Vendors master records

A vendor master record is required if your company:

Uses the Automatic Parts Requisition feature
Creates new purchase orders

You use the Vendors page to:

Create vendor records
Update vendor information
Remove vendor records

Go to Menu > Masters > Vendors to open the Vendors page.

Layout of the Vendors page

This illustration shows the Vendors page.

Pages are designed so that menus and functionality areas appear the same way throughout the application. While some elements are not part of every page, the basic layout of the page is consistent.

The Vendors page provides easy access to the:

Menu that lists application menu items
User menu that lists user-specific menu items
Command buttons used to Delete, Add, Reset, and Save vendor records
Functionality area where you enter information into the system
Navigation pane that includes the Vendor lookup field and the Search icon

The identification number used to look up a vendor is user defined. You can enter up to 12 alphanumeric characters in this field.

Definition tab

The Definition tab includes four sections: Address, Contact, Vendor Details, and Location.

This illustration shows the Definition tab sections.

Address

The Address section shows details about the vendor’s physical location.

Field	Definition
Address	Vendor’s physical address
Address Line 2	Vendor’s secondary address (for example, Suite 300)
City	Vendor’s city location
State	Vendor’s state location
Zip Code	Vendor’s ZIP/postal code
County	Vendor’s county location
Country	Vendor’s country location

Field

Definition

Address

Vendor’s physical address

Address Line 2

Vendor’s secondary address (for example, Suite 300)

City

Vendor’s city location

State

Vendor’s state location

Zip Code

Vendor’s ZIP/postal code

County

Vendor’s county location

Country

Vendor’s country location

Contact

The Contact section shows the vendor’s phone, fax, and email information. You use this section to record the contact information for the vendor’s primary contact.

Field	Definition
Phone	Vendor’s main phone number
Ext.	Vendor’s phone extension, if there is one
Fax	Vendor’s fax number
Email	Vendor’s email address Note: A vendor’s email address is necessary to email purchase orders either manually or by using the eCommerce feature.

Field

Definition

Phone

Vendor’s main phone number

Ext.

Vendor’s phone extension, if there is one

Fax

Vendor’s fax number

Email

Vendor’s email address

Note: A vendor’s email address is necessary to email purchase orders either manually or by using the eCommerce feature.

Vendor Details

The Vendor Details section allows you to record items such as a national account number, terms of sale, tax ID, etc.

The Vendor Information System (VIS) module fills some fields. If you are your company does not use this module, these fields will remain empty. Contact your TMT representative for details about this module.

Required field: *

Field	Definition
Vendor Name	Vendor’s name
Vendor Type *	Vendor type (such as Fuel vendor, Repair services, Vender supplies services) Note: Your company determines the options available in this field.
Vendor Rating	Vendor’s rating You can enter a value between 1 and 10, where one (1) is the best vendor and ten (10) is the worst vendor. Note: You can search for this field in the Vendor Search window.
Currency *	Vendor’s default currency (such as US$, CN$) Note: This field is required if you enable the Multi-Currency feature.
National Account	Vendor’s National Account number
Terms	Vendor’s terms (such as, Internet 10 days, Internet 20 days, or Internet 30 days.)
Tax ID	Vendor’s Federal Tax ID (read-only)
Ship Via	Vendor’s primary shipping method (such, UPS, FedEx, or the US Postal Service)
VIS Default Shop	Default shop when creating vendor repair orders with the Vendor Information System (VIS) module Note: Vendor Information System (VIS) is an add-on module.
Payment Method	Vendor’s default payment method (cash, Visa, MasterCard, or Discover)
Warranty Markup	Vendor’s warranty price structure
Pay Grade	Default pay grade when adding labor lines to vendor repair orders with the Vendor Information System (VIS) module

Field

Definition

Vendor Name

Vendor’s name

Vendor Type *

Vendor type (such as Fuel vendor, Repair services, Vender supplies services)

Note: Your company determines the options available in this field.

Vendor Rating

Vendor’s rating

You can enter a value between 1 and 10, where one (1) is the best vendor and ten (10) is the worst vendor.

Note: You can search for this field in the Vendor Search window.

Currency *

Vendor’s default currency (such as US$, CN$)

Note: This field is required if you enable the Multi-Currency feature.

