New features added, version 7.5.2, 7.5.3, 8.1, 7.5.4, 8.4, 8.5.2
Program VEMM, Vendor Master Maintenance, is used to add and maintain vendor master records. Vendor master records include the distribution accounts for the vendor, variance checking, and variance tolerance percentages for vendors. Vendors can be set up as 1099 vendors, and temporary vendors can be set up in this program.
In program VEMM, Vendor Master Maintenance, you can indicate whether you will be required to enter a purchase order number in program APVM, Voucher Entry/Maintenance. Program APVM, Voucher Entry/Maintenance, cannot check the variance tolerances established in this program if a purchase order number is not entered.
You can enable variance checking and set variance tolerance percentages for vendors in this program. The variance checking parameters set in this program will be overridden by specific parameters established for items in program VEQM, Vendor Quote Maintenance. Variance parameters are set up with the [Variance Tolerances] button.
Comments for vendors can be entered in this program with the comment types POR - purchase orders and receiving, RE - receiving, and PO - purchase orders only. When the vendor is used on a purchase order or a receiver, the comments will be displayed, depending upon the comment type.
The VEMM_HIDDEN_FIELDS parameter in program MURM, Initialization Parameter Maintenance, determines whether the fields containing sensitive information are displayed in program VEMM, Vendor Master Maintenance, for the user. These fields include Bank Routing No, Vendor (Bank), Acct No. and Vendor Acct Ref. When the parameter is set to Y, the user will be able to see the values in the fields. When it is set to N, the data will be concealed as asterisks ****.
The VEMM_ INTERNAL_CONTROL_MODE parameter in program MURM, Initialization Parameter Maintenance, determines what fields are updateable. If MURM is set to Y, then the only updates allowed are to the return address, contacts and mail/fax screens. Default is N, which allows updates and inserts to all fields.
Third Party Shipping Accounts for Clippership
Vendor/Purchase Order Comments
Entering Vendor Details for Financial Enterprise
Printing Reports for Vendors to Email
Printing Reports for Vendors to Fax
Comments are accessed with the [Comments] 
button.
Vendor comments differ somewhat from the standard comment functionality in NDS. When vendor comments are entered in this program, you can define a target comment type to be used when the comment is copied to the purchase order programs.
In order for comments to be copied to the purchase order programs, PO, POR, or RE must be entered in the Type field for the comments in this program.
Any desired comment type can be entered in the Target Type field, and when the comment is copied to the purchase order or receiver, the target type will be copied to the Type field in the purchasing program.
This is a user-defined function that can be used in ad-hoc and custom reporting.
Comments with comment type POR or PO can be set up for vendors so that they are always displayed when a purchase order is entered for the vendor in program POEM, P.O. Entry/Maintenance. On the comments page, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.
If the pop-list is set to Silent (Normal), the comment is written to the purchase order as normal, but there is no indication to the user.
If the pop-list
is set to Show Indicator, the comment is written to the purchase order,
and an indicator flag 
is
displayed to the right of the [Comments] button to indicate that comments
exist for the purchase order.
If the pop-list
is set to User must read, the comment is written to the purchase order,
the indicator is displayed,
and when the header is committed, the program will display the comment
page.
ACH electronic payments can be set up for vendors, however some custom programming is required. If you wish to use ACH electronic payments, contact your NDS Project Manager for more information about the custom programming required.
Vendors are set up with the payment type CCK, and the ACH Flag set to on. In addition, the bank information must be entered in the lower block of program VEMM, Vendor Master Maintenance.
When program APCP, Check Printing, is run, checks are not written for ACH Payments, but the payment record is created with an ACH prefix followed by the number assigned from the from the ACH_CHECK_NO sequence in program SPAN, Auto Number Control.
1. In the Vendor No field, enter the vendor number.
If automatic vendor numbering has been set up in program SPAN, Auto Number Control, the program will assign a vendor number when you commit. Otherwise, one must be entered before you commit.
2. In the Vendor Name field, enter the vendor name.
If the vendor has the Active flag set to off, the name will be displayed in red.
3. In the Address fields, enter the vendor's address, if desired.
Vendor records can have different remit to addresses that are printed on checks. When a new entry is made, the remit to address is created identical to the vendor address.
Modifications to the vendor address do not change the remit to address. To apply a change to the vendor address, press the [Make Remit To the Same] button.
