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Vendor Master

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Vendor master set up options.

Before we begin, let us understand about the need of Vendor master and the usage of this particular activity.

In every industry and regardless of the business model, an entity must maintain accurate record of its individual vendors. The discussion in vendor master is also crucial as it helps an entity to measure the vendor sentiments and make adjustments to payments and terms structure to bargain for the best offerings in the market. After all, vendor terms play a significant role in positive cash generation too.

In Vendor master we therefore setup the individual Vendor profile with all the sets of relevant data available at hand. Vendor master set-up is normally a one-time process required at the time of new Vendor addition and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. For Example: Purchase Bill creation, Payment creation etc.

You can also edit and delete an already created set of information with required authorisation.

The key functions of a Vendor Master Module are:

· Creation of a New Vendor Record;

· Modification of an existing Vendor Record;

· Deletion of an existing Vendor record.

We will be going through the each of these set of information in detail.

New Vendor Creation–

If you are in Purchase Drop Down you need to select

and the screen which appears looks like this;

You can see the

option at top right of the screen. Click on this option and you will be directed to the relevant Vendor creation screen. Here you will have seven sections where all the relevant data pertaining to a new Vendor can be captured.

Vendor Master

Let us start with basic information first.

GST Fetch Info

Input the valid GSTIN of Vendor if registered under GST regime and click on “Fetch Info”

. All details will fetch from the GST Portal and automatically set the data like Vendor Name, Address, State etc to respective data fields.

Name

Here you input the name with which you are used to identify your Vendor. This can also be a nick name or a short name. This field is not used for printing so you are at comfort to associate with the name.

Print Name

Here you input the Vendor name which will be used in printing documents. This normally is the registered name of the Vendor in statutory records. Name and Print name can stay similar.

Code

This is a system generated automated code to uniquely identify a vendor. If you wish to keep your own series of codes, you may input a 6-digit Alpha/Numeric code.

Under Ledger

Select from the drop down the required control General Ledger in which the vendor is to be grouped (e.g. Sundry Creditor Account). If the required GL does not exist in the list, you can create a new GL by clicking on

Icon or

option within the dropdown menu.

Logo / Photo

Upload an image of the customer or a logo of the company or its trade mark or any specific identification which helps you maintain the unique vendor identity. Images could be JPEG or PDF, with the maximum size of 2 MB.

Party Common for Sales Purchase

Keeping this option "ON" will enable you to make voucher for Sales and Purchase with this vendor, this vendor will be available for entry in Sales voucher also.

Is Sub Party

Select “ON” if you want to link the new vendor to an existing group/vendor. This will allow you the liberty to analyze the performance of multiple vendors as one group.

Under Party

If the sub party is kept “ON”, then select from the drop down the required party/group with which you want to identify the vendor.

Inactive

Select “ON” if you want to make a vendor inactive. During any business transaction such inactive vendor names will not appear in your list of vendor name. You can reactivate vendor again by selecting “OFF”.

Firm Status

Select from the drop down the constitution status of the vendor. Ex. Individual, company etc. This classification helps the entity to analyze and fix the marketing strategies.

Territory

Select from the drop down the required territory based on which you want to group your vendor. This categorization enables an entity to analyze the area wise business outputs and adjust marketing strategies. If the required territory does not exist in the list, you can create a new territory by clicking on

Icon or

option within the dropdown menu. If you wish not to maintain Territory wise classification, select default in the dropdown or keep this field blank.

Party Category

Select from the drop down list a priority on how you may want to identify your vendor. This categorization helps the front desk and the support team to respond in select dialect with a specific vendor and respond within an agreed service protocol. If the required category does not exist in the list, you can create a new category by clicking on

Icon or

option within the dropdown menu. If you wish not to maintain category wise classification, select default in the dropdown or keep this field blank.

Contact Person

Input here the relevant contact person name which the vendor is advising to contact for his business needs. This contact normally being the proprietor himself or entity representative.

We are now finished with the part and made a unique identification for the vendor.

We will now input the Statutory details for the vendor which identifies its relevant registration and tax status.

