Vendor Card

The vendor card contains the following tabs:

• General

  • Basic information about the supplier (name, legal personality code, legal form code, vendor code, etc.)

• Address & Contact

  • Vendor communication data (registration address, telephone, fax, e-mail, correspondence address)

• Operative Leasing

  • Setting Up Fields Needed for Ordering Items

• Invoicing

  • Vendor invoicing setup (billing, payer, and so on)

• Payments

  • Set up vendor payment methods (payment terms, payment methods, and so on)

• Receiving

  • The tab is used to purchase goods from the supplier.

• Funding (Funding)

  • The tab stores information about the vendor (bank) for funding

• Provided Services

  • Information about the services provided by the supplier

• Contact Persons Services

  • Contact persons for the Service area or the purchase of an object

General Tab

Basic information about the supplier (name, legal personality code, legal form code, etc.)

Field:

• No. (No.)

  • Specifies the number of the involved entry or record, according to the specified number series.

• Name

  • Specifies the name of the vendor. You can enter a maximum of 100 characters, numbers, and letters.

• VAT Registration No.

  • VAT Tax Identification Number

  • If the field is empty and the user enters a value after leaving the field, the check for that VAT number will go to the VIES register and display the verification and details tab after checking the BC

• Detail Type

  • The detail type determines whether the contact is a company (the entity we do business with) or just a person. This means, for example, that the customer can be a private person, i.e. it is a Type of Person and a detail of the Company.

• Legal Form Code

  • The field is used to record the legal form of the contact (e.g. PO entrepreneur, FON – natural person not entrepreneur, FOP – natural person entrepreneur, etc.).

• Legal Subjectivity Code

  • The field is used to select the legal personality of the contact. According to the selected legal subjectivity, editable fields are set in BC.

• Closed (Blocked)

  • Specifies which transactions with the vendor can't be processed, for example, because the vendor has been declared insolvent.

• Closed-Privacy Blocked

  • Specifies whether access to data subject data should be restricted during day-to-day operations. This is useful, for example, when protecting data from changes as part of privacy controls.

• Balance (LCY)

  • Specifies the total value of your completed purchases from the vendor in this fiscal year. It's calculated from the amounts excluding VAT on all completed purchase invoices and credit memos.

• Last Date Modified

  • Specifies when the record was last modified

• Changed By

  • Specifies the user who last modified the record

• Balance (LCY) As Customer

  • Specifies the amount that this customer owes you. This is relevant if the customer is also a supplier. The amount is the result of offsetting their liabilities and receivables.

• Balance Due (LCY)

  • Specifies the total value of your unpaid purchases from the vendor in the current fiscal year. This is calculated from amounts that do not include VAT on all open purchase invoices and credit memos.

• Document Sending Profile

  • Preferred sending method for this vendor – You don't have to select a sending method every time you post and send a document to the vendor. Documents for this vendor will be sent using the specified sending profile, and this setting overrides the default document sending profile.

• Search Name

  • Specifies an alternate name that you can use to search for the record if you can't remember the value in the Name field.

• Intrapod code. Partner IC Partner Code

  • Specifies the intercompany vendor code if the vendor is one of the intercompany partners.

• Purchaser Code

  • Specifies which purchaser is assigned to the vendor.

• Responsibility Center

  • Specifies the code for the responsibility center, such as a distribution hub, that is associated with the given user, company, customer, or vendor.

• Disable Search by Name

  • Specifies that you can change the vendor name on open purchase documents. The change applies only to documents.

Address & Contact tab

The tab cannot be edited on the vendor card, Address changes must be transferred to the contact card by adding a new registration or correspondence address

Vendor communication data (registration address, telephone, fax, e-mail, correspondence address):

• Address

  • Customer Address (Street and House Number)

  • pulls from the equilibrium field from the contact

  • non-editable field

• Address 2 (Address)

  • Additional Address Information

  • pulls from the equilibrium field from the contact

  • non-editable field

• Post Code (Post Code)

  • Postal code from the contact's registration address

  • pulls from the equilibrium field from the contact

  • non-editable field

• Kraj (Country)

  • Region from Contact Registration Address

  • pulls from the equilibrium field from the contact

  • non-editable field

• City

  • City from the contact's registration address

  • pulls from the equilibrium field from the contact

  • non-editable field

• Country/Region Code

  • Country from Contact Registration Address

  • pulls from the equilibrium field from the contact

  • non-editable field

• Correspondence Address Code

  • pulls from the equilibrium field from the contact

  • non-editable field

• Address

  • Address from Koresp. Contact Addresses (Street and House Number)

  • pulls from the equilibrium field from the contact

  • non-editable field

• Post Code (Post Code)

  • Postal code from Koresp. Contact Addresses

  • pulls from the equilibrium field from the contact

  • non-editable field

• City

  • A town from Koresp. Contact Addresses

  • pulls from the equilibrium field from the contact

  • non-editable field

• Country/Region Code

  • Country Z Z Koresp. Contact Addresses

  • pulls from the equilibrium field from the contact

  • non-editable field

• Phone No.

