MTS #3B - Vendor Maintenance
Purpose: To introduce and provide orientation for Vendor information.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
Ship Via – transportation code/description: your routes, carriers, etc. In-bound and Out-bound transportation. Used to identify the method of shipping.
Drayage – is the transportation of goods over a short distance via ground freight and often part of a longer length haul to delivery product.
Vendor Maintenance
Introduction
Vendor information is primarily related to floral related purchase orders and buying, not business utilities and other related vendors. It can include Carriers.
By selecting the Vendor Menu you can access your Vendor information using the Vendor View or Vendor Entry.
There are certain pre-requisites that are required for vendor maintenance to function smoothly and are accessible from the Vendors Main Menu. Country/ Region information is accessible on the Management Main Menu. These pre-requisites include:
Vendor Type,
Vendor Terms,
Ship via,
Farm Entry and
Country/Region.
The Vendor Table Maintenance program has 8 Tabs as illustrated below. These tabs are:
General Info
Purchase Info
Accounting Info
Mailing Info
Remittance Info
Contact Info
Box Rates
Farm Login
General Info
This screen will require entry of vendor pre-requisites for:
Country/Region (on the Management Menu)
Vendor Type (on the Vendors Menu and
Source Code (on the Vendors Menu).
The Source Code is entered using the Source Entry screen.
Vendor name and address information is entered on this screen. The Account Number is your vendor’s account number.
Vendor Type is user defined and you can add more Vendor Types on the Vendors Menu. SMARTSystem defaults for Vendor Types are: FRESH, PLANT, SHIPPING and SUPPLY.
The Order Arrival Days are used to calculate the estimated Arrival Date for a purchase order. In the vendors purchase order, the Ship Date plus Order Arrival Days is the estimated Arrival Date.
Each vendor can be associated with a Source Code used when buying products and that will identify the source of the product throughout SMARTSystem.
Vendor Memos are used to make notes associated with each of your vendors. The memos are free form and it is recommended to enter date, persons initials and notes.
Purchase Info
This screen will require entry of vendor pre-requisites for:
Ship Via (on the Vendors Menu) and
Vendor Terms (on the Vendors Menu.
The Ship Via is used as the default carrier for this vendor’s purchase orders.
Vendor Terms is an informational field but required.
PO Form Delivery is informational to define the preference: Paper, Fax or Email.
PO Delivery E-Mail is the email address of who you want to receive your purchase orders via email. You can add more than one email address by separating each with a semi-colon (;). Do not enter a semi-colon as the last character.
CC Purchase Rep when checked will send an email to your Purchase Rep Email address (shown below).
Display Selected Code on PO document is not required. When selected, it will display either your Local (product) Code or Vendor Code or Manufacturer Code as checked.
As an example, depending on which Code selected above will show on the PO document:
The Purchase Rep’s name and Purchase Rep Email are stored for reference and as indicated above the PO can be sent to the Purchase Rep Email:
Default PO Instructions that are repetitive for the vendor are entered here and will be displayed on each new purchase order. You can also use this field as a reminder for your buyers that can be removed by them from the PO:
Shipping Calculation Type is selected to calculate landed costs on a purchase order. There are only two options: Standard or Box Rate. Additional setup information is provided in the Management Training Documents 6D.1 thru 6D.3.
Purchase Cost % for Landed Cost is typically used to store a recurring percentage, like 18% to calculate Landed Costs for trucking costs. This can also be use for the Ecuadorian Rose surcharges with the Add Percent to Surcharge on PO when the checkbox is set.
The checkbox to Add Percent to Surcharge on the PO will provide an option for purchase order to reclassify the calculation as a surcharge to account for it correctly:
Accounting Info
1099 Type is information only, but is required.
G/L Sales Account is only used by the Recipe Portal to override the Sales G/L for products by this Vendor G/L Sales Account.
The G/L Expense Account is required and can be set globally for all vendors using: Management Menu > Assign G/L Vendor Expense Accounts:
The remaining information on this screen is optional.
Mailing Info
Mailing Info is used to override vendor information on the General Info Tab.
Remittance Info
Remittance Info is normally not used. It is only used to override the remittance information in Quick Books only, when PO’s are exported.
Contact Info
This screen is used for additional vendor contact information:
Contact Name, Phone and Fax Number, Primary Email Address
Web Site URL
Office Managers Name and Email Address
Account Rep Name and Email Address
Box Rates
The Box Rates tab will normally be empty unless you set Shipping Calculation Type as Box Rate and follow the procedures to setup and maintain box rates:
Box Rates are used as an alternative to calculating landed costs based on freight rates and box cubes. This tab is used to establish an average cost per box type used to calculate landed costs when entering purchase orders.
The Country/Region Table Maintenance under the Management Menu in conjunction with your Units of Measure table are used to generate these entries. Refer to Management Training Document 6D.3. A separate training session should be scheduled if you want to use this feature.
Farm Login
The Farm Login Information is needed when the Farm Portal is activated. The User Name and Password for the Cargo Agent Interface allows the Farm to login and access their purchase orders.
- The Cargo Agent Name entered on this screen will appear on the Farm’s printed label.
- The Cargo Agent Email is not currently used at this time. This field can be left blank.