Vendor / Payee Window - Defaults Tab
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The second tab on the Vendor Window is the Defaults Tab. Here the information is used as default or initial values on Components, Purchase Orders, and Vendor Invoices for the respective Vendor.
Note: Changing these values will only affect new Components, Purchase Orders, and Vendor Invoices. Design Manager will not go back and update any components, accepted Purchase Orders, etc.
Purchase Order (PO) Terms: The Purchase Order Terms is an optional field that can be used to record any text that describes the payment terms given by your Vendor. Examples may be "Net 30 Days" or "Due Upon Receipt". This field will print in the header of the Purchase Order and may be up to 20 characters.
Purchase Order (PO) Ship Via: This field is used to record the desired methods of shipment (ex. UPS Ground) that a Vendor is to use when shipping merchandise. This field is optional and may contain up to 20 characters. The Purchase Order Ship Via prints on each Purchase Order and can be changed for each Purchase Order immediately before printing on the Edit Generated PO Window.
Deposit %: Enter a percentage in this field if a Vendor requires a Deposit to be sent to them for ordered merchandise or services. For example, if "50" is entered and you purchase a chair for $200.00, then Design Manager will calculate a $100.00 Deposit to be sent with the Purchase Order for the chair. The Deposit Percentage may be overridden for each Component on the Component Window - Component Tab.
Deposit Applies To: An option exists for each Component Type except Time for the Deposit Applies To selection. Select each Type for which the Vendor requires a Deposit. The Deposit Percentage will be applied to all Components of the selected Types in order to calculate the total Deposit required by the Vendor.
Buying Terms: The three optional buying term fields hold percentages that are used to calculate the cost of goods based upon the list or retail price of merchandise from a Vendor. The Vendor generally provides these terms to you. Leave these fields blank if you do not use this method for calculating costs. These terms default over to the Component Window in the Projects and Specifications section when selecting to use buying terms.
Early Payment Discount %: This field holds the discount percentage offered by a Vendor for early payment. In the example above, this field would contain a "1.5". The discount amount can be overridden when entering each Vendor Invoice. This Discount will be taken when paying via Check/Wire ONLY (Credit Card Payments will not include this Discount amount).
Days for Discount: Certain Vendors will deduct a percentage of the cost if payment is made to them in a timely fashion. If applicable, this field should contain the number of days that the Vendor allows to receive payment in order to receive a discounted cost. For example, a Vendor may offer a 1.5% discount if payment is made within 10 days of the receipt of an invoice. In this case a "10" would be entered in this field.
Payment Due Days: This field should contain the maximum number of days the Vendor allows in order to receive payment on an invoice for a given order or service. For example, if the Vendor’s terms were "Net 30 Days", this field would contain "30". When recording an Invoice from this Vendor, the Due Date will be calculated automatically by adding the Payment Due Days to the Invoice Date entered. The Due Date is used to automatically selecting Payable for which to generate a Check.
Send PO's Via
Email: If Design Manager is to email Project and Inventory Purchase Orders to this Vendor using the Purchase Order Faxing and Batch E-mailing system, select this option.
Fax: If Design Manager is to fax Project and Inventory Purchase Orders to this Vendor using the Purchase Order Faxing and Batch E-mailing system, select this option.
Fax Dial String: The Fax Dial Sting defaults from the Vendor Phone number on the Vendor Tab. This is the number Design Manager will dial when using the Purchase Order Faxing and Batch E-mailing system to fax Purchase Orders to the Vendor. If any additional numbers are required, to activate the fax machine or software, for instance, add them to beginning and/or end of the Fax Dial String as necessary.
For a full description of faxing and e-mailing Purchase Orders in Design Manager, see Faxing and Batch E-mailing Purchase Orders.
Expense Account (or 1099-INT): This field should contain the General Ledger Account Number that is used to record purchases from a Vendor. This is an optional Account that is only used for Vendors such as a telephone, credit card, or electric company! For example, for a telephone company this field should contain a telephone Expense Account Number. When entering the Operating Expense, this Account will be selected automatically upon using this Vendor. To find an Account Number, click on the Search button. The Account is usually an Expense or a Cost of Goods Sold Account. However, if the Vendor is your credit card company, you may find it convenient to input the Credit Card Liability Account associated with the credit card company to facilitate payment.
Leave the Expense Account blank for any Vendor from which you order Project-related merchandise (i.e., goods that you resell to the Client).
Do Not Allow on Specifications, Stock Items, or Purchase Orders: Use this option to prevent the Vendor from being assigned to a Component or Inventory Stock Item nor to allow Purchase Orders to be created for any Component or Stock Item that has had the Vendor assigned prior to this option being selected. The Do Not Allow on Specifications, Stock Items, or Purchase Orders is intended to prevent Vendors used solely for recording expenses or other non-purchasing purposes from being inadvertently selected when specifying or adding Inventory.
On this table, Vendor Insurance Policies can be added, edited, and deleted for the Vendor. Vendor Insurance Policies are used predominantly for contractors and allow the user to monitor if the Vendor is insured for particular work. If a Vendor has an expired Insurance Policy, the user will be warned when adding Purchase Orders for the particular Vendor.
The Vendor Insurance Policies Grid displays the Policy Type, Insurance Carrier, License/Policy Number, Effective Date, and Expiration Date for the Insurance Entry. An Insurance Policy can also be set as Active or Inactive by selecting or deselecting the Active column, respectively. As these columns are derived from the Vendor Insurance Window they will be described in greater detail in the discussion of that window.
To create or revise an Insurance Policy, click the Add or Edit buttons, respectively, to display the Vendor Insurance Window. To remove an Insurance Policy, click the Delete button.
Default Markup/Discount/Fee Percentages
Here you can enter specific defaults for each of your Vendors. When you select to Apply these settings to the Item Components, Inventory or Catalog Items, the new Item Components created with this Vendor will be set to use the default percentages entered. This default percentage overrides the Project default settings.
To set a default Markup, Discount or Fee Percentage, select a Percentage Type and enter a Percentage Amount, then select if you wish to Apply this percentage when creating new Project Items/Components and/or Inventory & Catalog Items.