National Account

Vendor’s National Account number

Terms

Vendor’s terms (such as, Internet 10 days, Internet 20 days, or Internet 30 days.)

Tax ID

Vendor’s Federal Tax ID (read-only)

Ship Via

Vendor’s primary shipping method (such, UPS, FedEx, or the US Postal Service)

VIS Default Shop

Default shop when creating vendor repair orders with the Vendor Information System (VIS) module

Note: Vendor Information System (VIS) is an add-on module.

Payment Method

Vendor’s default payment method (cash, Visa, MasterCard, or Discover)

Warranty Markup

Vendor’s warranty price structure

Pay Grade

Default pay grade when adding labor lines to vendor repair orders with the Vendor Information System (VIS) module

Location

The Location section allows you to enter Global Positioning System (GPS) coordinates and landmark information for the vendor.

Field	Definition
Latitude	North-south position of a point on the Earth’s surface
Longitude	East-west position of a point on the Earth’s surface

Field

Definition

Latitude

North-south position of a point on the Earth’s surface

Longitude

East-west position of a point on the Earth’s surface

Contacts tab

The Contacts tab includes the Contact Information section. This section displays contact information for the vendor, such as phone numbers and email addresses.

This illustration shows the Contact Information tab section.

The Contact Information section shows the vendor’s contact information.

Required field: *

Field	Definition
Contact *	Name of contact Note: The system displays the contact’s name as you entered it into the system. Trimble recommends using the same format for all contacts (for example, Smith, James).
Phone	Contact’s phone number
Ext	Contact’s phone extension, if there is one
Email	Contact’s email address

Field

Definition

Contact *

Name of contact

Note: The system displays the contact’s name as you entered it into the system. Trimble recommends using the same format for all contacts (for example, Smith, James).

Phone

Contact’s phone number

Ext

Contact’s phone extension, if there is one

Email

Contact’s email address

Taxes tab

The Taxes tab includes the Tax Information section. Use this section to set up or change a vendor’s tax method and/or tax rates for purchase orders.

This illustration shows the Tax Information tab section.

The system supports two tax methods:

Standard
Taxes are calculated separately and then added together for a total.

Tax On Tax
Taxes are calculated in a sequential method based on the value in the Sequence field. The tax rate with a one (1) in the Sequence field is calculated first and then that tax is added to any rate with a two (2) in the Sequence field. The system continues adding tax rates together for all sequences.

Required field: *

Field	Definition
Tax Code *	Tax Code ID
Description	Tax Code ID description Note: The system fills this field automatically based on the value in the Tax Code field.
Sequence *	Order in which taxes are calculated when using the Tax On Tax method
Tax %	Tax rate as a percentage Note: This field is blank if the tax code uses the Flat Tax option.
Flat Tax	Tax rate as a flat rate Note: This field is blank if the tax code uses the Tax % option.

Field

Definition

Tax Code *

Tax Code ID

Description

Tax Code ID description

Note: The system fills this field automatically based on the value in the Tax Code field.

Sequence *

Order in which taxes are calculated when using the Tax On Tax method

Tax %

Tax rate as a percentage

Note: This field is blank if the tax code uses the Flat Tax option.

Flat Tax

Tax rate as a flat rate

Note: This field is blank if the tax code uses the Tax % option.

Services tab

The Services tab includes the Services Information section. A vendor may provide specific services at set prices.

This illustration shows the Services Information tab section.

Required field: *

Field	Definition
Service Type *	Code for the vendor’s service (such as Wrecker or Road Service)
Description	Complete description of the service type (read-only field)
Amount *	Amount the vendor charges for the service
Taxable	Determines if the vendor’s part or service is taxable

Field

Definition

Service Type *

Code for the vendor’s service (such as Wrecker or Road Service)

Description

Complete description of the service type (read-only field)

Amount *

Amount the vendor charges for the service

Taxable

Determines if the vendor’s part or service is taxable

Remit tab

The Remit tab includes two sections: Remit Vendor Information and Contact. You can use this tab to specify an address, other than the vendor’s physical location, for sending payments. For example, a company may want to use the address of their corporate headquarters, a local or regional office, or a corporate account office. The address prints on purchase orders generated for the vendor.

This illustration shows the Remit tab sections.

