This is a set-up module that must be completed prior to going “live” on the RollMaster System—thereafter, this module will be used to add new vendors and edit the system vendor database. All Vendors with a balance due at the time the RollMaster System is installed must be entered in this module along with all Installers who are independent contractors. This is necessary so that your “Beginning Payable Balances” can be entered in the system through the A/P Open Item Maintenance module (explained below). When you enter the Vendor Maintenance module, the system will first prompt a Vendor Selection box as follows:
This box will prompt any existing vendors in your system. Please Note: This Vendor Selection box will appear anywhere you are asked to enter a Vendor ID. You can also add Vendors from other modules using this box as described here. See instructions below for adding new vendors. At the Vendor ID -1- field, to search for an existing vendor, begin typing the first couple of letters of the vendor name. As you type, the list of Vendors below will begin sorting to display the first occurrence of those letters in the list. You can also click on any of the Header sections to search by Phone, Fax, etc. When you see the desired Vendor, click on that line to prompt that Vendor in the Vendor ID field. The Select -4- button will then become enabled. Click the Select button to continue to the Vendor Maintenance screen to view/edit the data for that Vendor. Another search mechanism is the Alpha Lookup -2- button. When you click this option, the system will prompt a Vendor Alpha Key Look-Up box as follows:
Type the first couple of characters for the Vendor in the Search Alpha Key -1- field, and then click the Search button. The system will display any matches in the screen below by Vendor Name, Alpha Key, and Vendor ID. Double-click the Vendor line item to select. The system will return the cursor to the Vendor Selection box, displaying the selected Vendor in the Vendor ID field. You can then click the Select button in the Vendor Selection box to continue to the Vendor Maintenance screen. Another search method is the Wild Card -3- option. You must first type a couple of searchable characters in the main search field and then click the Wild Card button. The system will display any occurrence of those characters it finds in a Wild Card Vendor Selection screen for you to make a selection.
There are a couple of additional features you need to be aware of in the Vendor Selection box. This includes the Contacts button and the Inactive field. The Contacts -5- button prompts an A/P Vendor Contacts box that displays a listing of important contacts with the current Vendor selected, along with information on how to reach them. This is a Read-Only screen when accessed from the Vendor Selection box. Instructions on adding/editing/deleting Contacts is explained below under the Adding a New Vendor section. The Inactive -6- column that appears to the far right of each Vendor name will display a “Y” if a Vendor has been set to Inactive in the Vendor Maintenance screen. Inactive Vendors will always display in the Vendor Selection box throughout the system, but you will not be able to access those Vendors from any Accounts Payable, Purchase Orders, or Inventory Control programs. They can only be accessed from the Vendor Maintenance module (explained below).
ADDING A NEW VENDOR:
When adding a new Vendor, begin typing a Vendor name or code in the Vendor ID field at the top left of the Vendor Selection box. It is recommended that you use characters for Vendor names rather than numbers to make lookup easier. You can use up to eight characters, but keep the ID as simple as possible so it will be easy to remember and lookup in the various A/P modules. For example: for MOHAWK we suggest MOHAWK; for SHAW we suggest SHAW. Try to avoid using symbols or spaces, as they can create confusion in the lookup process. The Vendor ID’s for Installers need to be typed in exactly as they appear in the Installer Maintenance module or vice versa. (You should review that section of the manual prior to adding subcontractors in the Vendor Maintenance module.)
