Creating a Vendor
Vendors can be created at CP level (and synced with properties) or at Property level depending on configuration.
- Go to Property > Vendors > New
Vendor Information Tab
The Vendor Information tab is used to enter details about the Vendor.

Fig.1 - Vendor Information
Field Name | Description |
Vendor Number | Generated automatically by solution. |
Vendor Name* | Mandatory Field. Name of Vendor. |
Address Line 1 | Postal address of Vendor. |
Address Line 2 | Postal address of Vendor. |
Address Line 3 | Postal address of Vendor. |
City | Postal City of Vendor. |
State | Postal State of Vendor. |
Zip/ Postal Code | Postal Zip/ Postal Code of Vendor. |
Country | Postal County of Vendor (Does not affect language or currency). |
Phone | Contact phone number of Vendor. |
Email address for Vendor Transmissions if using Email Interface. | |
Payment Details - Payment On |
Payment on receipt is the recommended setting. |
Transmit Card Info | N/A - legacy functionality to be removed. |
Delivery Days | Allows delivery days for Vendor to be configured. Action if not met can be set in Property > Administration > Purchasing. |
Culture | Sets Language and Currency pairing for Vendor. |
AP Cross-Reference # | Reference number used to identify Vendor when exported in Accounts Payable Interface. |
Default Account | Products from this Vendor are coded automatically to this account unless amended when creating a Purchase Req. |
FOB | ("Free On Board" or "Freight On Board") Used to define ownership transfer. Field displayed on PO. |
Ship Via | Used to define transportation method. Field displayed on PO. |
Terms | Terms of payment. Field displayed on PO. (Can be overridden at PO stage). |
Minimum Order Type | User can select minimum order by quantity or price. |
Minimum Order Value | User can define the minimum order quantity or price (dependent on type selected above). Action if not met can be set in Property > Administration > Purchasing. |
Market Segment | Ability to assign Vendor to specific Market Segments (only editable if Market Segments have been configured at CP level). |
Customer Reference # | Vendor's customer reference number for Property. Field displayed as Supplier A/C No on PO. |
Supplier Code | Used to link the Vendor record to Fourth's purchasing solution. |
Web URL | Vendor website. |
Comments | Comments regarding Vendor. Reference only, does not show on PO. |
Contact Name | For Reference only. Does not populate anywhere. |
Contact Title | For Reference only. Does not populate anywhere. |
Contact Mobile Phone | For Reference only. Does not populate anywhere. |
Contact Fax | For Reference only. Does not populate anywhere. |
Contact Email | For Reference only. Does not populate anywhere. |
Quote Details Tab
The Quote Details tab is used to configure the format of a quote file imported for the Vendor.
Fig.2 - Quote Details Tab
Order Interface | N/A - legacy functionality to be removed. |
Quotation File Name | Used to create path for uploading quotes. For example P:\Fourth\VENDORNAMEQuote.csv. |
Preprocessing Command | N/A - legacy functionality to be removed. |
Delimited Ascii | Used to configure quote see Purchasing & Inventory - Importing Quotations for more details. |
Delimited Character | Used to configure quote see Purchasing & Inventory - Importing Quotations for more details. |
Implied Decimal | Used to configure quote see Purchasing & Inventory - Importing Quotations for more details. |
Number of Decimal Places | Used to configure quote see Purchasing & Inventory - Importing Quotations for more details. |
Start and End Positions | Used to configure quote see Purchasing & Inventory - Importing Quotations for more details. |
Products Tab
The Products tab is used to create and assign products to the Vendor.

Fig.3 - Products Tab
Add Product | Opens the Product Search Screen. |
Export | Allows User to export Vendor specific Product List. |
Allows User to print Vendor specific Product List. | |
Vendor Product Number | Product Number printed on PO and within Vendor's inventory system. |
Vendor Product Description | Allows the Vendor to provide their own product description. |
Primary Vendor | If ticked, Vendor is set as primary Vendor for specific product. |
Lead Time | Time required between PR or PO date and delivery date. Action if not met can be set in Property > Administration > Purchasing. |
Market Segments
This allows the user to create Market Segments for the particular Vendor. Market Segments are used to manage groups of properties when receiving quotations.