GST Number

Input here the GST No. for the vendor.

GST Registration Date

Input the GST registration Date from which the vendor is registered in GST.

Company Identification Number

Input here the registration number of the vendor provided by the regulatory authority with which the vendor is registered. Ex. Company Identification Number (CIN) should be entered in case the company is registered under Registrar of Companies.

Permanent Account Number

Input here the Permanent Account Number (PAN) of the vendor.

GST Category

Select the relevant option from the drop down list for registration category of vendor. For example Registered / Un-registered / Composition / UIN_SEZ / Export House / Overseas Party. This GST category is used in entry for GST related actions and Reports purpose.

Tax Type

Select “Inclusive” from the drop down menu, if this party rates are inclusive of taxes otherwise select “Exclusive” if taxes are charged on rates for this party. This field is available only if you have configured “ – ON” in General Setup. Also, this field will be set in Tax Style field only if you have configured “ – Document Based” in Sales Setup.

Distance

Input the approximate distance between Party Location and Company Location.

GST TDS Applicable

In Some Industries like coal industry, TDS is deducted on GST Amount, Keeping this Option “ON”

will allow deduction of TDS on GST at the time of voucher entry.

TDS Applicable

TDS Applicable: If you need to deduct Tax at Source bills raised by this vendor, keep this option “On”, the system will ask for relevant information at the time of entering his bill and making payment to this vendor. This will help you as a reminder towards your statutory compliances

TDS Section

If you have kept TDS applicable – ON, the system will ask for the relevant section of the Income Tax Act under which TDS is applicable. Select the relevant section from the drop down list.

We are now finished with the Statutory part and will now focus on the Communication of the vendor.

We will now look into the Communication input where we separate the billing and shipping information.

Billing Information: Address

Input here the complete address which needs to be printed on the invoices/bills. The address should suffice the requirement of all tax related requirement, preferably the registered address of the company. The same address would be used for the future communication with the vendor, so it is essential to ensure that the address is complete and understandable to anyone including any third party for delivering the invoices or collecting the payments. Ex. Flat #, Building No./Name, Street name/No., Area, Land mark etc.

Country

Select from the drop down the Country of the address entered above.

State

Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on

Icon or

option within the dropdown menu.

City

Select from the drop down the City of the address entered above. If the required City does not exist in the list, you can create a new City by clicking on

Icon or

option within the dropdown menu.

PIN

Input here the required PIN to identify the relevant address. For postal communications Pin code is must.

Phone

Input here the most relevant contact number of the vendor for a speech conversation.

Email

Input here the most relevant email address of the vendor for written communication.

Longitude

Input here the longitude of vendor location via Google Map to locate vendor easily. Click on

to find your location’s longitude.

Latitude

Input here the latitude of vendor location via Google Map to locate vendor easily. Click on

to find your location’s latitude.

Shipping Information

Enter the address where goods are generally dispatched for this vendor. If the Billing Address and Shipping Address is same, you can copy the same by clicking on

otherwise fill the shipping address information in the same way as filled for Billing Address.

We are finished with the vendor physical address input and will now focus on the Digital identification of the vendor.

We live in a digital era where it’s a necessity to target online audience with right offers and suggestions. It is of great significance to fill in the relevant social profile information for the vendor as this allows to keep a tab on his growth strategies.

Web Site

Input here the relevant web page address of the vendor.

Facebook

Input here the face book account or page of the company to enable follow-up on his day to day updates.

Skype

Input here the relevant Skype id of the vendor.

Twitter

Input here the Twitter account name of the vendor.

Linked In

Input here the LinkedIn id for the vendor.

we are finished with the section.

We will now input the defaults which identifies an entity integration with its vendor.

