Company Specific Vendor Information Card Tab
This section includes the fields and descriptions for the Company Specific Vendor Information Card tab.
Vendor Island
| Field | Description |
|---|---|
| Vendor No. | In this field, you enter a unique company-specific vendor identification number, referred to as the “Vendor Number.” If a number is not entered, Maconomy will automatically transfer the vendor number from the number series assigned to vendors. Manual typing is required however if the number in the number series has been entered as zero. The number series are specified in the window Number Series in the Set-Up module. When the vendor has been created, the vendor number can no longer be changed.
If the system parameter “Centralized vendor creation only” has been marked, company-specific vendors can only be created, if these have already been created as vendors in the window Vendor Information Card. You can use the function “Find customer” in the Find menu to display a list of existing vendors and select a vendor that you want to use as company-specific vendor. If the parameter has not been marked, you are free to enter a customer number in this field. You can also enter the vendor’s name and address here. This information is used as reference, and it is shown on various printouts. As a minimum, you must complete the first line immediately below the vendor number. |
| Attn. | In this field, you enter the name of the person to whom shipping and payment information is to be directed. This information is used on printouts. |
| Country | In this field, you select the company-specific vendor’s country. The information is for reference, and it can be used to generate statistics.
Countries are maintained in the Popup Field window “Country” in the Set-Up module. |
| Phone | In this field, you may enter the company-specific vendor’s phone number. This information is used for reference. |
| In this field, you may enter the company-specific vendor’s electronic mail address. This information is used for reference. | |
| Fax | In this field, you may enter the company-specific vendor’s fax number. This information is used for reference. |
| Telex | In this field, you may enter the company-specific vendor’s telex number. This information is used for reference. |
| Giro | In this field, you may enter the company-specific vendor’s postal giro number. This information is used for reference. |
| Remittance Email Address | Specify the email address of the vendor linked to the payment where Maconomy sends the vendor remittance email. |
Settling Company Island
| Field | Description |
|---|---|
| Company No. | In this field, you can enter a value for the Company dimension. If you specify a company, that company will be the settling company on all company-specific vendor invoices, item purchase orders, and so on, where the current vendor is the pay to vendor.
If you do not specify a settling company, the vendor is regarded as a global vendor. When a global vendor is specified on, for example, a vendor invoice, the settling company will be determined from the company responsible for the vendor invoice journal in question, as Maconomy will retrieve the value from the field “Vendor Settling Company” in the Company Information Card for the responsible company. The value of the field also determines the users who have access to the vendor. In the window Company Information in the G/L module, it is possible to assign each company to an access level. Users only have access to see information about a vendor if they have been assigned to the same or a higher access level. A user will, for example, only be able to see the vendor information card of a given vendor and refer to the vendor in question on, for example, vendor invoices if the vendor’s settling company has been assigned an access level to which the user also has access. In addition, the user must have access to the access level specified in the island Access Level in order to have access to the current vendor. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to vendors may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module. For further information about the influence of the settling company and how such a company is determined, please see the section Multiple Companies in the chapter “Introduction to the G/L module.” This field also shows the name of the specified company. |
| Currency | This field displays the currency used as base currency in the company specified in the field “Company No.” above. |
General Information Island
| Field | Description |
|---|---|
| Department | In this field, you enter the department that normally receives items purchased from this vendor.
The field determines the G/L accounts for cash discounts and exchange rate differences. These can occur when you pay invoices. G/L references to cash discounts and exchange rate differences are specified by means of dimension combinations in the window Posting References in the G/L module. |
| Language | In this field, you designate the language of the vendor. The language is used for printouts and statistics.
Language codes are maintained in the window Popup Fields window in the Set-Up module. |
| Currency | In this field, you select the vendor’s standard currency. All vendor transactions are converted into the vendor’s standard currency, and this currency is also the currency used when paying the current vendor. This means you can print and send account statements in the vendor’s own currency.