To enter a remit to address that is different from the vendor address, press the [Remit To Address] button.
Vendor records can have different return to addresses that are used when entering return to vendor transactions in program RTVM, Return to Vendor Maintenance. When a new vendor is entered, a return to address is created identical to the vendor address.
Modifications to the vendor address do not change the return to address. To enter or modify the return to address, press the [Return to Addresses] button.
If you leave the city and state blank, you can use the list of values on the zip code field to select the zip code from program SPZM, Zip Code Maintenance, and the city and state will be entered automatically.
If you enter the city and state manually, and then use the list of values to select the zip code, your entries will take precedence over those in the zip code record selected.
Enter the vendor's SCAC code in the SCAC Code field. The SCAC code is used when exporting records using the EDI interface with program EOUT, Process Outbound Records.
Enter the vendor's user-defined carrier type in the Carrier Type field. The carrier type is used when exporting records using the EDI interface with program EOUT, Process Outbound Records.
4. In the Country field, enter the vendor's country, if desired.
5. In the Contact field, enter the contact for the vendor, if desired.
For new vendors, entering a contact in this field will create a primary contact record. Entries for phone, fax, and email will also be copied to the primary contact record when the vendor is created.
For existing vendors, changes to this field, the Phone field, the Fax field, and the Email field will update the vendor's primary contact record. If no contact is marked as the primary contact, then no contact record for the vendor will be changed or created.
6. In the Fax field, enter the fax number for the vendor.
7. In the Email field, enter the email address for the vendor.
8. In the URL field, enter the World Wide Web address for the vendor.
9. In the Tax No/Name fields, if the vendor is a 1099 vendor, enter the federal tax ID number and name for the vendor.
10. If the vendor is a 1099 vendor, set the 1099 Vendor flag to on.
A vendor can be set up as a 1099 vendor in this program. This is a necessary step in creating 1099 transactions.
In order for a transaction to be a 1099 transaction, the 1099 flags must be set to on for the enterprise in program APEM, AP Enterprise Maintenance, for the vendor in program VEMM, Vendor Master Maintenance, in the voucher header in program APVM, Voucher Entry/Maintenance, and for account numbers in program GLTM, Account Maintenance.
9. If the vendor is a temporary vendor, set the Temporary flag to on.
Temporary vendors are used for one-time invoices or short-term use. Vendor history is not maintained for temporary vendors; therefore, this designation should not be used for 1099 vendors.
Since no vendor history is maintained for temporary vendors, they can be purged under the following circumstances:
They are marked "Inactive" (Active flag set to off)
All check and invoice information has been removed from open tables
No 1099 payments exist.
10. If the vendor is active, set the Active flag to on.
Inactive vendor numbers cannot be used for voucher entry in program APVM, Voucher Entry/Maintenance.
11. If the payments to the vendor should be placed on hold, set the Vendor on Hold flag to on.
The flag setting here will be the default in voucher entry. Automatic payments cannot be made for invoices on hold.
12. Set the Drop Ship Only flag to on if ALL purchase orders entered for this vendor are drop ship purchase orders.
When the vendor is entered on a purchase order in program POEM, PO Entry/Maintenance, the Drop Ship flag will be set to on for the purchase order automatically. You will not be able to unset the Drop Ship flag for the purchase order.
When the vendor is entered on the Other Details page during sales order entry, the Direct flag will be set to on automatically for the purchase order line, and can not be changed. When the purchase order is created for the sales order line, the purchase order will be created as a drop ship purchase order.
13. If purchase order number must be entered for this vendor in program APVM, Voucher Entry/Maintenance, set the PO Mandatory in AP flag to on.
Program APVM, Voucher Entry/Maintenance, cannot check the variance tolerances established in this program if a purchase order number is not entered.
14. Set the Taxable Vendor flag to the desired setting.
Set this flag to on if purchases from the vendor are taxable.
15. If each invoice for this vendor should be paid with its own check, set the One Invoice per Check flag to on.
When checks are printed with program APCP, Check Printing, usually all vendor invoices are combined and paid with a single check.
If this flag is set to on, invoices entered in program APVM, Voucher Entry/Maintenance, will have the Separate Check flag automatically set to on.
When the Separate Checks flag is set to on for an invoice, and there are other invoices for this vendor in the check batch being printed with program APCP, Check Printing, this invoice will be paid with its own check and not included with other invoices for the same vendor.
