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Vendors are a Level 4 feature which allows you to specify the suppliers for the Items in your Price Book and Bid. Each Cost Column in each Item can be assigned a Vendor which will provide the material, service, etc. With Vendors assigned to Items, you can report grouped by supplier/subcontractor (Vendor), or send information for purchase order generation to selected accounting systems.
The Vendors are a Item Cost-Column accumulator, like the Budgets and Cost Types, and keep track of the Total Cost and Total Price of all Cost Columns assigned to each Vendor. You may also track a total order quantity for each Vendor, such as hours (HR) or thousand board feet (MBF). Vendors are kept in a Price-Book-central Vendor List.
To access the Vendor List, choose Vendors from the Price-Book Menu.
To export Purchase Order information, use the Export to Purchase Order System from the File/Transfer menu.
Columns in the List:
Tag Allows you to specify certain Vendors for changing and reporting.
Code Up to eight characters or digits can be used to name a Vendor. This is the code which you will see in the Item if you tie the Item to this Vendor.
Description Up to 30 characters.
Acctg Code This is the Accounting Code that you will use and is sent from estimating into your accounting system, the Code for this Vendor is different in accounting than in estimating. If this field is left blank, the Code field will be used instead. You may use up of 12 characters for the Code.
Total Cost This is the cost amount of all the Bid Item Cost Columns (in the current working Bid) that have been assigned to the current Vendor. You may enter an overriding amount and all the Item costs which belong with this Vendor will be changed on a percentage basis. This is how much you will pay the Vendor for all the goods and services he/she is performing for the current Bid.
Total Price This is the total amount of the costs plus the Price Markups from the second group on the Markup List. This is how much you are charging your customer for the goods and services provided by this Vendor.
Unit Order Unit for which to accumulate Order Quantities, such as "HR" for hours or "MBF" for thousand board feet. Accumulating hours (or other measure of work output) can be particularly helpful for subcontractor Vendors. The Unit may be left blank if there is no common unit for this Vendor, or you do not wish to accumulate Order Quantities.
Order Qty Gives you the total Order Quantity for all Bid Item Cost Columns which are provided by this Vendor and have the same unit (regardless of upper- or lower-case letters). See Unit Accumulation for details.
If the Unit is left blank, the Order Quantity (and the Unit Cost and Unit Price) will be zero, and shown as a blank in the List window.
Unit Cost The Unit Cost for a Vendor is equal to its Total Cost divided by its Order Quantity. Note that the other costs may be in the Vendor that did not add in the Vendor Order Quantity, so care should be taken in interpreting this number.
Unit Price The Unit Price is its Total Price divided by its Order Quantity. Again, note that the other prices may be in the Vendor that did not add in the Vendor Order Quantity, so care should be taken in interpreting this number.
In addition, several additional fields are provided with each Vendor to keep address book information: Phone, Fax, Contact, Alternate Contact, Address (three lines), and a status field. Contact and Alternate Contact are the names of the people at the Vendor’s office you work directly with. The status field can be used to indicate if the Vendor is reliable, reasonably priced, agreeable, available, etc. In practice, you can use these fields for whatever you want to store about the Vendors.
How to use Vendors in an Item.
1. When in the Bid Item Form or Price Book Item Form, move to the Vendor line in one of the five Cost Columns.
2. Press the List Key F7 to get to the Vendor List. (If you know the Vendor Code for the Vendor you want to use, you can just type it in here, and skip the rest of the steps.)
3 If you want to enter a new Vendor, move to end and enter a new Vendor, or select the Insert Record from the Edit menu or toolbar. If you want to Use (pullback) that Vendor into the Item you came from, then proceed with the next step.
4. Once you have a Vendor highlighted and want to Use (pullback) that Vendor in the Item you came from, click the Right Mouse Button and select "Use" or press the Use Key F8.
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