Purchasing & Inventory - Creating a Vendor – Fourth & HotSchedules Customer Community

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	Email address for Vendor Transmissions if using Email Interface.
Payment Details - Payment On	Payment on receipt is the recommended setting. By selecting Payment on Order the system will create an invoice and receiving for the goods when the order is created.
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
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.
Print	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.

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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