16. Set the Always Take Discount flag to the desired setting.
If this flag is set to on, discounts will be taken for this vendor regardless of the payment date during automatic payment selection.
If this flag is set to off, discounts will only be taken for the vendor if the payment date falls before the discount due date.
17. Set the Internal Supplier flag to the desired setting. When this flag is set to on, this vendor is an internal vendor used in the Internal Suppliers feature. The vendor number must already be assigned to a customer for this flag to be set to on.
18. If this vendor is an Internal Supplier, in the Int Enterprise field, enter the financial enterprise for the customer enterprise record that will be used to determine the sales location for the created sales orders.
19. In the Terms field, enter the default invoice payment terms code for the vendor.
20. In the FOB field, enter the default FOB code for the vendor.
21. In the Ship Via field, enter the default ship via code for the vendor.
22. In the 3rd Party Acct field, enter the third party shipping account for this vendor, from program VESM, Third Party Vendor Maintenance, if appropriate.
For more information, see the Third Party Shipping Accounts for Clippership section.
Accounts entered for customers override the account entered for the vendor in this program.
23. In the Insurance No field, enter the vendor's shipping insurance number, for reference, if desired.
24. In the Pay Type field, the payment type for the vendor defaults to CCK for computer generated checks.
25. Set the ACH Flag to the desired setting. When set to on, payments to this vendor are made electronically using the bank information entered in the lower block. The payment type should be CCK when setting up ACH payments for vendors. For more information, see ACH Payments for Vendors.
26. In the Min PO Value field, enter the minimum purchase order value for this vendor. When a purchase order in entered for this vendor, and the purchase order value is less than the amount entered here, you will not be able to print or transmit this purchase order in program POFM, Maintain PO Print Flags.
The purchase order value is displayed in the purchase order header in program POEM, PO Entry/Maintenance. The purchase order value will be displayed in green if it is equal to or greater than the value entered here. The purchase order value will be displayed in red if it is less than the value entered here.
You can set the purchase order to print regardless of this value in program POEM, PO Entry/Maintenance, with the Override PO Transmission flag on the Codes Tab.
27. In the Min PO Freight field, enter the minimum purchase order freight value for this vendor. This is the purchase order value that you must reach before the freight is discounted or free from this vendor. When a purchase order is entered for this vendor, and the purchase order value is less than the amount entered here, you will not be able to print or transmit this purchase order in program POFM, Maintain PO Print Flags.
The purchase order value is displayed in the purchase order header in program POEM, PO Entry/Maintenance. The purchase order value will be displayed in green if it is equal to or greater than the values entered here. The purchase order value will be displayed in red if it is less than the value entered here.
You can set the purchase order to print regardless of this value in program POEM, PO Entry/Maintenance, with the Override PO Transmission flag on the Codes Tab.
28. In the Tracking Type pop-list, if this vendor is a freight vendor, select the tracking type to use when tracking containers with program OEST, Container Status Inquiry.
Choices are DHL, FedEx, RPS, UPS, or None.
29. In the Alternative Currency field, enter the alternative currency for the vendor from program SPRC, Currency Code Maintenance. Purchase orders can be entered for the vendor in only the alternative currency entered here.
30. Press the [Variance Tolerances] button, if you wish to enable variance checking and set variance tolerance percentages for the vendor.
There are four types of variances, Receiver Quantity Variance, Invoice Quantity Variance, Invoice Line Dollar Variance, and Invoice Total Dollar Variance.
The receiver quantity variance compares the receiver line quantities with the purchase order line quantities. The tolerable receiver quantity percentage is the highest percentage by which the receiver line quantity can vary from the purchase order line quantity.
The invoice quantity variance compares the invoice line quantities with the purchase order quantities. The tolerable invoice quantity variance percentage is the highest percentage by which the invoice line quantity can vary from the purchase order line quantity.
The invoice line dollar variance compares the invoice line dollar amounts with purchase order unit costs. The invoice line dollar variance percentage is the highest percentage by which the invoice unit price can vary from the purchase order unit cost.
The invoice total dollar variance is compares the invoice total dollar amount with the purchase order total dollar amount. The tolerable invoice total dollar variance percentage is the highest percentage by which the invoice total dollar amount can vary from the purchase order total dollar amount.