All vendor transactions are registered in the following currencies:
The field “Currency” cannot be changed, if entries have been posted or are ready to be posted to the vendor. This is a precaution against inconsistencies. Currencies are maintained in the Popup Fields window in the Set-Up module. |
| Vendor Group | In this field, you select the group to which the vendor belongs. This field is used to classify vendors (for example, by trade).
Vendor groups are maintained in the Popup Fields window in the Set-Up module. |
| Comp. Reg. No. | In this field you enter the vendor’s company registration number if the vendor is a company. If you enter a number which is already in use, Maconomy will display a warning.
If you have entered company registration number validation rules for the vendor’s country in the window Rules of Validation in the Set-Up module, Maconomy will verify that the company registration number complies with these validation rules. The completion of this field is optional. |
| CNR No. | In this field you enter the vendor’s CNR number (or social security/federal ID number) if the vendor is a person. If you enter a CNR number which is already in use, Maconomy will display a warning.
If you have entered CNR number validation rules for the vendor’s country in the window Rules of Validation in the Set-Up module, Maconomy will verify that the CNR number complies with these validation rules. The completion of this field is optional. |
| Disclosable | In this field, you can specify whether the current vendor should be disclosable. If a vendor has been marked as disclosable, the mark will be transferred to the field “Disclosable” in the windows Vendor Invoices and Invoice Allocation, when you make an invoice for the vendor in question.
When reporting to tax authorities, you distinguish between disclosable and tax exempt services for disclosable invoices. If you wish to mark a vendor as disclosable, the vendor’s information card must contain a CNR or Corporate Registration Number. |
| Blocked | If this box is checked, it will be impossible to enter vendor invoices, item purchase orders, purchase orders, and general journals for the vendor. |
| Standard Allocation Code | In this field, you can specify a standard allocation code to apply to the company-specific vendor. The allocation code specified is automatically used when creating vendor invoices for the vendor in question, if no other allocation code has been manually entered at the creation of an invoice. |
| Week Calendar No. | In this field, you can specify a week calendar which contains information about days on which the vendor is closed (that is, days where the number of working hours is 0 according to the specified week calendar). This information is used in the calculation of delivery dates, as only the number of days where the vendor is open are counted as part of the delivery time.
If you do not specify a week calendar, all days are counted as part of the delivery time. For further information on the week calendar’s influence on the calculation of delivery dates, please see the description of the field “Deliv. Date” in the table part of the window Item Purchase Orders in the Item Purchase module. Week calendars are created in the window Week Calendars in the Set-Up module. |
| Holiday Calendar Name | In this field, you can specify the name of the holiday calendar used by the current company-specific vendor. |
Extra Fields Island
| Field | Description |
|---|---|
| Popup 1-5 | In these fields, you can select a number of pop-up values for further specification of the current company-specific vendor. The options are created in the window Popup Fields in the Set-Up module. |
Document Archive Island
| Field | Description |
|---|---|
| Document Archive | In this field, you can assign a document archive to the vendor in question. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives. |
| Document Count | This field displays the number of documents in the Document Archive. |
Purchase Orders Island
| Field | Description |
|---|---|
| Default to Self Invoices | Select this check box so that when users create purchase orders for the vendor, Maconomy marks the PO for self-invoicing. |
| Reference Mandatory on Time Sheet Lines | Select this check box to require the vendor to refer to a purchase order line in time sheet lines. This applies to vendors who are subcontractors with employee credentials.
When creating time sheet lines, the vendor can only refer to subcontractor reconciliation purchase order lines. If you select this check box and only one purchase order line is open for the vendor, Maconomy automatically fills out the following fields in any time sheet lines that the vendor creates:
When the vendor posts these time sheet lines, Maconomy automatically fills out the Cost field in the job entry. Maconomy copies the value from the purchase order specified in the posted time sheet line. |
| Reference Mandatory on Expense Sheet Lines | Select this check box to require the vendor to refer to a purchase order in expense sheet lines. This applies to vendors who are subcontractors with employee credentials.