Remit Vendor Information

The Remit Vendor Information section shows details about the vendor’s remit information.

Field	Definition
Remit Vendor	Vendor’s remit ID Note: Based on your selection in this field, the system enters the AP Remit Code, Address, and Contact field values available for this vendor.
AP Remit Code	Vendor’s remit code This field supports an entry of up to 24 alphanumeric characters. The field value is used with Microsoft Dynamics GP. Note: TMT Fleet Maintenance does not use this field. It is used with Microsoft Dynamics GP only.
Address	Remit vendor’s primary address Note: This address prints on vendor purchase orders.
Address Line 2	Remit vendor’s secondary address (such as Suite 101) Note: This address prints on vendor purchase orders.
City	Remit vendor’s city location
State	Remit vendor’s state location
Zip Code	Remit vendor’s ZIP Code/Postal code

Field

Definition

Remit Vendor

Vendor’s remit ID

Note: Based on your selection in this field, the system enters the AP Remit Code, Address, and Contact field values available for this vendor.

AP Remit Code

Vendor’s remit code

This field supports an entry of up to 24 alphanumeric characters. The field value is used with Microsoft Dynamics GP.

Note: TMT Fleet Maintenance does not use this field. It is used with Microsoft Dynamics GP only.

Address

Remit vendor’s primary address

Note: This address prints on vendor purchase orders.

Address Line 2

Remit vendor’s secondary address (such as Suite 101)

Note: This address prints on vendor purchase orders.

City

Remit vendor’s city location

State

Remit vendor’s state location

Zip Code

Remit vendor’s ZIP Code/Postal code

Contact

Use this section to record information for the primary contact at the remit vendor site.

Field	Definition
Office Phone	Remit vendor’s phone number for the primary contact
Ext	Remit vendor’s phone extension for the primary contact
Fax Phone	Remit vendor’s fax number for the primary contact
Email	Remit vendor’s email address for the primary contact

Field

Definition

Office Phone

Remit vendor’s phone number for the primary contact

Ext

Remit vendor’s phone extension for the primary contact

Fax Phone

Remit vendor’s fax number for the primary contact

Email

Remit vendor’s email address for the primary contact

Skills tab

The Skills tab includes the Vendor Skills section.

This illustration shows the Skills tab section.

Required field: *

Field	Definition
Skill *	Vendor’s skill or skill set Note: Your company determines the options available in this field.
Description	Description of the vendor’s skill
Effective *	Date the certification for the skill set became effective
Until	Date the certification for the skill set expires
Certified	Date the vendor originally received certification for the skill

Field

Definition

Skill *

Vendor’s skill or skill set

Note: Your company determines the options available in this field.

Description

Description of the vendor’s skill

Effective *

Date the certification for the skill set became effective

Until

Date the certification for the skill set expires

Certified

Date the vendor originally received certification for the skill

Accounts tab

The Accounts tab includes the Accounts Information section. Use this tab to track all the accounts established with a vendor.

This illustration shows the Accounts Information tab section.

Required field: *

Field	Definition
Shop *	Shop ID Identifies the shop that has an account with the vendor
Account *	Account number between the shop and the vendor Note: Each shop has a unique account number. You *cannot* enter the same account number for multiple shops.
Limit *	Shop’s maximum spending limit with this vendor
Purchase Type	Currently not functional
E-Account	Currently not functional
E-Purchase	Identifies whether E-Commerce capabilities are activated for the vendor Note: If YES, the E-Commerce Name field is editable.
E-Commerce Name	Account name used to conduct commercial transactions online Note: Trimble recommends that you add the vendor’s email address to the vendor master record.

Field

Definition

Shop *

Shop ID

Identifies the shop that has an account with the vendor

Account *

Account number between the shop and the vendor

Note: Each shop has a unique account number. You cannot enter the same account number for multiple shops.

Limit *

Shop’s maximum spending limit with this vendor

Purchase Type

Currently not functional

E-Account

Currently not functional

E-Purchase

Identifies whether E-Commerce capabilities are activated for the vendor

Note: If YES, the E-Commerce Name field is editable.

E-Commerce Name

Account name used to conduct commercial transactions online

Note: Trimble recommends that you add the vendor’s email address to the vendor master record.