When an invoice variance flag is set to on, it indicates that variance is used in purchases from the vendor. If the variance percentage exceeds the entered tolerable variance percentage, then the voucher is put on hold in program APVM, Voucher Entry/Maintenance. When the receiver variance flag is set to on, you will not be able to enter a receiver line in program REEM, Receiver Entry/Maintenance, if the variance percentage exceeds the entered tolerable percentage.
Settings for the vendor tolerances in program VEMM, Vendor Master Maintenance, override the default settings in program SPMM, System Parameters/Default Maintenance. Settings for the vendor tolerances in program VEQM, Vendor Quote Maintenance, override the settings in program VEMM, Vendor Master Maintenance.
31. Press the [Return to Addresses] button to enter multiple return to addresses for use when entering and maintaining return to vendor transactions with program RTVM, Return to Vendor Maintenance.
If you leave the Return To Code field blank, it will be generated automatically when you save the record.
In the SPLC Code field, enter the Single Point Location Code or NMFTA terminal ID for this address, if appropriate.
32. Press [Commit].
1. Go to the lower block to define the financial enterprise details for the vendor. The information entered in the lower block is not mandatory.
2. In the AP Bank ID field, enter the bank code for the bank from which payments entered for this vendor will be taken.
This information first defaults from the vendor group record in program VEGM, Vendor Group Maintenance, if the vendor is assigned to a vendor group.
If the vendor is not assigned to a vendor group, this information defaults from the enterprise information in program APEM, AP Enterprise Maintenance.
If there is no bank assigned to the vendor group in program VEGM, Vendor Group Maintenance, the bank ID should be entered here before you assign the vendor group. Otherwise, you will receive an error message: Invalid Group Code (3)'
3. In the Bank Routing No field, enter the routing number for the bank to which payments for this vendor will be electronically transferred. This information is required for vendor ACH payments.
The VEMM_HIDDEN_FIELDS parameter in program MURM, Initialization Parameter Maintenance, determines whether the user can view the data in this field or if it is displayed as as asterisks ****.
4. In the Acct No field, for ACH payments, this is the bank account number to which payments for this vendor will be transferred. This information is required for vendor ACH payments.
The VEMM_HIDDEN_FIELDS parameter in program MURM, Initialization Parameter Maintenance, determines whether the user can view the data in this field or if it is displayed as as asterisks ****.
5. The Vendor (Bank) field is the bank's name for this vendor. This information is required for vendor ACH payments and may also be used for payment types other than CCK.
The VEMM_HIDDEN_FIELDS parameter in program MURM, Initialization Parameter Maintenance, determines whether the user can view the data in this field or if it is displayed as as asterisks ****.
6. Set the ACH Type pop-list to indicate whether the account is a checking or savings account.
7. The Transfer Bank ID field is used only for those vendors being paid via payment types other than CCK for some type of direct bank transfer, but the field is required for those vendors.
8. The Vendor Acct Ref field contains the vendor's bank account number. It is used only for payment types other than CCK.
The VEMM_HIDDEN_FIELDS parameter in program MURM, Initialization Parameter Maintenance, determines whether the user can view the data in this field or if it is displayed as as asterisks ****.
9. In the AP Dist Code field, enter the account distribution code for this vendor, if the vendor's charges are always distributed to the same accounts.
Distribution codes are set up in program GLDM, Distribution Code Maintenance.
You can add other distribution account numbers for this vendor on this screen. This determines how payments to this vendor are distributed. This information defaults to vouchers for this vendor entered in program APVM, Voucher Entry/Maintenance.
10. In the AP Account field, enter the account payable liability account number that will be used for purchases from this vendor.
This information first defaults during voucher entry from the vendor group record in program VEGM, Vendor Group Maintenance, if the vendor is assigned to a vendor group.
If the vendor is not assigned to a vendor group, and no account number is entered here, this information defaults during voucher entry from the enterprise information in program APEM, AP Enterprise Maintenance.
11. Set the Voucher Receipts Automatically flag to the desired setting.
The setting of this flag determines the default setting of the Auto Voucher flag when entering receipts.
When this flag is set to on, all receipts entered in the receiving programs will have the Auto Voucher flag set to on automatically. The flag can be set to off for receipts, and no voucher will be created.
If this flag is set to off, all receipts entered in the receiving programs will have the Auto Voucher flag set to off automatically. The flag can be set to on for receipts, and vouchers will be created.