  • Specifies the phone number of the contact

  • pulls from the equilibrium field from the contact

  • non-editable field

• Mobil Phone No.

  • Specifies the contact's mobile phone number

  • pulls from the equilibrium field from the contact

  • Field editable

• E-mail (Email)

  • Specifies the e-mail address of the contact

  • pulls from the equilibrium field from the contact

  • Field editable

• Fax No.

  • Specifies the fax number of the contact

  • pulls from the equilibrium field from the contact

  • Field editable

• Home Page

  • Specifies the contact's site

  • pulls from the equilibrium field from the contact

  • Field editable

• Correspondence Type

  • Specifies the preferred type of correspondence for the interaction

  • pulls from the equilibrium field from the contact

  • Field editable

• Language Code

  • Specifies the language that will be used to translate specified text on documents for foreign business partners, such as the product description on an order confirmation, or to select layouts for interactions and emails

  • pulls from the equilibrium field from the contact

  • Field editable

Contact

• Primary Contact Code

  • Specifies the primary contact number for the vendor.

• Contact

  • Specifies the name of the person you contact regularly when you do business with this vendor.

Operative Leasing Tab

Field:

• Preffered Make Filter

  • Selection from the Brand Overview table. When selecting multiple tags, you must use a vertical line (|).

• Object Vendor Contract Level

  • Multiple Choices: Empty, Cooperation Contract, Framework Purchase Contract

• Fuel Card Order Print Definition

  • Selection from the Printout Definition table

• Order E-mail

  • Calculated field, displays the number of email addresses for object orders.

Invoicing tab

Set up vendor invoicing (billing, payer, and so on).

Field:

• VAT Registration No.

  • Specifies the vendor VAT number for vendors in EU countries/regions.

• Registration No. (Registration No.)

  • Specifies the vendor identification number

  • Possibility to verify the registration number in Ares by clicking on the three dots

• Personal ID No.

  • Specifies the vendor's social security number

  • The value is downloaded from the contact card of the vendor

  • The field is non-editable, if the user wants to edit the value, he must edit the birth number on the contact card and it will also be written to the vendor card

• Tax Registration No.

  • Specifies the secondary VAT number for the customer.

• EORI No.

  • It determines the registration and identification number of economic operators, which is used in the exchange of information with customs authorities when conducting trade to or from the European Union.

• GLN (GLN)

  • Specifies the customer in connection with sending the electronic document.

  • Global Location No.

  • The Global Location Number in the GS1 System is designed to identify objects or entities within the supply chain. It is necessary for the identification of business partners in EDI communication and for GDSN. Only the standard 13-digit numeric structure can be used for it

• Tax Liable

  • Specifies whether the customer is responsible for sales tax.

• Pay-to Vendor No.

  • Specifies the number of the different vendor that you will pay for vendor-supplied products on the vendor card.

• Invoice Disc. Code

  • Specifies the vendor's invoice discount code. When you enter a new vendor card, the number that you enter in the No. field is automatically inserted.

• Prices Including VAT (Prices Including VAT)

  • Specifies whether to show the Unit Price and Line Amount fields on document lines with or without VAT.

Posting Details

• Gen. Bus. Posting Group (Gen. Bus. Posting Group)

  • Specifies the vendor store type to associate transactions that are created for this vendor with the corresponding general ledger account, based on the general ledger posting setup.

• VAT Bus. Posting Group)

  • Specifies the VAT specification of the relevant customer or vendor to link transactions made for this record to the appropriate general ledger account according to the VAT posting setup

• Vendor Posting Group

  • Specifies the vendor store type to associate the business transaction created for the vendor with the corresponding general ledger account.

Foreign trade

• Currency Code

  • Specifies the currency code that is inserted by default when you create a purchase document or journal lines for a vendor.

• Transaction Type

  • Specifies the default transaction type for Intrastat reporting purposes.

• Transaction Specification

  • Specifies the default transaction specification for Intrastat reporting purposes.

• Transport Method

  • Specifies the default transport type for the purpose of reporting in Intrastat.

• Disable Unreliability Check

  • If the field is in its default state (the field is not checked)
    A service will be launched to obtain published information about unreliable payers and the result of the review will be shown in the Unreliable VAT Payer field on vendor cards and purchase documents.
    This service also publishes information about registered bank accounts of payers (only these accounts are allowed for payments). Information about registered payers' bank accounts is stored in the Vendor's Bank Accounts and used in the payment system.

  • If the user sets the value to = YES. This means that the unreliability check will be disabled. If a user runs an unreliability check on such a contact, the system will show the message: "The check is not allowed for supplier D00010."