As you type a name, the system will begin sorting through the list of existing IDs in the box below. Always check first to see if the Vendor ID currently exists before adding a new Vendor. If the system does not find a matching ID, click the Add button to continue. The system will prompt the following:
Click the Yes button to continue adding the Vendor. To edit an existing Vendor, select the Vendor from the list by highlighting the Vendor ID and clicking the Select button at the top of the box or by double-clicking on the ID. The system will display a Vendor Maintenance screen as follows:
At the very top left of the screen are three buttons that will only apply to existing Vendors in the system, not new Vendors. The first two allow access to other modules. The Vendor Status Inquiry button will take you to that module where you can perform an inquiry for a Vendor, or add/edit Vendor Notes, and then return to this screen. The same goes for the E-Docs button, provided your company subscribes to the E-Docs functionality. These buttons can be used at any time from within this screen after a Vendor has been added and saved. The EFT Data button will only appear where the User Control 6 option, Allowed To Edit Vendor EFT Data, is set to “Y” for yes. This feature will be explained below following steps for adding a new Vendor. Also, for complete instructions on using the Electronic Funds Transfer functionality in RollMaster, you can find an article in our Help Desk, as well as a section in our Accounts Payable manual under Payment Selection. Email email@example.com for additional assistance.
When adding a new Vendor, the top left panel of fields will appear as follows:
At the Name -1- field, type in the complete Vendor name. For example: SHAW INDUSTRIES, INC. The Long Name field can be used for longer Vendor names. The Address, City/State, and Zip Code fields should be used to capture the physical street address for the Vendor, or the address from which material will ship. This address will appear in the Purchase Orders system. Use the Telephone 1 field to record the main number for the Order Department. This number will also appear in the Purchase Orders system. You can also record a Fax number for the Vendor order department, if applicable. The Credit Manager, Tele, and Fax -2- fields can be used to record the name, telephone, and fax number of the credit manager for this Vendor if applicable. It is not a required field of entry and can be skipped. You should review the Contacts button info below and consider using that feature instead. The same goes for the Claims Mgr fields. The Vendor Notes icon -3- button can be used once a Vendor has been added to the system. The Vendor Notes feature can be found and accessed throughout the Accounts Payable system, and any Notes for a Vendor added from anywhere in the system will appear the same in all applicable modules. You can add up to 99 pages of Vendor Notes in the system for each Vendor. When more than one page of notes has been added, the system will display the most current page first.
If a Vendor is located outside of the U.S., you can click the International address fields -4- box to display international-specific address/phone fields to properly add that info in the system. The Contacts -5- button prompts a feature that has been added to allow you to begin building a database of various Contacts (people with important Roles) for each Vendor. The data does not currently appear on a system report, but programming is moving in that direction. For example, you can enter contact information for the Credit Manager, Marketing Manager, and multiple Sales Associates. Once that data is entered, it can then be viewed via the Vendor Selection box (explained above) from various other places in the system. When you click the Contacts button, the system will prompt an A/P Vendor Contacts screen as follows:
Type the First Name -1-, Last Name -2-, and Email -3- address of the contact, and click the drop down menu at the Role -4- field to select a Role Code (you can add additional Role Codes via the Role Maintenance option, explained below). If applicable, click the box in the Birth Date -5- field and then select a birth date using the drop down calendar menu. Record both an Office and Cell phone number -6- in the fields provided. And finally, use the Note -7- field to add any additional notes relating to this A/P Contact. Click the Add button to save the Contact. Once a Contact has been added, you can highlight the name in the screen below and then Right-Click to Delete or Edit the data. You can also Double-Click on a Contact to call up the Edit Contact box. Existing Contacts will appear as follows:
To add a new Role Code, other than the three pre-set Roles, click the Role Maintenance option at the top left of the A/P Vendor Contacts screen. The system will prompt a Role Maintenance selection box as follows:
Click the Add button at the bottom right to add a new “Role.” The system will prompt a second Role Maintenance setup box as follows:
Type a Code -1- and Description -2- for this Role and click the Save button to store the record. You can continue adding “Roles” or return to the A/P Vendor Contacts box to add new contacts. Next to the Role Maintenance option is another option that appears as follows: Contact Report. Once Contacts have been added, you can export a list, including all fields, to Excel for either the current Vendor, or all Vendors by clicking on this option. A A/P Contact Report box will appear as follows:
Click in the Current Vendor Only box to only export for the current Vendor.
