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
Vendor Interface Tab
The Vendor Interface Tab allows the user to configure how transactions are transmitted to the Vendor.
The Vendor Interface Tab allows the user to configure how transactions are transmitted to the Vendor.
Fig.6 - Vendor Interface Tab
Transactions can be:
- 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  which will open the Open screen). |
| 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. |
Configuring Vendor Documentation
- 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
This will open the Document Type Details page (Fig.12).
Fig. 12 - Document Type Details
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