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:
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Creation of a New Vendor Record;
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Modification of an existing Vendor Record;
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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.
We will start with Basic first;
 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.
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 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
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 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.
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 Under Ledger: Select from the drop down the required control General Ledger in which the Vendor is to be grouped (e.g. Sundry Creditors 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.
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 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 multiple Vendors as one group.
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 Under Party: If the sub party is kept “ON”, then select from the drop down the required group with which you want to identify the Vendor.
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 Inactive: Select “ON” if you want to make a Vendor inactive. During any business transaction such inactive Vendor’s name will not appear in your list of Vendors. You can reactivate Vendor again by selecting “OFF”.
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 Firm Status: Select from the drop down the constitutional status of the Vendor. Ex. Individual, company etc. This classification helps the entity to analyze and fix the procurement strategies.
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 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 procurement. 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.
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 Party Category: If you have classified your vendors in different categories, select from the drop down list a Category on which you may want to identify your 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.If you wish not to maintain category wise classification, select default in the dropdown or keep this field blank.
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 Contact Person: Input here the relevant contact person name which the Vendor is advising to contact for your business needs. This contact is normally being the proprietor himself or entity representative
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 Logo / Photo: Upload an image of the Vendor 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.
We are now finished with the basic part and made a unique identification for the Vendor.
We will now look into the Communication input where we separate the Billing and Shipping information
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 Billing Information:
Address: Input here the complete address of the Vendor wherefrom it raises 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 Ex. Flat #, Building No./Name, Street name/No., Area, Landmark etc.
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 Country: Select from the drop down the Country of the address entered above. . If the required Country does not exist in the list, you can create a new Country by clicking on Icon or option within the dropdown menu.
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 State: Select from the drop down the State of the address entered above. If the required State does not exist in the list, you are able to create a new State by clicking on Icon or option within the dropdown menu
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 City: Select from the drop down the City of the address entered above. If the required City does not exist in the list, you are able to create a new City by clicking on Icon or option within the dropdown menu
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 PIN: Input here the required PIN/ZIP to identify the relevant address. For postal communications Pin code is must.
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 Phone: Input here the most relevant contact number of the Vendor for a speech conversation
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 Email: Input here the most relevant email address of the Vendor for written communication
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 Longitude: Input here the longitude of vendor location via Google Map to locate vendor easily. Click on  to find your location’s longitude.
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 Latitude: Input here the latitude of vendor location via Google Map to locate vendor easily. Click on to find your location’s latitude
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 Shipping Address: Enter the address from which the goods are generally dispatched by the Vendor. If the Billing Address and Shipping Address is same, you can copy the same by clicking on “Copy from Billing” 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.
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 Digital: 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 marketing strategies.
Web Site: Input here the relevant web page address of the Vendor.
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 Face Book: Input here the face book account or page of the company to enable follow-up on his day to day updates.
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 Skype: Input here the relevant Skype id of the Vendor
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 Twitter: Input here the Twitter account name of the Vendor.
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 Linked In: Input here the Linkedin id for the Vendor
We will now input the Statutory details for the Vendor which identifies its relevant registration and tax status.
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 GST No: Input here the GST No. for the Vendor.
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 CIN: 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
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 PAN: Input here the Permanent Account Number (PAN) / Tax Identification Number (TIN).
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 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
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 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 will now input the Defaults which identifies entity integration with its Vendor.
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 Defaults:
Payment Term: 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 list. 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”.
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 Price Category: Select from the drop down a relevant price category if your vendors are maintain different price categories. If the required category does not exist in the list, you are able to create a new category by clicking on Icon or option within the dropdown list.
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 Agent-Broker: Select from the drop down the specific agent / broker allocated the Vendor account. This option appears if you have during the company setup kept the Configuration->Company Setup->Purchase Setup agent wise billing in “ON” mode. If the required agent name does not exist in the list, you are able to create a new name by clicking on Icon or option within the dropdown list.
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 Transporter: Select from the drop down the relevant transporter through whom the vendor would be delivering goods. 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 List.
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 Credit Limit: Input here the credit limit, if any, set by the Vendor for you. We will now input the specific Banking information relevant for the Vendor
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 Bank Details
Bank Name: Select from the drop down the relevant bank of the Vendor. If the required bank does not exist in the list, you are able to create a new name by clicking on Icon or option within the dropdown list.
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 Branch: Input here the branch name of the Bank where vendor is having account.
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 Account No: Input here the Bank Account number of the Vendor
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 Account Type: Select Account Type e.g. Savings, Current etc.
IFSC Code: Input here the RTGS / IFSC code for the selected bank/branch.
We will now understand how to input Vendor Custom fields
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 User Defined Fields (UDF) : If you have selected any User defined Extra Field at the time of Company Configuration(Configuration->Company Setup->Purchase Setup->Vendor Custom Fields), that number (maximum 5 fields) of UDF fields would be visible and you have to enter the relevant details against those fields. Here one thing to remember that if you have marked  on “Required”against any of the UDF filed in company 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.
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 Click on  to Save the values.
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 Click on  to Exit from the New Vendor Form
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We are now back to the main screen for the Vendor.
If you wish to edit/delete the already visible Vendor data in the list you can do so, please follow the following steps:
Edit: Click on 
to edit the Vendor information.You can make the required changes and Save.If you want to delete this record, click on [Delete] and confirm the deletion.
Delete : Click 
if you want to delete a Vendor. If you have created Sub Party under a Vendor, the System will not allow to delete this record unless you delete all the sub parties created under this.
It is advisable not to delete a Vendor if some data are already entered against that Vendor. If you have closed dealing with a Vendor or for any reason any Vendor is Inactive for the time being you can opt to make the Vendor “Inactive”.
Export : Click on 
to Export the data as visible in the list to an Excel Sheet.
Search : Type in blank space provided at 
to search a Vendor Name.
Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping 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.
