WHY IT'S IMPORTANT

Creating vendors is typically an administrator task. Vendors are the source of items for purchasing, invoicing, and cost tracking in Yellow Dog Inventory, so an accurate vendor record keeps purchase orders, invoices, and calculated costs tied to the correct supplier. Every inventory item is assigned a primary vendor, so vendors are usually set up before or while you create items.

 PREREQUISITES

•     Permission to Common Setup > Edit Vendors

•     The vendor's company name

•     Any currency or tax details you want to record for the vendor

 STEP BY STEP

Create the vendor

1.   Go to Common Setup > Vendors and Manufacturers.

2.   Select Create New Vendor.

3.   On the Details tab, enter the Company name. Company is required; the Code is generated automatically.

4.   Set the optional Details fields as needed:

a.    Approved Vendor — marks the vendor as approved to protect the record's data integrity; who can edit an approved record is controlled by employee permissions.

b.    This Vendor collects taxes — select if the vendor charges tax. Tax percentages are then set at inventory levels.

c.     Default Currency — defaults to USD; change it if the vendor bills in another currency.

d.    URL — the vendor's website; select Navigate to open it.

e.    Notes — free-text notes about the vendor.

5.   Select Save and Close to finish, or Save to keep the record open and continue to the other tabs. Add New saves the current vendor and starts another.

The other tabs in the vendor editor

The editor opens on Details. The remaining tabs configure how you buy from and communicate with the vendor:

•     Stores — select which stores the vendor is available to (the Available column), and set per-store vendor details such as Terms, Accounting ID, Reference, Tax Number, and Customer Number. Use Make All Stores Available or Reset All Stores to unavailable to set availability in bulk.

•     Vendor Products — the item records tied to this vendor that define how you purchase each item, including vendor part number, pack size, price, and bidding fields. See How To: Create a New Vendor Product.

•     EDI Purchase Order Setup — configuration for clients who use the EDI purchase order feature.

•     Vendor Mappings — map EDI source fields to Yellow Dog and set how the vendor's size labels correspond to your sizes (Vendor Size Abbreviations).

•     Contacts — store contact records for the vendor — for example, to email invoices to the vendor directly.

•     Vendor Attributes — custom attribute fields used for reporting and filtering, such as Order Minimum.

 BEST PRACTICES

•     Before creating a vendor, search the list to confirm it doesn't already exist. Use Merge to combine duplicate vendor records.

•     When an item is available from more than one vendor, add the additional vendors on the item's Vendor Products tab rather than creating a duplicate item for each vendor.

•     Mark This Vendor collects taxes during setup so estimated taxes calculate correctly on purchasing documents.

 RELATED ARTICLES

•     How To: Create a New Vendor Product 

•     Vendor Taxes