you can enter the amount by clicking on the 1099 Amount field corresponding to that year.

-- Currency Type --

• Currency Type – Note: The Currency Type field will only display if there are Currency Rates defined in System Administration…Utilities… Currency Exchange Rates.
• This field allows the user to select a Currency Type for the vendor if different from the Installation Currency Type. Leave field blank if Currency Type is the same as the Installation Currency Type.
• If the Vendor currency type is different from the currency type in the DockMaster parameters, the system will look at the rate of exchange table on the first of the month that the goods are received and use that exchange rate in calculating the new weighted average cost. If there is no rate for the first of the month, then the next date after the first will be used. This will only apply to Weighted Average Cost, not the actual vendor cost.
• For example, a vendor has a currency exchange rate of a British Pound. The rate of exchange for the British Pound on 1.06.06 is 1.7732. If a part was purchased from this vendor at $1.00, the vendor cost is $1.00, but the WAV cost is $1.77.

Insurance, Comments & GL [tab]

-- Insurance & Comments --

• Insurance Carrier - Enter the vendor's Insurance Carrier or press Enter to bypass this field. Any combination of up to 30 letters or numbers can be used. Use this field if you require contract vendors to carry liability insurance while doing business on your premises.
• Insurance Exp Date - Enter the Insurance policy Expiration Date or press Enter to bypass this field. Use the Generic Report Writer reports to list vendors that have policies about to expire.
• General Comment - Enter General Comment about the vendor or press Enter to bypass this field. Any combination of up to 45 letters and/or numbers can be used. This comment line will appear in the Vendor Inquiry tab.
• Ordering Comment(s) - Enter Ordering Comment(s) about the vendor or press Enter to bypass this field. Any combination of up to 45 letters and/or numbers can be used.

This comment line will appear in the Purchase Order Entry program. The recommended use for this prompt is to inform the purchasing department of any quantity discounts available or special instructions from the vendor.

• Default A/P Account - Enter a Default A/P Account for this vendor or press Enter to bypass this field. This account will be used as the A/P account entry any time an invoice is generated for this vendor. The account can be changed on the invoice if the account distribution should change. Note: If this field is left blank, the A/P account entered in the A/P Parameters program will be used.
• MFG Deposit Account – (Used by the Boat Sales Module only) Enter a MFG Deposit Account for each boat manufacturer that you will pay deposits to. The Mfg Deposit Account (asset) will serve as the debit entry when a deposit is paid. Important: Make this account the same as the Cash Account in the Financial Institution file. If you are already handling the accounting for deposits with an A/P check, you would double account for the deposit if we didn’t set the Deposit Entry program to ‘wash’ the accounting entry (i.e. Debit and Credit the same account).

-- G/L Allocation --

• G/L Account – Enter a default G/L Account number for which you would post expenses, inventory, etc. for this vendor. Invoices and debit memos for this vendor will automatically be distributed to this account number. You can distribute to as many accounts as you would like; the tab will scroll to allow additional entries. Note: If you don't enter a distribution account number, the system will prompt you in the A/P Invoice Maintenance program to enter a distribution account(s).

For example, let's say account number 1007000 is for telephone expense. You set up a vendor, AT&T, where telephone charges are incurred. From now on, any time you enter an invoice or debit memo for AT&T, it will automatically be expensed to account number 1007000.

The cursor will proceed to the % To Allocate cell if an account number is entered.

Note: The amount that will be distributed and allocated from the invoice will be the amount entered in the Merch/Service field in A/P Invoice Maintenance.

• % To Allocate - Enter the percentage of the invoiced amount that you want to allocate to this account number. Press Enter to accept the default of 100%.

The allocation percentage can be useful when you want to allocate an expense to multiple cost centers.

From our telephone expense example above, if the expense were to be distributed to four cost centers at 25% each, you would set up the distribution as shown below:

1. 1107000 25%
2. 1207000 25%
3. 1407000 25%
4. 1307000 25%

The system will automatically calculate the distribution amount and make the allocation when you input the invoice. Note: The sum of the allocation percentages must equal 100%.