For more information, see the Automatic Vouchering of Receipts section.
12. In the Vendor Group field, enter the vendor group to which the vendor belongs, if desired. The list of values is available.
If the vendor is assigned to a vendor group, the information entered in program VEGM, Vendor Group Maintenance, will be used during voucher creation.
If there is no bank code assigned to the vendor group in program VEGM, Vendor Group Maintenance, or if the bank code is invalid, the program will return an error message: Invalid Group Code (3)'. If you receive this error, enter the desired bank code in the AP Bank ID field, and then enter the vendor group.
If you enter a vendor group code that exists in a financial enterprise other than the enterprise that you are logged into, you will receive Invalid Group Code (1)' or Invalid Group Code (2)' errors. You cannot select vendor groups from other enterprises from the list of values.
13. In the Tax Code field, enter the tax code for this vendor, if appropriate. This tax code is used to calculate tax for purchase orders and vouchers for this vendor.
14. In the Freight Code field, enter the freight code for this vendor, if appropriate. This freight code is used to calculate freight charges on purchase orders and vouchers for this vendor.
15. In the Misc 1 and Misc 2 fields, enter miscellaneous codes for this vendor, if appropriate. These miscellaneous codes are used to calculate miscellaneous charges on purchase orders and vouchers for this vendor.
16. In the Sort Cd field, enter the bank sort code for this vendor. The bank sort code is usually found under the check number in the upper right hand corner of the check. It is required for payment types other than CCK.
17. Press [Commit].
18. If the vendor exists in another enterprise and information has been entered for the vendor in the other enterprise in the lower block of VEMM, Vendor Master Maintenance, you can copy the information from that enterprise vendor record to this vendor record.
However, the account structure must be the same in both enterprises in order for the information to copy.
If the terms code, FOB code, distribution code, freight code, etcetera, assigned to the vendor in the other enterprise do not exist in the tables in this enterprise, the codes will be copied, but they will be invalid.
To copy the information from the other enterprise, enter the enterprise code in the field to the right of the [Copy Details from Enterprise:] button, and then press the button.
1. Enter the contact name.
2. Enter the contact email address.
3. Set the Primary flag to the desired setting. Only one contact per vendor can have the Primary flag set to on.
4. In the User 1 through 4 fields, you can enter user-defined codes for the contacts. The list of values will display all previously entered user-defined codes in the same user field.
User 1 through 4 field labels are entered in program SPUF, Contact Field User Title Maintenance.
Codes are defined in program SPUC, Contact User Codes Maintenance. If a code is entered that does not exist in program SPUC, Contact User Codes Maintenance, it will be entered automatically.
5. Enter any notes for the contact.
6. Press [Commit].
7. Once you have finished entering the contact information, go to the right block of the program to enter telephone numbers.
Multiple telephone numbers can be entered for contacts in the right block of this program.
8. Two telephone types are standard with NDS Applications. These are Business and Fax. All contacts will have these two telephone type records, and they cannot be deleted. However, the fields can be left blank if they do not apply.
Other telephone types can be entered by the user in program SPFT, Maintain Phone Types, and defined by contact in this program.
9. In the Phone Number fields for the Business and Fax telephone types, enter the business and fax telephone numbers for the contact, if appropriate.
10. To enter another telephone type record, select the Phone Type pop-list to the desired setting. This pop-list contains all telephone types entered in program SPFT, Maintain Phone Types.
11. In the Phone Number field, enter the telephone number for the selected phone type.
12. When all telephone numbers have been entered, press [Commit].
Enter in the field next to this button the enterprise from which you wish to copy the default banking and accounts payable information. Press this button to copy the information. This button should only be used to copy the vendor information between enterprises. In order to copy the information, the general ledger account structure must be the same in both enterprises, or the information will not be able to be copied. The FOB, Terms, and other codes must also exist in both enterprises; otherwise the program will state that it is an invalid code.
Enter the information to print sales order reports for this vendor to email or fax.
Press this button to make the remit to address the same as the vendor address. The remit to address is printed on checks to the vendor.
Press this button to enter the remit to address. The remit to address is printed on checks to the vendor.
Press this button to enter multiple return to addresses for use when entering and maintaining return to vendor transactions with program RTVM, Return to Vendor Maintenance.
Press this button to maintain variance checking and tolerable variance percentages.