Creating and Updating Vendor Records
Acquisitions and Serials use the same vendor records. If you use Horizon Acquisitions, staff may have already created vendors. Be sure you coordinate with the person responsible for setting up this Acquisitions feature. This way, you can set up these vendor features so that they work for both Serials and Acquisitions vendor searching.
Each vendor that you use should be represented by one or more records in the vendor table. When you create a copy record, you specify the vendor from which you receive the title. The Serials claiming feature generates claims to send to this vendor.
The vendor record contains information, such as address and contract information. Although vendor records also contain claiming parameters, the claiming parameters in copy records always override those in the vendor record. Claiming parameters in vendor records are generally used for generating claims in Acquisitions. (For an explanation of how vendor information is used in Acquisitions, see the Acquisitions Guide.)
You can create and update vendor records at any time. You specify this serials‑specific information for a vendor:
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General information. Includes name and description of the vendor, currency used with the vendor, and any discounts based on a minimum order amount. |
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Addresses. Specifies the addresses where orders, returns, and payments are sent. |
You must have authorized access to the Table Editor to create and update vendor records.
To create and update vendor records
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Open the vendor view in the Table Editor. |
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Choose the vendor that you want to change, or create a new vendor. |
Horizon opens the Edit Vendor window:
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Complete or update these fields: |
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Vendor Code. Enter or edit a code that identifies the vendor to Horizon. This is the code you enter in copy records. |
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Vendor Name. Enter or edit the full name of the vendor. Staff can search for the name when specifying a vendor for a copy record. |
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Descriptive Notes. Enter a description of the relationship between the vendor and the library. This field is useful if you order several different types of items from the same vendor and want to track them separately. |
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Customer/Account No. Enter or edit the number the vendor has assigned to your library. |
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Enter or choose the code for the currency used in transactions with the vendor in the Currency field. |
This is useful in Acquisitions.
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Complete these fields with order amount information: |
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Minimum Order. Enter or edit the minimum amount, in your library’s base monetary units, that the vendor accepts on any one order. This is used mostly in Acquisitions. If you leave this field blank, Horizon assumes, “0,” meaning “no minimum order.” |
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For Discount. Enter or edit the minimum amount, in your library’s base monetary units, that the vendor accepts on any one order to still give its stated discount. This is used mostly in Acquisitions. |
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Complete these fields with claim information: |
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Claim After. Enter or edit the number of days Horizon waits beyond the expected date of an order before generating the first claim. This is used mostly by Acquisitions. |
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Interval. Enter or edit the number of days Horizon waits before generating subsequent claims. This is used mostly by Acquisitions. |
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Maximum Claims. Enter or edit the total number of claims Horizon should generate for unreceived items. This number can be from 0 to 10. This is used mostly by Acquisitions. |
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Specify the X.12 field that corresponds with the SISAC field of the claim by selecting the appropriate SISAC X.12 box. |
Currently, only serials claims and serials claim responses are functional.
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Is Publisher. Mark this box if the vendor is also the publisher. |
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DayEnd Stat Detail. Mark this box if you want the vendor included in the vendor performance statistics report. |
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Click Page Down or resize the window to display these fields in the Edit Vendor window: |
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Complete these fields with address information: |
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Address Note. Enter or edit any comment about the address. |
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Address Lines. Enter or edit the vendor address in these fields exactly as you want it printed. |
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Complete these fields: |
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Contact Name. Enter or edit the name of the person at the vendor’s office you normally contact, if any. This field is optional. |
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Phone. Enter or edit the vendor’s phone or fax number or both. This field is optional. |
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Mark one or more of these address usage check boxes: |
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Orders and Cancellations. Choose this to specify that the address entered in the group will print on orders. |
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Payments. Choose this to specify that the address entered in the group will print on vouchers. |
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Claims. Choose this to specify that the address entered in the group will print on claims. |
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Click Page Down or resize the window to display these fields in the Edit Vendor window: |
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Complete these fields with contract/account information: |
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Contract Code. Enter or edit the code that identifies the contract to Horizon. |
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Contract Date. Enter or edit the date when you established the contract with the vendor. |
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Description. Enter or edit a description of the contract. |
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Mark the appropriate contract type radio button: |
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Pre‑encumbered Funds. Mark this if the contract is pre‑encumbered. |
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Vendor Deposit Account. Mark this if the contract is a deposit account. |
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Complete these fields: |
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Customer/Account No. Enter or edit the number the vendor assigns your library under the contract in the group. This number overrides the customer number on the first page of the Edit Vendor window. |
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Original Amount. Enter or edit the amount, in your library’s base monetary units, that your library has pre‑encumbered or put in a deposit account. This is used by Acquisitions. |
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Spent. If necessary, enter or edit the amount spent (or expended) against this contract/account. This is used by Acquisitions, so you should not need to change this field. |
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Spent Limit. Enter or edit the maximum amount that can be spent against the contract/account at any one time. |
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Limit %. If you entered the Spent Limit as a percentage of the contract/account amount, mark the percentage box. |
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On Order. If necessary, enter or edit the total amount for items currently on order against the vendor contract/account. (or encumbered amount). This is used by Acquisitions, so you should not need to change this field. |
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On Order Limit. Enter or edit the maximum amount that can be on order against the contract/account at any one time. |
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Limit %. If you entered the On Order Limit as a percentage of the contract/account amount, mark the percentage box. |
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Vendor Enhanced Services. Mark the box if you want to send item information to this vendor in an EDIFACT electronic order for just this contract/account. This is used by Acquisitions. |
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Discount %. If you want to add the discount percentage for only certain vendor contracts/accounts for a vendor, enter the number of the discount percentage for the contract/account. This is used by Acquisitions. |
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Click Page Down or resize the window to display these fields in the Edit Vendor window: |
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Complete these fields: |
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Vendor Enhanced Services. Mark the box if you want to send item information to this vendor in an EDIFACT electronic order for all vendor contracts/accounts. This is used by Acquisitions. |
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EAN. Enter the vendor’s European Address Number. Use this if you intend to use electronic claiming. Leave this field empty if you do not use electronic claiming. The number or code comes from the vendor. |
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SAN. Enter or edit the Standard Address Number, or SAN, if you intend to use electronic claiming. Leave these fields empty if you do not use electronic claiming. The number or code comes from the vendor. |
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Discount %. If you want to apply a discount percentage to all transactions with this vendor, or to all transactions that do not already have a discount percentage entered for a contract/account, enter the number of the discount percentage. This is used by Acquisitions. |
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Type. Choose either Primary or Secondary vendor type, depending on how often you use the vendor. This way, you can take advantage of the search filtering feature (for more information, see Setting Up Search Filters), which automatically searches for primary vendors, unless you choose to search for a vendor that you use less often. |
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Status. Choose either Open or Closed vendor status, depending on if you still order from the vendor. If you have vendors that you order from once or from whom you have discontinued ordering, but you want to keep the vendor record with its information on your Horizon system, then you can assign a “Closed” status to the vendor. This feature also lets you take advantage of the search filtering feature (for more information, see Setting Up Search Filters), which automatically searches for vendors with open accounts, unless you choose to search for vendors with closed accounts. |
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Unique Line Numbers. Mark this box if you want printed purchase orders for this vendor to display the unique PO line numbers. This is used if a vendor requires a very specific or unique number for each line in a printed purchase order. Marking this box allows you to display the unique line number on all printed purchase orders for the vendor. This is used by Acquisitions. |
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Include Unit Price. Mark this box if you want to include the unit price on all purchase orders for this vendor. This is used by Acquisitions. |
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