Payment Terms

Payment terms usually differ from vendor to vendor based on their business credibility. Select from the drop down list your agreed terms with the vendor. If the required term does not exist in the list, you are able to create a new payment milestone, by clicking on

Icon or

option within the dropdown menu. A dialog box will appear with options as below;

Name	Input here a name for the payment term, Ex. Advance, progressive, retention etc
Code	Input here a 4 digit code, Ex. “0001”
Fixed Days	Keep this “ON”, if you want to fix the credit period in days period.
No of Fixed days	Input here the credit days allowed as agreed with the vendor. Ex. “60”.
Payment Cycle	This option will automatically become “ON”, if your payment term is not fixed days.
Run on	If payment cycle is “ON”, select the cycle from the drop down list. Ex. “Weekly, Bimonthly or Monthly”.

Price Category

Select from the drop down a relevant price category if you maintain different price categories for the vendor. If the required Category does not exist in the list, you can create a new category by clicking on

Icon or

option within the dropdown menu.

Agent - Broker

Select from the drop down the specific Agent/Broker allocated to the vendor account. This field is available only if you have configured Agent wise billing “ON” in Configuration-> Company Setup-> Sales Setup . If the required Agent does not exist in the menu, you can create a new by clicking on

Icon or

option within the dropdown menu.

Transporter

Select from the drop down the relevant transported who would be delivering goods to a vendor. If the required transporter does not exist in the list, you are able to create a new name by clicking on

Icon or

option within the dropdown menu and input a transporter name.

Credit Limit

Input here the credit limit allowed to an individual vendor. If you have kept credit control “ON” in your Sales Setup, you must define a credit limit here; the system will not let you raise an invoice beyond the credit limit defined here.

Interest Rate (Yearly)

Input here the Interest Rate applicable for the delay in payments and Reports for Interest Statement display the Interest amount based on the Interest rate and Days delayed for Payment.

Allow Alignbooks Portal Access

If you are using Vendor Self Service (VSS) module of AlignBooks and want to give your vendor an access on system to upload his Order and view his ledger, then check on the relevant Box. Once you check on the Box

, the System will prompt for password. You can type in a password which you must also share with your vendor along with a vendor Code and your Company Code. The vendor can access the VSS Portal and login using this information to start uploading orders and checking his ledgers in real time.

Alignbooks Portal Password

Input here the password for the vendor access to VSS portal.

We will now input the specific banking information relevant for a vendor.

RTGS / IFSC Code

Input here the RTGS / IFSC code for the vendor bank/branch.

Account Number

Input here the account number for the vendor bank.

Bank Name

Input here the bank name of the vendor.

Branch

Input here the branch name of the vendor bank.

We will now understand how to input Vendor Custom fields

Vendor Custom Fields

If you have selected any User defined Extra Field at the time of Company Setup Configuration- ,

that number (maximum 5 fields) of UDF fields would be visible and you can enter the relevant details against those fields. Here one thing to remember that if you have opted “Allow Blank – No” against any of the UDF filed in set-up then while creating vendor master you have to provide the information under that User Defined Field (UDF) or to say you cannot keep that field blank.

Click on

to Save the values.

Click on

to Print the values. Click here “Print Utility”, to know more about this utility.

Click on

to Clear the values.

Click on

to Delete the values.

Click on

to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.

Click on

Or

to Exit from the New vendor Form.

We are now back to the main screen for the vendor Master.

Edit: If you wish to Edit a vendor detail, click on

. The vendor details will be opened in edit mode, can make the required changes and click on

to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on

.

Delete : If you wish to delete a vendor data, Click on

and confirm the deletion.

It is advisable not to delete a vendor if some data are already entered against that vendor. Note that if you have some data are already entered or created Sub Party under a vendor, the System will not allow you to delete this record unless you delete all transactions with the vendor and the sub parties under the vendor.

If you have closed dealing with a vendor or for any reason any vendor is Inactive you can always opt to make the vendor “Inactive”.

Bulk Delete : If you wish to delete vendor data in bulk then enable the check box

against each vendor and Click on

and confirm the deletion. All vendor data will be removed which are not used in any transaction.

MAP : You can check your business presence based on the location/Pin code of your vendors will appear on Google Map.

Export : Click on

to Export the data as visible in the list to an Excel Sheet.

Search : Type a text to search a particular record.

Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column.

Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.

Click on

to Exit from the vendor master.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!