Add a Vendor Record

When you add a firm record, you have the option to designate the firm as a Vendor type of firm. This enables a Vendor tab where you can enter additional purchasing, banking, accounting, and payment information for the record.

When you add a new vendor on the Add Firm form, you are automatically added as a team member on the Our Team tab for that firm. However, you must use the Our Team tab to describe your relationship to the firm.

To add a new vendor record:

  1. In the Navigation pane, select Hubs > Firms.
  2. Click + New Firm next to the find field to display the Firm form. This link is only available if you have the access rights that are required to add records.
  3. In the Name field, enter the name of the firm. When you move the cursor from this field, DPS compares the name to existing firm names and aliases. If it detects possible matches, it displays a list of those firms so you can determine if you are adding a duplicate record. If you are still not sure, you can click the firm name in the list to display the full company record on a separate browser tab.
  4. In Firm Type, select Vendor. Firms that are specified as vendors also have a relationship with liability codes. See the Vendor Types and Liability Codes online help topic for additional information.

    When you select Vendor, the Vendor tab of the Firms hub displays. Use this tab to enter the vendor's purchasing, banking, accounting, and payment information.

  5. Select one of the following actions:
    • If automatic numbering is not enabled for firms, you can enter a number in Firm Number.
    • If automatic numbering is enabled for firms, DPS assigns the ID for you. If you have appropriate access rights, you can change it.
  6. Enter the relevant information on the Overview tab, including the Payment Address.
  7. Enter the additional information on the Vendor tab, paying close attention to the Approved for use in processing checkbox. This checkbox displays if you use DPS Accounting. Select it if the vendor is approved for use when processing accounting transactions. If you are an accounting user, you can select this checkbox at any time. However, you can clear it only if the vendor record has not been used in any accounting transactions. When you select this checkbox, DPS prompts you to enter information in the required fields on this tab before you can save the record.

    If you have multiple companies, this option displays as Approved for use in processing for company XX. This option allows you to enter accounting information for each vendor on a company-by-company basis.

  8. Click Save.
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