Vendors

SETUP -> Vendors

Vendors are businesses or individuals and include growers, traders, shipping agents, carriers, and packers.

  • Code
  • Description
  • Legal name - used by various reports, labels.
  • Phone
  • Phone 2
  • Fax
  • Email - multiple recipients can be entered by using a ; delimiter.
    • Invoices - this email is used for sending invoices unless there is a Invoice record setup in the Communications section.
    • Sale documentation - if this vendor is the orderer, this is the default recipient list.
  • Website - URL to their website. If entered, you will be provided with a link to take you to their website.
  • Alias(es) - when EDI files have different values to your Code, enter other codes here.
  • Tags - where you can easily add extra information for the vendor (maintain Tags from the Setup menu in Vendors). This is an easy way to store extra informaiton for vendors without the need for a new field. You can enter multiple values. A Tags column is available from the column chooser so you can filter vendors based on these.
  • Carrier?, Creditor?, Debtor?, Grower?, Customer?, Packer?,Shipping Agent?, Trader? - tick the appropriate box(es). Used to filter drop down lists.
  • Notes - any additional notes.
Communications

Setup alerts for this vendor. This is the same data that is setup in SETUP -> Communications. See SETUP -> Communications for more detail.

If the vendor is a local market buyer, you can load their logo so it will print on the loadout Delivery advice rather than your logo.

Address tab

  • Postal address - used by reports - invoices, delivery advices, etc.
  • Town/city - town/city of the address. Used by reports.
  • Post code
  • Region
  • Country

Financial tab

  • Sales Tax - GST tax rate to use when generating invoices.
  • GST # - their GST number to print on the invoice.
  • [FinancialSystem] code - if you have an integration setup to your financial system, this field will display, eg Xero code. This is the code used in your financial system for this vendor. If you use Xero, click here to see how you get the code

Registrations tab

  • FDA # - Food and Drug Administration number for customers/importers in USA.
  • GLN - Global Location Number for traders and your vendor. Used for carton labels
  • Global gap - Global gap number for growers. Used on carton labels and pallet cards. If a grower entered their Global GAP number when they registered at the start of the season, this can be found in MASTER DATA -> Growers.
  • NZ gap - NZ Gap number used for growers. Used on carton labels.
  • Grower vendor # - used in EDI files for growers.
  • Packer vendor # - used in EDI files for packers. If not entered, the vendor Code will be used.
  • Supply vendor # - supply group code used in EDI files for growers. If not entered, the vendor Code will be used.
  • Napier Port EDI - if using EDI to the Port of Napier, enter the code Napier Port uses for this vendor (relevant for shipping agents and vendors placing orders).

Creditor tab

This tab is visible for vendors who have been ticked as a Creditor?.

  • Bank Name - information only, not used anywhere.
  • Bank Branch - information only, not used anywhere.
  • Bank Account # - information only, not used anywhere.
  • Terms - information only, not used anywhere.

Debtor tab

This tab is visible for vendors who have been ticked as a Debtor?.

  • Default terms - default credit terms for invoices for this vendor.
  • Send EDI file with invoice? - if ticked, an EDI file will be included with the invoice email.

Shipping Agent tab

This tab is visible for vendors who have been ticked as a Shipping Agent?.

  • SCAC - 4 character Standard Carrier Alpha Code for this shipping agent. May be used in EDI files.
  • Normal container depot - from SETUP -> Locations that have been ticked as a Container depot?. Used as a default for loadouts.

Trader tab

This tab is visible for vendors who have been ticked as a Trader?.

  • Market type - export, local, etc. Helps prioritise traders on a contract.
  • GS1 prefix - 7 digit barcode prefix for this trader's pallet cards.
  • Default GTIN - 14 digit GTIN used in carton barcodes if the product hasn't got a GTIN setup.
  • Trader requires materials? - tick if trader requires material numbers, ie export traders will require materials but process may not
  • Can we create materials for trader? - if ticked, allows us to add material numbers.
  • Packing SMS - a list of ; separated cell phone numbers that will be alerted when a variety changes on a packing line.
  • Next material # - if Can we create materials for trader? is ticked, this is the next material number that will be used.
  • Carton address - the exporter address to print on the carton label.

Customer tab

This tab is visible for vendors who have been ticked as a Customer?.

Suppliers

For local market, if you are packing product for a third party (supplier) but want to use this supplier's details on the Delivery advice, enter them here, eg the vendor is Progressive but you are packing product for supplier ABC Produce and the Loadout device needs to be from ABC Produce, enter them here.

  • Supplier - select the vendor.
  • Account code - enter the account code for this supplier. Prints on the delivery advice.

This section can also be used if you hire packaging. If you are hiring the packaging, for your vendor, enter a record for each vendor you hire from. This Account code will show on Loadout reports.

Customer products

If you will enter ADMINISTRATION -> Payment advices and the customer use their own products, setup the products here.

  • Code - customer code.
  • Description - customer description (this is what is displayed on the ADMINISTRATION -> Payment advices page when you are allocating income).
  • Priority - this is the priority if produce matches more than one product.
  • Applies to - enter the produce criteria that defines this product.