3 Acquisitions - Vendors

3 VENDORS

Before initiating any orders, you must first make sure that a list of vendors has been created and includes the vendor from whom you want to order.

This chapter includes the following sections:

Vendors List
Vendor Form

3.1 VENDORS LIST

Select the Vendors node from the Administration tab. The Vendors list will be displayed in the upper pane:

The Vendors list in the Vendor tab of the upper pane enables you to add/duplicate and delete vendors. To modify an existing vendor, highlight the desired vendor and update the fields in the lower pane.

When you search the Vendors list by Name or by Code you can also use the filters: Sublibrary, Currency and Status ( activ/not activ).

The following search modes are available:

You can jump to a particular point in the list by typing in a partial vendor name in the space provided and press enter or click Go.

You can browse the Vendors list and jump to a particular point in the list by typing in a partial vendor code in the space provided and press enter or click Go.

You can retrieve vendors by the keyword you designate. You can truncate words by using the asterisk (*).
The Name fiels can be find without search term.
When you search by Code, the search term COD must be prepended. Exp.: COD=Libri
When you search byAddress fiels, the search term ADR must be prepended. Exp.: ADR=Hamburg

3.1.1 Buttons on the Vendors List

The following buttons are available on the Vendors List pane:

To add a new vendor to the list, click New. The lower pane will become active and the Vendor Form will be displayed for you to fill in.

Duplicate

You can add a new vendor by copying an existing vendor's details and then editing the vendor information. To do this, highlight the vendor whose information you want to copy, then click Duplicate. The Vendor Form is displayed in the lower pane, already filled in with information copied from the highlighted vendor. You can then edit the form so that the information is appropriate for the new vendor.

Delete

To delete a vendor from the list, highlight the vendor and click Delete. Note that if there is an order or a general invoice connected to the vendor, the system will not allow you to delete the vendor.

Address

When you click the Address button, the Vendor Addresses form is displayed.

This form is used for registering the addresses for orders and claims. The sliders for adresses for payments, returns and EDI are not important for the programm and will be filled with notes.

Enter the addresses to be used for orders and claims. Note that you must enter an address for Orders, but you can leave the other addresses blank. If you leave the other addresses blank, the Order address is used. The vendor name from the Vendor Information form will be filled in the Name field. The IP-Address and the Notefield serve only for the information.

You can see a envelop symbol next to the E-Mail field. Click on it to write a e-mail to this vendor.

3.2 VENDOR FORM

The Vendor Form enables you to register administrative information about a vendor.

The Vendor Form has four parts, accessible by clicking the tab for each part. When you are finished filling in all four parts, click Update.

The Vendor Addresses are available by clicking the Address button on the Vendors list.

3.2.1 VENDOR INFO 1 TAB

When the user clicks the Vendor Info 1 tab, the following form will be displayed:

This is the date the record was opened. It is filled in automatically by the system.

This is the date the record was updated. It is filled in automatically by the system.

This is a read-only field. The login name of the current staff user is automatically inserted in this field.

This field is mandatory. The Vendor Code is the unique alphanumeric code by which the system identifies the vendor. You may enter up to 20 alphanumeric characters.

Additional Code

Optional. Enter a supplementary vendor code here, if one is used by your library system. Depending on your system setup, this field can be dedicated to ABN (Australian Business Number).

Mandatory field. This is the name, as it will appear on the List of Vendors. The name you enter here can be different from the name you enter for the Order, Claim, Payment, or Return Addresses. In this Vendor Name field, enter only the name (up to 150 characters), and not the address, of the vendor.

This field is optional. You can enter a two-character code defined by your library in order to differentiate between vendors. A vendor with status NA (not active) cannot be assigned to an order.

Vendor Language

Mandatory field. This is the language of the forms (order slips, claims) that will be sent to the vendor.

This field is optional. The information is for reference only.

This field is optional. Use it to describe the type of material you usually order from this vendor. You can enter up to 20 characters.

You can enter a note up to 200 characters in length.

3.2.2 VENDOR INFO 2 TAB

When the user clicks the Vendor Info 2 tab, the following form is displayed:

Account No. (M)

This field is optional.This is your account number for monographs, as registered by the vendor.

Account No. (S)

This is your account number for serials, as registered by the vendor. This field is optional.

Vendor's Bank Acct

Optional. You may want to enter the bank name and account number used by the vendor.

These are the currencies used by the vendor and the currencies. You can enter up to four currencies. Currency 1 will be copied to each order from this vendor as the default currency.

Enter a plus (+) or a minus (-) sign to indicate whether there is an added charge or a discount for orders from this vendor. This relates to the estimated price, that is, the encumbrance, only. You may leave this field blank, but if you fill it in, be sure to fill in Terms Percent as well.

Enter the percentage of the added charge or discount.

Order Format Type

This is the manner in which your library sends the order to the vendor.

This is the default order slip that will be generated for the vendor, unless otherwise defined in the Acquisitions Order Form. This slip will be generated when you click the Send button on the Order List screen.

Letter Send Method

You can choose to print the order slip and send it by conventional mail, or you can send the slip by e-mail. Note that in order to send the slip by e-mail, the e-mail address must be given in the Vendor Addresses screen and the correct definition must be set in ..\Acq\Tab\print.ini by the Setup (Client).

This is the format that the system uses when generating a list of orders for a vendor when you run the Send List of Orders to a Vendor service.

List Send Method

You can choose to print the order list and send it by conventional mail, or you can send the list by e-mail. Note that in order to send the list by e-mail, the e-mail address must be given.

3.2.3 VENDOR INFO 3 TAB

These fields are optional. Up to 5 vendor contact persons can be entered in these 5 fields. Each contact field contains up to 200 characters. When assigning a vendor to an order, the first name from the Contact 1 field will be used as the default in the Vendor Contact field of the Acquisitions Order Form. All the contact names will be listed in the pull-down menu of the Order Form.

Delivery Type 1-5 & Delivery Delay 1-5

For each material delivery type, also enter the delivery delay. When determining the delivery delay, take into account the time it generally takes to receive the material from the day the order is sent to the vendor. The information in these fields is used by the system to calculate the E.D.A. (estimated date of arrival) for an order. The Delivery 1-3 fields are used for Acquisitions records; the Delivery 4-5 fields are used for Serials records. It is mandatory to fill either Delivery 1 or Delivery 4 when adding or updating a Vendor Record. If no delivery type is selected, the order record cannot be filled.

3.2.4 SUBLIBRARIES

Use the Sublibraries tab to assign permitted sublibraries to the vendor. The system will allow you to assign a vendor to an order only if the vendor sublibraries match the order sublibraries.
If you do not select any sublibrary/order unit, all sublibraries will be assigned to the vendor.

Go to next section (Budgets)