Fig.4 - Market Segments
Properties Tab
The Properties tab (only available at CP) allows the Vendor to be added or removed from selected properties.

Fig.5 - Showing The Properties Tab
The Vendor Interface Tab allows the user to configure how transactions are transmitted to the Vendor.

Fig.6 - Vendor Interface Tab
- Invoice
- Order Acknowledgement
- Order Creation
- Order Transmission
- Quotation
- Requisition
- Request for Quotation
Interface Type
Please contact your Fourth representative to have these configured.
Units Tab
The Units tab allows the user to link a Vendor Unit with a Product Unit on the system for particular vendor interfaces and when 'Use Purchase Unit' flag is enabled.

Fig.7 - Units Tab
Vendor Options
Ability to configure specific Vendor configuration.

Fig.7 - Vendor Options
Active Vendor | Allows Vendor to be Inactivated if no longer used. Note: If un-ticked, Primary Vendor will be set to blank for all products having current vendor as primary. All requisitions that have reference to current Vendor will have another Vendor. |
Has Market Segment | Allows specific Segments to be assigned to Vendor in Market Segments tab. Only available at CP. |
Separate Quotes | Allows specific Segments to have separate quotes. Only available at CP and if Has Market Segments is ticked. |
CP Quote Control | Mandates VPN associations and quotations to be managed at CP for all properties. |
Vendor Product Number | Activates the VPN fields below. |
Use Purchase Unit | Allows the User to assign the same VPN to different purchase units of the same product. Note: Vendor 'Units' tab must be defined in conjunction with this flag. |
Allow Duplicate VPNs | Allows the same VPN to be used against different product numbers for the same purchase unit (Primarily used for retail goods). |
Palletize | For a PO that has more than one outlet for a product, to separate the products by outlet on the last page of the printed PO (must be agreed with Vendor prior to use). |
Combine Outlet Orders | Ability to combine multiple outlet purchase requisitions into a single PO. |
Allow Multiple Receivings | Defaults all POs to receive back-ordered deliveries. Recommended un-ticked then to enable on each PO or Receiving. |
Punchout Enabled | Allows configuration of cXML punchout ordering. Additional steps must be completed by Fourth Integration Specialist. |
Notify PR creator on PO receipt | Sends an automated email to the PR creator when the PO receiving is posted. |
Notify PR creator on PO creation | Sends an automated email to the PR creator when the PR is converted to a PO. |
Is Compliant | Used for Program Compliance Report (Only available at CP). |
Automatically Create and Transmit Orders |
Converts PRs to POs upon release and immediately sends to the Vendor as per transmission interface settings. For more information on enabling this functionality, see the following article - Purchasing & Inventory - Automatically Create and Transmit Purchase Orders |
Lead Time: | Allows user to configure Lead Time in days. Action if not met can be set in Property > Administration > Purchasing. |
Order Cut Off Time | Allows user to set an Order Cut Off Time. Action if not met can be set in Property > Administration > Purchasing. |
Vendor Documents
- To assign documents to Vendors, right-click on the Vendor and select Documents

Fig.8 - Opening Vendor Documents
With the Vendor Documents screen open, documents can be viewed and new ones added.

Fig. 9 - Vendor Documents
New Document | Opens the Vendor Document Details screen (Fig.10) to create a new document. |
Details | Opens the Vendor Document Details screen for the document selected. |
Open Document | Opens the document selected. |
Adding a new Vendor Document

Fig.10 - Vendor Document Details Screen
Browse | Upload address for document (alternatively press ![]() |
File Name | Name of file uploaded. |
File Description | Description of file. |
Document Type | Type of document as configured in Property > Set-Up > Vendor Performance > Document Type. |
Valid From | Date document starts. |
Issuer | Name of Company/Person issuing the document. |
Valid To | Date document expires. |
Expiry Notification Sent | Visual confirmation that the expiry notification has been sent. |
- To configure the Vendor documentation go to Property > Set-up > Vendor Performance > Document Type

Fig. 11 - Vendor Document Types
- When the document type has been chosen, either select Details or double-click on the Document type

Fig. 12 - Document Type Details

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