Editing Vendors

A vendor supplies goods and services to your company. In SME, vendors include both vendors who supply material to your company and subcontractors who supply services to your company.

Vendors are used for purchase orders, RMA returns, and as defaults for inventory items. The vendor module also tracks past Products Purchased and Purchase Orders ordered from the vendor.


== Setup a New Vendor ==

<br>1. Go to the Inventory module and select '''Vendors'''.
<br>2. Click '''New'''.
<br>3. '''Details and Settings''' tab - enter the vendor name, address and phone details.
<br>4. Enter vendor contacts on the '''Contacts''' tab:
*    Click '''New'''.
*    In the Contact Editor, enter the contact Name, Title, Email.
*    Enter phone numbers
*    Click '''OK'''.


== View Vendor History ==

<br>1. '''Products Purchased''' tab – reference all of the parts ordered from the vendor. Sort by item name, order number, date in and more.

[[File:ProductsPurchased.png]]

<br>2. '''Purchase Order''' tab – reference all of the purchase orders placed with this vendor.
<br>3. '''RMAs''' tab – reference all the returns to the vendor.
<br>4. '''Stored Documents''' tab – link documents to the vendor record or access linked documents.
<br>5. '''Activities''' tab – create and reference activities for the vendor.



== Products Tab ==
On the Products tab, you can add the material that you purchase from the vendor. You can specify the vendor part number and the cost of the part from that vendor. 
<br>1. Click '''New'''
<br>2. On the Vendor Items window, click [[File:Magnify.jpg]]  next to the '''Item Name''' field
<br>3. The Search window opens. Select the inventory item.
<br>4. Enter the '''Vendor Part Number''' if necessary and the '''PO Cost''', which is how much it will cost you to purchase that part from that vendor.
<br>5. Click '''OK'''.

[[File:VendorProducts.png]]

You can also add material to a vendor by going to the Inventory Item > Vendors tab. 


== Setup Subcontractor ==
You want to think of a subcontractor as a type of vendor that can be added to service items on service orders and can also be scheduled using the dispatch window.  In the vendor record you can set up all the subcontractor settings such as their labor rate, assign them to work groups and determine if you need to schedule them using the dispatch window.

<br>1. Go to the Inventory module and select '''Vendors'''.
<br>2. Click '''New'''.
<br>3. '''Details and Settings''' tab:

*    Enter their account information.
*    Check '''Is Subcontractor.'''
*    Check '''Use as Tech''' if you schedule the technician and need them on the dispatch window.

[[File:IsTech.png]]

<br>4. Subcontractor Settings tab -  enter your subcontractor details 

*    Labor Rate – this is what the sub charges you per hour
*    Work Group – you can add your subcontractor to work groups, similar to the way you would add your own technicians to work groups.

<h3>Field of Service tab</h3>
 
On this tab you can enter the subcontractor’s field of service. When assigning subs to order, you can then identify them by their trade or field of service.

<u>Customize the field of service drop down:</u>

Before you can assign a field of service to a subcontractor, you will want to customize the field of service drop down list.

#    Go to '''Setup > Company > Lookup Lists'''.
#    Select '''Subcontractor''' '''Field of Service'''.
#    Click '''New''' in the lower right corner.
#    Enter the field of service drop down value and click '''OK'''.
#    Repeat 3 & 4 until your list is complete.

<u>Add field of service to subcontractor</u>

#    Go to the subcontractor’s vendor record.
#    Select the '''Field Of Service''' tab.
#    Click '''New'''.
#    Select the field of service and enter other applicable data.
#    Click '''OK'''.
#    [[File:SubFOS.png]]

<u>Search for Subcontractors with Field of Service</u>
# When you search for workers you can see multiple entires for subcontractors, one for each field of service
# [[File:SubFOSsearch.png]]
 
'''WebConnect Password for Subcontractor
'''
If you are using WebConnect and you need your subcontractor to log in, assign a login password following these steps:

#    Go to the subcontractor's vendor record.
#    Select the '''Contacts''' tab.
#    If there isn't a contact already, click '''New'''. If there already is a contact, select the contact you need to give access to and click '''Edit'''.
#    In the Contact Editor window, enter the contact information.
#    Assign a WebConnect password in the '''Web Access Password''' field.
#    Click '''OK'''.

== Syncing Vendors with QuickBooks ==

If you want vendors created in SME to sync to QuickBooks by default, you need to setup SME to sync vendors by default
#    Go to the''' Setup''' module > '''Customer''' > '''Order''' section
#    Click '''Edit'''
#    Check '''Default Export New Vendor'''
#    Click '''Save'''

Now that your default is setup, any new vendors you create in SME will sync to QuickBooks.
If you created new vendors in SME before setting the default, you can go to the vendor in SME and check '''Export to QuickBooks''' on the Details and Settings tab.

'''**NOTE**'''If you created a new vendor with with '''Is Subcontractor''' checked, you will first have to uncheck '''Is Subcontractor''', let the vendor record sync to QB, then you can come back into SME and check '''Is Subcontractor''' and then setup as eligible for 1099 in QuickBooks. 

<h3>Syncing Vendor Phone Numbers with QuickBooks</h3>
'''Note''': You need to set the Export to QB flag on the vendor in SME to export the phone # updates.
<br>'''Note''': You should set the SME labels to match the QB labels since we have no control over their labels.

'''To SME from QB'''
The 3 phone numbers transfer to SME into the 3 phone number slots (image below).  They transfer in the order entered in QB 1, 2, 3, and the labels in SME do not matter and have no bearing on where a phone # lands. (see image below)

<br>[[File:VendorPhoneNumbers_QB_To_SME.png]]
#      From QB Phone = slot #1 in SME
#     From QB Fax = Slot # 2 in SME
#    From QB Alt # = Slot # 3 in SME

'''To QB from SME'''
Top 2 transfer and 3rd does not.
#     From SME = Phone in QB
#     From SME #2 = Fax in QB
#     Others do not sync

<br>Map (assign) accounts and thresholds to 1099 categories in QuickBooks
<br>http://support.quickbooks.intuit.com/support/pages/inproducthelp/Core/QB2K8/ContentPackage/Payroll/1099/popup_1099pref_table.html