Warranty Information [tab]

• Create Warranty Claim – click on this box to force the Work Order Billing program to automatically create a warranty claim when a warranty work order is billed.
• Warranty Form Layout - Enter a Warranty Form Layout for this vendor. This prompt tells the Service module which warranty form layout to use when this vendor is the vendor of record on a Warranty Claim. The program that utilizes this information is Warranty Forms Maintenance and Print Warranty Claims in the Service module.
• Warranty Dealer Number – Enter your Dealer Number with this vendor; this number is used when exporting claims into a dealer’s software program.
• Warranty FTP Password – Enter your Warranty FTP Password with this vendor; this password is used when exporting claims into a dealer’s software program.
• Warranty A/R Account – Enter a default Accounts Receivable account to be used when this vendor is used on Warranty type work orders.
• Warranty Rates- Enter the Warranty Vendor Rates and the model start and end dates. This is not a required field. If the rates are not filled out in the vendor file, DockMaster will look at the Technician’s file for the warranty rates. If the Technician’s file is missing the warranty rates, DockMaster will use the Technician’s base rate.

Miscellaneous [tab]

• Click on the Miscellaneous tab to add data to the vendor prompts created for the Vendor File. You can create the prompts for this tab in the program called Custom Prompts on the Utility menu in System Administration.
• Click in the Miscellaneous Info column to enter free-form text in the grid.
• Custom Warranty Prompts- The custom warranty prompts are used in Warranty Form Maintenance. If you want to capture and report on additional information on the warranty claim, create your own prompts in this form. The prompts will appear in the Miscellaneous Tab from Warranty Form Maintenance.

FTP Information [tab]

The Export FTP Information is used for Exporting SeaRay Warranty Claims and Exporting Kellogg Purchase Orders.

• FTP Host Address- Type in ftp.searay.net
• FTP User Name- SeaRay will assign their customers a user name. This will change per client.
• FTP Password- SeaRay will assign their customer’s a password. This will change per client as well.
• FTP Method Command- The FTP Method Command is currently being used only by the Kellogg manufacturer. The only command that Kellogg is accepting at this time is Append.
• FTP File Path- Only the Kellogg manufacturer is currently using the FTP file path for exporting purchase orders. You can click on the Browse button to locate the file on your server.

Parts Information [tab]

--Parts Information--

• Vendor Load Code - Enter a Vendor Load Code for this vendor. The Inventory module when loading inventory from diskettes uses this code; the program is Inventory Parts Load. Bypass this prompt if this isn’t an inventory vendor or if diskettes are not available.
• Product Lines – Enter the Product Lines that you purchase from this vendor; each product line should be separated by a space. This feature allows you to enter key words to search your vendor database by product line. For example, you may want to search your vendor database for electrical suppliers; by placing the word ‘electrical’ in the Product Lines prompt in each electrical supplier, you would ensure a quick search.

--Web Service Information--

The information requested for Web Service has been designed to interface with any parts dealer that offers a web service for downloading price catalogs and price updates. If you have questions on what information to enter in the Web Service prompts, please contact DockMaster Support.

• SOAP Envelope – Enter the path of the XML document that contains the template used to execute the web service. Press the Browse button to locate the path and file name of the template. The template is normally provided by DockMaster and installed in the folder C:\Program Files\My-Villages Inc\Resources.
• SOAP Web Service – Enter the fully qualified path name of the web service main page. The path name will actually be the URL that is called from the HTTP request.
• SOAP Action – Enter the fully qualified name of the action of the web service that is necessary to download the vendor data. This will be the SOAP action section of the HTTP request.
• SOAP Part Node Name – Enter the fully qualified name of the node that defines a part record in the XML response from the web service. XML represents many different kinds of information that would traditionally be seen as data rather than as documents. The XML document is basically a tree structure like the tree structure found in Windows Explorer. The information found on the tree in XML is called a node. For example, a valid node name might be "Table".
• SOAP Envelope Node Name Grid – Enter in the grid, all the fully qualified node names that will contain certain data in order to properly execute the web service. For example, when downloading parts from the web service, the web service may require a User Id and Password, Dealer Number information, a flag indicating whether you are loading updates or an entire parts catalog or the date/time of the last update.
• Soap Envelope Node Contents – These are the data contents that fill the nodes that are needed to properly execute the web service. For example, if the node name is Password, then the content would contain a valid password.