The next series of fields in the Vendor Maintenance module appear as follows:
The Mailing Address -1- fields will automatically prompt the address data entered in the fields above. If the billing name and/or mailing address for the Vendor is different, type over that data with the applicable Mailing Address info. For example, many Vendors have a P.O. Box they want payments mailed to, and in some cases, you may pay a Factor instead of the Vendor. Also, the Mailing Address information will prompt in the Vendor Mailing Labels report module and print on system checks. At the Factor Cont -2- fields, if you pay a Factor instead of the Vendor, you can enter the name of a contact person at that business, along with their telephone and fax number. The Sales Cont field is for recording the salesperson’s name and number, but the Contacts feature (explained above) is a better method for recording that data.
The Social Security # -3- field is used primarily for independent contractors, but can be used to record Tax ID #’s for any Vendor in order for the system to keep track of 1099 data. The system prints Form 1099s through the Print A/P Form 1099 report module located in the A/P Reports Menu 2 of 2. Please Note: Programming for IRS Backup Withholding to 1099 has been completed for Phase 1. Setup needs to take place in Installer Maintenance and Vendor Maintenance. Backup Withholding fields/columns have been added to Print Checks and Check History. In Vendor Maintenance, when setup is complete in Installer Maintenance and a valid Social Security # has been added, two new fields will appear to the right of that field as follows:
The IRS Backup Withholding checkbox must first be checked, and then the Withholding Percent field will default to 24%, but is accessible to change if/where applicable. All applicable Accounts Payable modules have been updated to track and display this data, including Payment Selection, Check Print, Check Register/History, View Check History, and Print A/P Form 1099.
In the Vendor Acct # -4- field, type the Vendor’s account number. This field will appear in the Purchase Orders system. At the Use Sq. Ft. Pricing -5- checkbox, only check this option for Vendors that issue pricing by the square foot on roll goods, and where this is not the case for All Vendors. The A/P Vendor Only -5- checkbox determines whether a Vendor can be paid by Credit Card from that module or whether a Vendor can only be paid by a company check. Check this box to remove the option to pay this Vendor by Credit Card. The Vendor Type -6- field is tied to the Vendor Type Maintenance module in the Accounts Payable Menu. Vendor Types must be set up before you can utilize this field. Only create Vendor Types and utilize this field if you would like to separate your Vendor Listing by type and/or if you require specialized 1099 Form printing. This feature was created for customers wanting to provide their insurance companies with a list of Vendors broken down by type such as installer, lessor, vendor, etc. Also, there are various other Accounts Payable modules that will allow you to sort by Vendor Type when searching for or printing data. The B2B Vendor -7- field will only apply to RollMaster users who have subscribed to the B2B Functionality. If this is the case, then for all vendors importing B2B data into your system, you will need to enter to this field and use the drop-down menu to select the corresponding B2B Vendor. This is necessary to properly match imported billing records. The Incoterms -8- field will only be used by customers who import/export with other countries. Incoterms are a set of rules which define the responsibilities of sellers and buyers for the delivery of goods under sales contracts. Shippers worldwide use standard trade definitions (called Incoterms) to spell out who’s responsible for the shipping, insurance, and tariffs on an item; they’re commonly used in international contracts and are protected by International Chamber of Commerce copyright. Incoterms significantly reduce misunderstandings among traders and thereby minimize trade disputes and litigation. If these terms apply to a Vendor, you can set a default here that will flow through to Purchasing and Bill of Lading.
The next set of fields appear at the top right of the Vendor Maintenance screen as follows:
In the Payment Terms -1- section, you have the option of entering three sets of discount terms along with a Net due date in these fields. These fields will be used to determine the discounts available and the due date of Vendor Invoices when they are entered in the system—this information can be easily overridden when an Invoice is added and again when an Invoice is paid. In the 1st Discount / Discount % field, enter the best discount percentage available from this vendor in whole numbers, e.g., “5” for 5%. In the Day column, enter the number of days allowed for this discount, e.g., “15” for 15 days. The Method field will default to “D” for days. Hit enter to accept or change to “P” for Prox., e.g., 2% 10th next month. Follow the same steps for the next six fields to enter your second and third set of terms for this vendor if applicable. If none apply, simply enter through these fields and leave them blank. In the Net / Day field, enter the normal Net Days offered by the Vendor.
