Version 5.9
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This article describes the features and functions that are available at the View Supplier screen. New supplier records can be added or existing supplier records can be updated. Company and contact information, as well as notes and purchase order preferences can be recorded here.
To open the (View) Suppliers screen, follow one of the paths below:
Main Menu>Inventory section>Suppliers
Main Menu>Maintenance Menu>Inventory & Suppliers tab>Suppliers
Main Menu>Quick Clicks>Suppliers
Figure 1: View Suppliers screen - Company Info tab (default view)
Use the navigation arrows at the lower left-hand side of the screen to scroll between supplier records.
Use the Sort by: radio buttons at the top of the screen to change the order in which the supplier records are displayed.
In the upper right-hand corner of the screen there is a row of buttons that perform various functions against the currently viewed Supplier record.
The Telephone button 
can be used to call the supplier by placing the cursor in one of the phone number fields on the Company Info tab and clicking the button. This feature requires system parameter ShowPhoneButtons to be set to TRUE or the button will not be visible. There must also be a phone line connected to the workstation.
The Send Email button opens the Send Email (Enter Subject and Message) window, which allows the user to send an email based on any of the email templates in the list to any of the email addresses that are associated with the current supplier record. This includes the email addresses of contacts that are added via the Contacts tab, not just the email addresses on the Company Info tab.
The Search button opens the Find Suppliers window where the user can search for a supplier by company name, supplier code, city, state, country or main contact name.
The Add button opens a blank supplier record. Complete the fields on each tab, which are discussed later in this article, and click [Save] to create a new supplier record.
Use the Edit button to change information related to an existing supplier record.
The Delete button will remove the supplier record from the database. Use this button with caution as there is no way to reverse its action.
The Close button will cause the program to exit the View Suppliers screen.
The Company Name field displays the name assigned to the supplier (vendor) record.
The Supplier ID field is not edit-able and is assigned by the program as supplier records are added
The lower portion of the screen is divided into tabs which organize additional information related to each supplier. Click on a tab to see the data that is stored there. The tabs are Company Info, Purchase Order Options, Notes, and Custom Fields. . The Custom Fields tab is not visible unless a custom supplier field has been defined. For more information, see Configuring Custom Fields.
The Company Info tab is the default view when the supplier screen is first opened.
The Supplier Code field is an arbitrary, unique value that can be assigned by the merchant for their own purposes. The Order Manager does not use this field internally, but does require that the value is unique for each supplier.
In addition to storing basic corporate contact information, this tab also includes a View Web site button that opens a browser window to the supplier's site, if the Website URL field is completed.
It is also possible to record your account number (with the supplier) and designate a QuickBooks account name.
Figure 2: View Suppliers screen - Company Info tab
The Purchase Order Options tab is divided into two sections: regular Purchase Orders (the two left-most columns) and Drop-Shipping purchase orders (on the right).
There are several order methods by which regular purchase order information can be sent to the supplier. They are:
The list of Templates at the bottom of the Purchase Orders, Order Method section of the screen allows the user to override the program's default report formats that will be used to send purchase orders to a supplier, or the templates that are specified in the Setup Wizard Drop-Shipping section, on an individual supplier basis.
If a supplier has requirements that are different from most of your suppliers, choose a template from the Mail, Email, Fax or Auto Fax drop-down lists to override the program defaults or Setup Wizard settings for that supplier. Otherwise, leave these fields blank to use the program defaults or Setup Wizard settings.
The Send To: boxes allow the user to select from a list of email addresses associated with the supplier. The list includes email addresses entered on both the Company Info tab and the Contacts tab.
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The center column of the form contains Miscellaneous supplier information for regular purchase orders:
The Terms drop-down contains a list of payment terms that have been defined in Order Manager via the List Maintenance feature. Select the set of terms that applies to the individual supplier.
Enter the suppliers Minimum Order Amount to have the program warn the user if the purchase order total falls below this threshold.
Enter the level at which the supplier provides free freight shipping for purchases in the Free Freight Level field.
In the Email BCC Address , enter an email address (for your company) to receive a copy of all purchase orders emailed to the supplier.
Enter the default shipping method for orders that will be received from this supplier in the Default Shipping Method field.
Set the Currency Type to be used for purchase orders that are sent to this supplier.
There are several order methods by which drop ship purchase order information can be sent to the supplier. They are:
To prohibit the program from creating drop-ship purchase order to this supplier, click the No drop-shipping radio button.
To automatically send the text file to the supplier via email, check the Attach Text File box, along with the Email automatically radio button.
The list of Templates at the bottom of the Drop-Shipping, Order Method section of the screen allows the user to override the program's default report formats that will be used to send purchase orders to a supplier, or the templates that are specified in the Setup Wizard Drop-Shipping section, on an individual supplier basis.
If necessary, choose a template from the Mail, Email, Fax or Auto Fax drop-down lists to override the program defaults or Setup Wizard settings for a given supplier. Otherwise, leave those fields blank.
The Text File field should contain the name of the Fulfillment Template that will be used to select and format the data to be included in the file. It is necessary to delete or rename the text file after the data is emailed to the supplier, in order to prevent orders from being duplicated. The program will continue to append order data to the text file, if it exists. Refer to Drop-shipping via Fulfillment Center Text Files, for more information.
The Export File field should contain the path to the text file that will contain the supplier's purchase order information, as defined in the previous bullet. Each supplier should have their own export file.
Figure 3: View Suppliers screen - Purchase Order Options tab
The Notes tab shows a list of notes associated with a given supplier in the left-hand pane. Select a note and the details will be displayed in the right-hand section of the screen. Use the buttons at the top of the tab to view outgoing emails associated with the supplier, print the note, reply to the note, search for a note, as well as Add, Edit, Cancel and complete (Task Completed) a note or task. The Delete button will not be visible unless system parameter AllowDeleteNotes is set to TRUE. If a note or task has an associated reply, the program will not delete it, even if this parameter is TRUE. Refer to Knowledge Base articles, Notes Tab of the Orders, Customers and Supplier Screen, Notes and Tasks for more information about this tab and its functions.
Figure 4: View Suppliers screen - Notes tab
If custom supplier fields have been defined, the Custom Fields tab will be visible. Refer to Configuring Custom Fields and Custom Fields Tab of the Customers, Inventory and Suppliers Screens, for more information.
Figure 5: View Suppliers screen - Custom Fields tab
Created: 1/27/11
Modified: 1/17/12
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