When creating expense sheet lines, the vendor can only refer to subcontractor reconciliation purchase order lines. If you select this check box and only one purchase order line is open for the vendor, Maconomy automatically fills out the following fields in any expense sheet lines that the vendor creates:
|
Dimension Combination Island
| Field | Description |
|---|---|
| Dim. Comb. No. | In this field, you can enter the number of a dimension combination of the type “Dimension Derivation” created in the window Dimension Combinations. The field “Description” to the right of this field displays the description of the entered dimension combination.
If you specify a dimension combination, Maconomy will use the values in this dimension combination when deriving dimensions from the current company-specific vendor. However, any dimension derivation values specified in this island will be used instead of those specified for the same dimensions in the dimension combination. This means that the dimension combination only applies to the dimensions for which no value has been entered on the company-specific vendor information card. |
Derived Company Island
| Field | Description |
|---|---|
| Company No. | In this field you can enter a dimension value for the Company dimension if you want this value to be derived from the current company-specific vendor. If you also want the value entered to overwrite any existing value for the dimension, you need to check the “Overwrite” box. If you choose not to do so, the dimension value will only be transferred to a table entry which is being created if no entry has been made in the field “Company” in the table entry, either manually or through a registration code.
Even if you have specified a dimension combination in the field “Dim. Comb. No.” above, a value entered in this field will be used rather than the value (if any) found for this dimension in the dimension combination in question. This means that the dimension combination only applies to this dimension if you have not entered a value in this field. Please note that if a dimension combination has been specified in the field “Dim. Comb. No.,” a mark in the field “Overwrite” will only have effect if you have also entered a dimension value. If you mark the field “Overwrite” but you do not enter a dimension value in this field, the “Overwrite” field is ignored, as dimension values and overwriting specification are always retrieved together from the same dimension derivation island, dimension combination or dimension combination line. The field “Description” to the right of this field displays the description of the entered dimension combination. For more information on derived dimensions, please see the chapter “Introduction to the G/L Module” and the description of the windows Dimension Derivations and Dimension Combinations in the G/L module. |
Derived Dimensions Island
| Field | Description |
|---|---|
| Location | The functionality of this field is similar to the functionality of the field “Company No.” above.
Furthermore, the value of this field is suggested when entering vendor entries in the vendor invoice journal or the general journal. When posting a vendor journal which is created automatically, for example, a cash discount or a rate variance in connection with a payment, Maconomy will transfer the value of the field Location to the ledger entries in question. This occurs at the time of posting. |
| Entity | The functionality of this field is similar to the functionality of the field “Location” above. |
| Project | The functionality of this field is similar to the functionality of the field “Location” above. |
| Purpose | The functionality of this field is similar to the functionality of the field “Location” above. |
| Spec. 1-3 | The functionality of these fields is similar to the functionality of the field “Location” above. |
| Local Spec. 1-3 | The functionality of these fields is similar to the functionality of the field “Location” above. |
Print Control Island
| Field | Description |
|---|---|
| Statistic 1-4 | In these fields, you can enter an option created in the window Option Lists in the Set-Up module. This value can be used for making various statistics as, for example, 1099 reporting in connection with support of disclosable tax. See the description of the window Option Lists in the Set-Up module for further information on the use of option lists. |
| List 1-4 | In these fields, you can enter an option list created in the window Option Lists in the Set-Up module. If you enter a value in this field, the option specified in the corresponding Statistics field must belong to the specified option list. This value can be used for making various statistics as, for example, 1099 reporting in connection with support of disclosable tax. See the description of the window Option Lists in the Set-Up module for further information on the use of option lists. |
Remarks Island
In these fields, you can enter any remarks about the company-specific vendor.
