Contents - Index


Vendor Maintenance

Vendor Maintenance is accessed via the vendor maintenance button on the main menu. Use the save button at the top of the screen to save any changes made.

The grid on the left is for switching between vendors. All changes are made in the fields to the right of the grid.

Vendor Page

Fields
Default Taxes
Up to three different tax entities may be defined, each with their own respective tax rates. Taxes may be defined per vendor and may be overridden from the company, the ship-to address or on the purchase order itself. By default, the company taxes are used when a new purchase order is created.

Adding New Vendors
To add a new vendor, click the button. Vendor numbers are automatically assigned.

Switching Between Vendors
Use the list on the left to navigate between vendors.

Deleting a Vendor
Switch to the vendor that is to be deleted. Then, click the button. If the vendor is referenced on any purchase orders, it may not be deleted. Deleting a vendor will delete all corresponding vendor parts.

Importing Vendors
Importing vendors is done through the import button. Please back up your files before attempting to import vendor information.

Vendor information must be in a specific format. The file type must either be CSV or TXT. Each vendor record consists of one line in the file. Fields must be comma-separated. It is recommended that text strings be enclosed in quotes (either ' or "). 

The layout must be:
  • Vendor Internal Code. This code usually is how other systems track vendors. It may be up to 20 characters. This may be blank.
  • Vendor Name. Up to 40 characters. Required.

    The remaining fields are optional. If any of the optional fields are provided, all fields prior to that field must be present.
  • Address line 1. Up to 40 characters.
  • Address line 2. UP to 40 characters.
  • City. Up to 25 characters.
  • State or Province Code. Up to 5 characters.
  • Postal Code. Up to 10 characters.
  • Country. Up to 40 characters.
  • Phone Number. Up to 20 characters.
  • Fax Number. Up to 20 characters.
  • E-Mail Address. Up to 60 characters.
  • URL (web address). Up to 100 characters.
  • Tax Description #1. Up to 20 characters. You may have up to three tax entities & rates.
  • Tax Rate #1. Numeric. May contain a decimal point. A rate of 6.25% would be represented as 6.25.
  • Tax Description #2. Up to 20 characters.
  • Tax Rate #2. Numeric. May contain a decimal point.
  • Tax Description #3. Up to 20 characters.
  • Tax Rate #3. Numeric. May contain a decimal point.

    Example File (lines are alternately colored)
    "Doggie","Your First Vendor","123 Anywhere St","Suite 300","Hometown","CA","99999-9999","USA","909-555-1212","909-555-3434","support@fast-po.com","www.fast-po.com","Your State Tax",6.75,"Your Local Tax",1.35
    "Two","Vendor Two"
    "","Vendor Three"
    "Four"
    "Five","Vendor Five","Addr 1"

    All lines in the above example are properly formatted except line four. You must have at least two fields. (Line one may word wrap on your screen, but all data must be on one line in the file itself.)

    How to Import
    There are three different ways to update your vendor file:

    1. Adding (appending) all of the records to the end of the vendor file.

    2. Updating the vendor file with records that match on the Vendor Internal Code. If a record does not match, it would be appended to the end of the file.

    3. Completely replacing the vendor file with the import file. (You may only do this if no vendors are referenced on any purchase orders.)

    Click the Locate the Import File button in order to select the file that is to be imported. Fast-PO will start in the folder of the last vendor import. If this is the first time, it will start in the Fast-PO data folder.

    Click Import the File to begin the import process. You will be asked for confirmation. Rejected lines and import statistics will be shown to you.

    Parts Page
    This is where you define the items (parts) for the vendor. Use to buttons at the top of the Parts page for Vendor Parts Maintenance.

    Each vendor part consists of a part number (which is recommended to be unique for the vendor), a price per part, and a part description. The part description may be up to 5 lines. Each line is 50 characters.

    Use the grid on the bottom half of the Parts page to navigate between parts. All editing is performed in the fields above the grid.

    Adding a Part
    To add a part, enter the information in the Part #, Price Each and Description fields. Then, press the + button to add the part.

    Deleting a Part
    Navigate to the part to be deleted. Then, press the button to delete the part.

    Importing Parts
    Importing vendor parts is done through the import button. Please back up your files before attempting to import vendor parts data.

    Vendor information must be in a specific format. The file type must either be CSV or TXT. Each vendor record consists of one line in the file. Fields must be comma-separated. It is recommended that text strings be enclosed in quotes (either ' or "). 

    The layout must be:
  • Vendor Part Number. This code usually is how other systems track parts. It may be up to 15 characters. This may be blank.
  • Vendor Part Description. Up to 50 characters. Required.

    The remaining fields are optional. If any of the optional fields are provided, all fields prior to that field must be present.
  • Vendor Part Price. Numeric (no commas; decimal point ok).
  • Vendor Part Description Line 2. Up to 50 characters.
  • Vendor Part Description Line 3. Up to 50 characters.
  • Vendor Part Description Line 4. Up to 50 characters.
  • Vendor Part Description Line 5. Up to 50 characters.

    Example File (lines are alternately colored)
    "Apples","Apples",10.5222,"","","","5"
    "Banana","Bananas",10.0006
    "Berries","Berries",1.2345
    "Pickles","Pickles",2.7654
    "Yucca","Yucca",7.9999
    "Zebra","Zebra line 1",12.5555,"","","","Zebra line 5"

    All lines in the above example are properly formatted.

    How to Import
    There are three different ways to update your vendor parts file:

    1. Adding (appending) all of the records to the end of the vendor parts file.

    2. Updating the vendor parts file with records that match on the Vendor Part Number. If a record does not match, it would be appended to the end of the file.

    3. Completely replacing the vendor parts file with the import file.

    Click the Locate the Import File button in order to select the file that is to be imported. Fast-PO will start in the folder of the last vendor parts import. If this is the first time, it will start in the Fast-PO data folder.

    Click Import the File to begin the import process. You will be asked for confirmation. Rejected lines and import statistics will be shown to you.