The next series of -2- fields will automatically update based on new activity in the system. However, starting out, at the Last Yr. Pur field, you can add that info if you know the total amount of purchases made from a Vendor the previous year. This field will automatically update during A/P EoY processing. The same goes for the Y-T-D Pur field. If you know the total amount of purchases made from a Vendor during the current year, you can type that figure here. This field will automatically update via the Open Item Maintenance module as Invoices are entered in the system, and will be zeroed out during A/P EoY processing. And finally, at the Y-T-D Disc field, if you know the total amount of discounts earned from a Vendor during the current year, you can type that figure here. This field is automatically updated via the Print Checks modules and is zeroed out during A/P EoY processing.
The next three date -3- fields will also automatically update based on new activity in the system. When adding a new Vendor, at the Date Last Ord field, if you know the date you last placed an order with the Vendor, enter it in this field. This field is automatically updated via the Purchase Orders system. At the Date Last Ivc field, if you know the date of the last Invoice for a Vendor, enter that date in this field. This field is automatically updated through the Open Item Maintenance module. And finally, at the Date Last Pmt field, if you know the date of the last payment you made for a Vendor, enter that date in this field. This field is automatically updated via the Print Checks modules.
The Hold Payments -4- field should only be checked if you need to hold ALL payments to a Vendor for some reason. If checked, the system will not allow selection of any Open Items in the Payment Selection module and a “HOLD” status will appear for the Vendor on the Open Invoice Listing report.
The remaining fields in the Vendor Maintenance screen appear at the bottom right as follows:
The A/P Balance -1- field is updated through the Open Item Maintenance module. It will reflect the current balance owed to the Vendor. It can be accessed to enter a beginning balance on a Vendor, or make adjustments. The On Order Balance -2- field is updated through the Purchase Orders System. It will reflect the current balance of open P.O.’s to the Vendor. This field is view-only and cannot be accessed from this screen.
At the Default G/L Acct -3- field, you can set a default General Ledger Account number that will automatically pop up in the Open Item Maintenance module when you enter an Invoice for the Vendor. This default can be overridden if you need to make a change for any reason, or if the Vendor relates to more than one G/L Account depending on what is being purchased. To select a G/L Account, click on the Default G/L Acct button to prompt a G/L Account Selection box. The Default Ship Via -4- field allows you to tie assign a Default Ship Via Code that will automatically prompt on PO Lines for the Vendor. If you do not wish to set a default, leave the **None** setting at this field. Click in the Inactive -5- box only if you wish to stop using a Vendor. This will “drop” a Vendor from the active list without losing any history. The final -6- field, Confidential, will only appear in this screen if it has been enabled for a User in the User Control 5 screen. If checked, this Vendor will be considered “Confidential” in the system, and any User not allowed to view “confidential” Vendors will not see these Vendors in the A/P Open Item Maintenance module.
Once all selections have been made, click the Save button to keep the Vendor or save any changes. To eliminate a Vendor from the system entirely and leave no history, you will use the Delete button at the bottom right of the screen. Please Note: If you have used the Vendor ID in the system, you should not Delete the data record from the system. The only information you cannot change once a Vendor has been added in the system is the Vendor ID—the other information can be changed if applicable, and the Inactive option will preserve history if you are no longer doing business with the Vendor.
To set up EFT Data info for a Vendor in order to electronically transfer funds for payment, you will need to click the EFT Data button at the top left of the Vendor Maintenance screen for an existing Vendor. When you click this button, a Vendor EFT Data Maintenance box will appear as follows:
Complete the Banking setup information in the fields provided and click the Save button to keep the data. You will also need to complete some setup in the G/L Account Maintenance/Inquiry module for EFT Banking Account Numbers. Please see the General Ledger section of the manual for those details, or the section below under Payment Selection titled EFT System Setup.