Maintain Supplier Master (PO11)

The Maintain Supplier Master (PO11) program is used to manage a table of supplier records that are related to Vendor records (AP13) in the Accounts Payable system.
Note: International Purchasing Option from Same Supplier
If a product can be purchased from the same supplier but from various countries (i.e., supplier could ship from U.S. or Japan), a separate supplier record and purchasing information record should be set up in order to properly code the correct country and currency codes (which are used to calculate duty and exchange).

Supplier Code

To access existing records or to create new records in the supplier master database, a Supplier Code is entered into this field:

Each supplier must have a unique code, up to a maximum of six characters in length. It is suggested that the code adhere to a standardized coding convention (See Supplier Account Number Coding Convention).
The supplier code entered must already exist in the Accounts Payable Vendor (AP13) database; creating a supplier code merely links the supplier in the Purchasing system to the vendor in the Accounts Payable system.
If a record for the supplier code exists, its name, address, phone and AP contact is copied from the Accounts Payable database into the supplier master file.
If the code entered does not exist, the program provides a confirmation message:
"Vendor not Valid. Do you wish to create vendor?"
Responding "Yes" to this message will execute the Maintain Vendors program (AP13) to allow you to create a new vendor record in the Accounts Payable database. When you complete the Vendor creation and exit the Maintain Vendor program you will return to the Maintain Supplier Master program. The vendor record's information will automatically be copied into the supplier master file for you to maintain and update the new Purchasing database record.

Supplier Notes

This Supplier Notes function is identical to the Customer and Product Notes function. By pressing the Notes button located to the right of the Navigation buttons in the top centre of PO11, you will access the Notes input and review window.

Name

The supplier's name.

Address 1

The first line of the address for this supplier.

Address 2

The second line of the address for this supplier.

Address 3

The third line of the address for this supplier.

Postal Code

The postal/zip code for this supplier.

Purch.Contact

The name of the purchasing contact for this supplier.

Email Address

If you are going to be emailing the PO, enter a valid email address for this supplier.

Phone #

The supplier's telephone number.

Fax #

The supplier's fax number. If purchase orders will be faxed to the supplier (via programs PO40 or PO41), this is the fax phone number that will be used. There are 3 acceptable formats that may be used:

Same area code, regular phone number ###-####
Different Area Code without Long Distance, Area Code + regular phone number ###-###-####
Long Distance, 1 + area code + regular phone number 1-###-###-####

Note that any special characters will be stripped away prior to submitting the fax number to the system.

800 #

The supplier's toll free number.

Buyer

The Buyer field can be used to assign this supplier to a buyer selected from the Buyer table, which was set up in Maintain Buyer Codes (PO09). Many purchasing reports can be restricted to a specific buyer as assigned here on the supplier master record. So assigning suppliers to a set of buyer codes, and printing the daily or period purchasing reports with the buyer restriction is a useful way of distributing the workload across the purchasing department.

PO Send Method

Use the PO send method to determine how you want to deliver the Purchase Orders to the selected supplier. Do you want to print and mail them, email them or fax them?

S- Send Purchase Order to Printer
F- Fax Purchase Order
E- Email Purchase Order

Last Purchase Date

The Last Purchase Date displays the date of the last Account Payable Invoice.

e-Addresses section

Public Web Address

Enter the Public website that corresponds ( belongs ) to the supplier you entered at the top of the screen.

UNC Document Folder

Enter the path to access the documents you have on file for the selected supplier.

Intranet

If there is an intranet website for the selected supplier.

Select this box if the intranet address you entered requires HTTP.

Click this icon beside the web address field to launch your internet browser and open the website you have selected.

Private Web Username

Private Web Address

Private Web Password

Freight and Shipping section

Country Code

The Country Code represents the country from which this supplier ships merchandise. The supplier's country code combined with the purchasing record's duty code is used to determine the appropriate duty rate to apply in the routine that calculates the landed cost (See Landed Cost Calculation) of products being received.

Currency Code

Type the currency code for this supplier or press the button to select one from the currency code table. If the currency code record does not exist, the currency code lookup will appear for you to select one.
This code represents the normal currency in which this supplier's purchase prices are expressed. If a supplier's purchase prices are expressed in mixed currencies, the appropriate currency code needs to be assigned in the Purchasing Info records for this supplier/product.
A product's currency code points to the associated exchange rate to be used to convert the supplier's purchase price into domestic currency. This conversion is part of the routine used to calculate the replacement cost of a product. To calculate a product's landed cost, the currency of the first PO detail line determines the currency of the PO. This is also true if stock is received using the Enter Receipts & In-Transits program and the currency code is not modified. If it is modified, the currency used to land that receipt is used no matter what the product's currency assignment is in the Purchasing Info record or on the PO being received.

Note: Mixed Currencies on POs/Receipts
Products with different currencies may not be mixed on a single PO or receipt. (If this condition exists, we would recommend that separate supplier records be set up. If not, when YTD purchases are updated as a by-product of posting the Accounts Payable invoice, that figure will be a mix of currencies. YTD purchases are accumulated per the invoice's currency-if you received a US$1,000 invoice, YTD purchases for that supplier will be increased by $1000.)