Pay to Vendor Island
| Field | Description |
|---|---|
| Pay to Vendor | In this field, you enter a Pay to Vendor number, if a different vendor is to receive payment for the delivery. A pay to vendor can, for example, be used if the vendor uses a factoring company. The pay to vendor number indicates the address to which payments are sent. The “original” (delivery) vendor is debited by the amount paid.
A company-specific vendor created on the basis of an existing global vendor must always have the same pay to vendor as the global vendor. Maconomy therefore overwrites any manually specified vendor number in this field with the pay to vendor number of the parent vendor. If you do not enter a vendor number manually, the pay to vendor is set to the vendor number of the new vendor or the pay to vendor of the parent vendor. Maconomy also shows the name and address of the Pay to Vendor. The information appears when you press Return. It cannot be changed here. |
| Attn. | This is the Pay to Vendor’s attention person; that is, the person to whom payment information is directed. Maconomy inserts the name when you press Return. You cannot change it here. |
| Country | This is the vendor’s country. The field is completed when you press Return, and it cannot be changed. |
| Phone | This is the vendor’s phone number. The field is completed when you press Return, and it cannot be changed. |
| In this field, Maconomy shows the Pay to Vendor’s electronic mail address. The field is filled in when you press Return, and it cannot be changed here. |
Parent Vendor Island
| Field | Description |
|---|---|
| Parent Vendor | In this field, you can specify the number of the vendor which should be the parent vendor of the current company-specific vendor’s vendor. The field is only to be filled in if you want to create a vendor on the basis of the company-specific vendor. However, this functionality is only accessible if you have not marked the system parameter “Centralized vendor creation only.” If you specify a parent customer in this field, you also have to specify linking rules in the fields “Linking Rule” and “Company Specific Linking” below. If you do not specify linking rules, Maconomy will use standard linking rules, insofar as some have been created between the relations Creditor and Creditor and Creditor and Company Creditor in the window Linking Rules in the Set-Up module. On the basis of these choices and the entering of a company number in the island “Settling Company,” you may then create a company-specific vendor with the number that you have entered in the field “Vendor No.” in the island Vendor and a vendor with the same number in the window Vendor Information Card. This corresponds to the procedure of first creating a vendor in the “normal” vendor information card on the basis of the information entered in the fields “Vendor No.” and “Linking Rule,” and in this window then creating a company-specific vendor with the indicated company-specific link. What information is copied to the different vendor information cards will depend on the indicated linking rule.
If you want to create a company-specific vendor, and if a parent vendor has already been specified for the vendor whose number is entered in the field “Vendor No.” in the island Vendor, the fields “Vendor No.” and “Linking Rule” in this island will automatically be filled in with the information specified on the information card of the vendor’s parent vendor. Please note that if a template/standard vendor has been specified in one of the windows System Information or Company Information, this field will be provided with the number of the template/standard vendor when creating a company-specific vendor. The number can be changed manually. For further information on parent vendors and rules for the copying of field information from vendors, see the description of the window Linking Rules in the Set-Up Module. This field also displays the name of the specified parent vendor. |
| Linking Rule | In this field, you can specify the linking rule that you want to use between the vendor specified in the field above and this vendor’s parent vendor. The parent vendor of a vendor is specified on the information card of the vendor specified in the field “Vendor No.” above. The linking rule used in this field must be created between the relations Creditor and Creditor in the window Linking Rules in the Set-Up module. If you have specified a parent customer in the field “Vendor No.” above and you do not specify a linking rule in this field, Maconomy will use a standard linking rule created between the relations Creditor and Creditor in the window Linking Rules in the Set-Up module, if any. If no standard linking rule has been created, Maconomy will display an error message asking you to create a usable linking rule. Linking rules contain information about what information should be copied from one kind of vendor to another kind of vendor. Linking rules are maintained in the window Linking Rules in the Set-Up module. |
| Company Specific Linking Rule | In this field, you can specify the linking rule that you want to use between the current company-specific vendor and its parent vendor. If you do not complete this field and a linking rule has been created between the relations Creditor and Company Creditor, which is used as a standard linking rule, the field is completed automatically with the name of the associated standard linking rule. If no standard linking rule has been created, Maconomy will display an error message asking you to create a usable linking rule. |
Purchase Information Island
| Field | Description |
|---|---|
| Our Cust. No. | This field shows your company’s customer number with the company-specific vendor. You refer to this number when you contact the vendor. Maconomy transfers the number to your item purchase orders. |
| Buyer | The buyer is responsible for contact with and purchases from the company-specific vendor. The name is transferred to item purchase orders. |
| Price List | In this field, you select the price list Maconomy uses for item purchase orders.