• VAT Unreliable Payer

  • The value of the scan result in the registry is downloaded to the field. The value can be Yes/No and Not Found. When you click on the value, a list of payer unreliability items opens with details about the validation result.

  • If the value in the field is Yes, then when posting purchase documents, the user will see the message: "Vendor D00040 (CZ27221881) is an unreliable VAT payer, do you want to continue?"

• Last Unreliability Check Date

  • The date of the response from the registry. When you click on the date, a list of payer unreliability items opens with details about the verification result

Payments tab

Set up vendor payment methods (payment terms, payment methods, and so on).

Field:

• Application Method

  • Specifies how to apply payments for this vendor's ledger entries

• Payment Terms Code

  • Specifies the formula by which the due date, discount date, and discount amount are calculated.

• Payment Method Code

  • Specifies the payment method, such as bank transfer, cash, or check.

• Priority

  • Specifies the importance of the vendor when proposing payments by using the Suggest Vendor Payments feature.

• Do not use payment variance (Block Payment Tolerance)

  • Specifies whether the seller allows payment tolerance

• Print Statements

  • Specifies the printing of reports for the vendor record.

• Last Statement No.

  • Specifies the number of the last statement.

• Last Statement Date

  • Specifies the date of the last statement.

• Preferred Bank Account Code

  • Specifies the vendor's bank account that will be used as the default on payment journal lines for exporting the payment file to the bank.

• Partner Type

  • Specifies whether the vendor is a person or a company.

• Intrastat Partner Type

  • Specifies for Intrastat reporting whether the vendor is a person or a company.

• Cash Flow Payment Terms Code

  • Specifies the payment terms that will be used to calculate cash flow.

• Creditor No.

  • Specifies the vendor number

Receiving Tab

The tab is used to purchase goods from the supplier.

Field:

• Location Code

  • Specifies the warehouse location where items must be received from the vendor by default

• Shipment Method Code

  • Specifies the delivery conditions of the related shipment, such as free on board (FOB).

• Lead Time Calculation

  • Specifies a date formula for the amount of time it takes to replenish the item.

• Base Calendar Code

  • Specifies an editable calendar for arrival scheduling that keeps track of the vendor's working days and holidays.

• Customized Calendar

  • Specifies whether you have set up a custom calendar for the vendor

• Over-Receipt Code

  • Specifies the excess receipt code that will be used as the default for the current vendor.

• Default Order Address Code

  • Specifies the vendor's default order address.

Funding Tab

More information in Funding

The tab contains information about the supplier /bank/ for funding.

Field:

• Bank (Funding)

  • Default Value No

  • parameter to designate Supplier (bank) that provided the credit facility

• Abbreviation (Acronym) 

  • text field where the user can manually enter the abbreviation for the given Vendor (bank) 

Provided Services tab

If the services provided are listed on the vendor card, after creating the framework service agreement, I will be copied from the vendor card to the contract card. If the provided services are specified in the framework service contract and were not entered on the vendor card, the system will copy them to the vendor's card.

Field:

• Service Kind

  • Types of services provided by the supplier

• Service Type Code

  • Type of service of a given type

• Make Filter

  • The user can select one or more car brands from the make list

  • If a tag filter is filled in, the service provided is intended only for these tags

• Description

  • User note text box

• Valid From

  • Valid From Service Provided

• Valid To

  • Validity until when the service is/or was provided

• Business Location No.

  • If the service is provided only/also at a specific business location, the user selects the given business location

• Maintenance Agreement No.

  • If the service is provided under a framework agreement, the value of the framework agreement number is selected in this field. If the service is specified in a framework agreement, a service line will also be automatically created in this tab with the registered framework agreement number

Contact Persons Services Tab

Field:

• Business Location No.

  • Select from the Contact Business Places table

• Service / Object

  • Whether it is a person for the Service area or the purchase of an Item

• Contact Service Kind

  • The user selects the type of service provided by the person

• Make Filter

  • If the service is provided regardless of brand, this field is blank.

  • If the service is provided only for a specific brand, the user specifies in this field.

  • The user can enter one or more tags separated by "|"

• Description

  • Comment text box

• Contact Person No.

  • Select a contact from the contact list

• First Name

  • Text box

  • non-editable

  • The value is automatically drawn according to the entered Contact Person No. from the Name field from the Name Detail on the contact card

• Surname

  • Text box

  • non-editable

  • The value according to the entered Contact Person No. from the Surname field from the Name Detail on the contact card is automatically completed

• Phone No.

  • non-editable

  • The value is automatically drawn according to the entered Contact Person No. in the Phone Number field on the contact card

• Email

  • Text field 80 characters

  • Editable

  • User fills in manually

• Service Order E-mail

  • E-mail address to send the order for service work, if it needs to be sent before the start of the repair