Language Code

The Language Code selected determines which product descriptions should be printed on purchase orders printed for the supplier.

FOB

The supplier's FOB( Frieght on board) description. This is the default value for FOB description when creating a purchase order.

Terms

The supplier's standard terms description. This is the default value for terms description when creating a purchase order.

Ship Via

The supplier's standard ship via description. This is the default value for the ship via description when creating a purchase order.

Freight Terms

This is the default value for the freight terms code when entering a purchase order.
Valid responses are:

PR - Prepaid
CO - Collect
PC - Prepaid & Charge

Purchasing Information section

Min Order $

The minimum value for purchase orders placed with this supplier (to a maximum of $99,999.99). If there is no minimum, press Tab to skip entry of this field.

Min Order Wgt

The minimum weight for purchase orders placed with this supplier (to a maximum of $99,999.99). If there is no minimum press Tab to skip entry of this field. This is a memo field only.

Lead Time Days

This is the supplier's default lead time (in days). Each product record defined via the Maintain Purchasing Info program is coded with the lead time for that specific supplier/product. If that field is left set = "0", then the reorder calculation routines will use the supplier's default lead time. If the Forecast, Purchasing, Lead time Re-calculation (See Forecast, Purchasing, Lead time Re-calculation) program is used to recalculate a supplier's lead time, this field is not updated; the actual lead time is reset on the purchasing info record.

Review Cycle ROQ

The Review Cycle ROQ check box enables you to specify how the Cycle in Days field is used.

If you select the Review Cycle ROQ check box then the supplier is reviewed cyclically using the Cycle in Days field value.
If you clear the Review Cycle ROQ check box then the Cycle in Days field is treated as a memo field only and is not used in automatic reorder quantity calculations. In this case you manually calculate the reorder quantity on an "as required" basis.

Note that the purchase criteria table code, entered on each product's Purchasing Info record, determines the method to be used to calculate ROQ. Purchase criteria tables are set up and maintained using the Maintain Purchase Criteria. (See Maintain Purchase Criteria (PO08) program for more details.)
There are 4 methods of calculating the Reorder Quantity:

E - Economic Order Quantity
C - Classification
O - Order Up to the Maximum
M - Manually set the ROQ in IM13

Suppliers may be reviewed cyclically (i.e. this field is checked), and may have their ROQ's calculated using any of the above four methods. There are two main differences between suppliers who are reviewed for orders cyclically and those who are reviewed as required, as follows:

Preliminary orders generated for Review Cycle ROQ type suppliers are compared to the trigger percentage if they total less than the target order dollar value. Preliminary orders generated for suppliers that are not reviewed cyclically are not compared to a trigger percentage if they total less than the target order value.
Preliminary orders generated for Review Cycle ROQ type suppliers, whose actual order dollar total expressed as a percentage of target order dollar total is greater than the trigger percentage, will be perceived to be in an order situation. The preliminary orders will be generated such that they are at or above the target order dollar total. Preliminary orders generated for suppliers that are not reviewed cyclically, whose actual order total is less than the target order total, will be perceived to be in a no order situation.

The reason for these differences is due to the assumption that a supplier who is reviewed cyclically will not be reviewed again until the next cycle, while all other suppliers will be reviewed again as required.

Cycle in Days

If the Review Cycle ROQ method is selected, type the number of days that will pass before this supplier's products are reviewed again. This is a memo field only. Suppliers may be reviewed more or less than once per cycle.

Trigger %

If the Review Cycle ROQ method is selected, enter a percent to compare actual order dollars against target order dollars. If actual versus target expressed, as a percentage is greater than trigger percentage, then suggested order quantities would be raised to meet the target order value. If supplier is type "R" and trigger % is "0", no order will be generated unless it is equal to or greater than the target order dollar value.

Target Order $

The target order dollar value for this supplier. If target order dollars is zero, or less than minimum, then the minimum order dollar value will be used as the default value.

Last Review

This field is updated after the Generate Preliminary POs program has reviewed this vendor. It is a memo field only.

R Factor

Type the cost of producing a purchase order for this supplier only if that cost is different from the standard cost specified in Purchasing Initialization area of the Company Control Initialization program (managed by your Administrator).
The R Factor is used in the Economic Order Quantity Evaluation method of ROQ.

Max.Factor

Type the maximum factor to be used by the Forecast, Purchasing, Lead-time Re-calculation (See Forecast, Purchasing, Lead time Re-calculation) program to re-calculate maximum quantity. Maximum quantity is required for products whose ROQ method of calculating reorder quantity is Order Up to Maximum. Purchase criteria tables (See Maintain Purchase Criteria (PO08) contain a field to set the maximum factor and each product is related to a purchase criteria table on the purchasing info record. If the response to the Maximum Factor from the related Purchase Criteria table is zero, then the response to this field will be used to set the maximum factor for all products for this supplier.

Maintain Supplier Master