Price lists are maintained in the Price Lists and Quantity Discounts windows in the Inventory module. |
| Keep Price | In this field, you can specify whether unit prices and discount percentages on item purchase order lines pertaining to the current vendor should be recalculated when changing the quantity. The value in this field is transferred to the card part of item purchase orders pertaining to the current vendor, but can be changed for each order. |
| Expense % | In this field, you enter the expense percentage you normally incur when buying items from the company-specific vendor.
Alternatively, you can enter the fixed expenses amount on the actual item purchase order. When items are shipped to the warehouse, the expenses are added to the item total and apportioned to item prices to give correct cost prices. Note, if your company does not use purchase price lists, that is, if there are no purchase price lists in the system, Maconomy suggests the last cost price used at the warehouse in question as unit price on every item line. This price includes any expense incurred when you last bought the item for the warehouse selected in the field “Warehouse.” If you then enter a figure in this field, Maconomy calculates both expenses. |
| Invoice Discount % | Here you enter the invoice discount percentage rate you normally receive from the company-specific vendor.
Alternatively, you can enter the invoice discount amount on the actual item purchase order. When the items are shipped to the warehouse, the invoice discount is deducted from the prices to give the correct cost price. Note, if your company does not use purchase price lists, that is, if there are no purchase price lists in the system, Maconomy suggests the last cost price used at the warehouse in question as unit price on every item line. This price includes any invoice discount received when you last bought the item for the warehouse selected in the field “Warehouse.” If you then enter a figure in this field, Maconomy calculates the invoice discount twice. |
| Your Ref. | In this field, you can enter the name of the company-specific vendor’s contact person. This is the person who deals with your orders. |
| Our Ref. | In this field, you enter your company’s reference. This is the company-specific vendor’s reference to one of your company’s employees or departments, for example. |
| Time Unit | In this field, you can specify the time unit for the vendor. The value for this field is used when you specify the vendor in any requisition, purchase order, or vendor invoice that you create. |
Warehouse Information Island
| Field | Description |
|---|---|
| Warehouse | In this field, you select the warehouse to which items from this company-specific vendor are normally shipped. The information is used when you enter item purchase orders. The items must be assigned to the same warehouse in the Item Information Card in the Inventory module.
Inventories are maintained in the Warehouse Information Card in the Inventory module. |
| Delivery Terms | In this field, you select which delivery terms normally apply to deliveries from the company-specific vendor. The field is used when you enter item purchase orders.
Delivery Terms are maintained in the Popup Fields window in the Set-Up module. |
| Delivery Mode | In this field, you select which delivery mode normally applies to deliveries from the company-specific vendor. The field is used when you enter item purchase orders.
Delivery Modes are maintained in the Popup Fields window in the Set-Up module. |
Access Level Island
| Field | Description |
|---|---|
| Name | In this field you can specify the name of an access level. You only have access to the current company-specific vendor if you have been assigned to this level or a level above this in the window User Access Levels. This access control ensures that when working with for instance a purchase order, you can only enter a vendor to which you have access, and you can only see the vendor information cards of vendors to whom you have access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to vendors may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module.
If no access level is specified, all users have access to the current vendor as long as they have access to the vendor’s settling company. |
User Island
See the chapter “Getting Started” for a description of the fields in the island User.