Edit Vendor Window

Vendor Code

The code assigned to the vendor. Users can quickly identify a vendor in Acquisitions or Serials by entering the vendor code, instead of searching for the vendor. Entering a vendor code is optional (unless your library has made this field required in the “vendor” view). If you have a very large number of vendors, you may choose to enter vendor codes for only those vendors you use on a regular basis.

If you want to assign the vendor a code, enter a code that is short and easy to associate with the vendor and that is consistent with other vendor codes you have defined. You can enter letters, numbers, or a combination of both. (Be aware that your library may have a certain format you need to follow.)

Vendor Name

Enter the name of the vendor.

Descriptive Notes

A note about the vendor. If you have multiple accounts with the vendor and you create a separate vendor record for each account, you might use this field to describe the specific budget (for example, “Standing Orders”).

Enter a note about the vendor.

Cust/Acct Number

The customer/account number assigned to you by the vendor.

Enter your customer/account number assigned to you by the vendor, if any.

Currency (if foreign)

The code of the currency the vendor requires payment in. The currency code defines the exchange rate for the currency. The currency you enter here appears automatically on purchase orders and statements you create for the vendor. If the vendor uses the same currency as your funding agency, leave this field blank.

Leave this field blank unless the vendor expects payment in a currency other that your own. Enter the ISO 4217 code of the currency used by the vendor, or click Codes to choose the currency from a list. To add a currency code or edit an existing one, click Codes. Then click Add or Edit in the Code Lookup window.

Take note:

Do not define a currency for your own base or domestic currency.
Exchange rates change daily. You should update the exchange rates of your active currencies periodically to encumber and expend funds accurately.

Minimum Order

The minimum amount the vendor requires on a single purchase order. Horizon alerts users if the purchase order amount is less than this amount when they try to print the purchase order or create an electronic order for it. (Users can override the warning and create the purchase order anyway.)

Enter the minimum amount that the vendor requires for an order, if any. Leave this field blank if there is no minimum order amount.

For Discount

The minimum order amount the vendor requires for a discount. Some vendors provide a standard discount for orders over a certain amount. This field lets you specify that amount. Horizon alerts users if the purchase order amount is less than this amount when they try to print the purchase order or create an electronic order for it. (Users can override the warning and create the purchase order anyway.)

Enter the minimum order amount the vendor requires for a discount, if any. Leave this field blank if there is no minimum order amount required for a discount.

Claim After (days)

The number of days after you print or process a purchase order that Horizon generates a first claim for items you have not received. (A purchase order is “ordered” when you print it or create an electronic order for it.) This field lets you specify how long you want to wait for orders from this vendor before you begin claiming.

Enter the number of days after you print or process a purchase order that you want to send the first claim to the vendor for items you have not received.

Take note:

The claim cycle does not start until after you print the order or send it electronically. If you call in the order instead of mailing it or sending it electronically, you must print it or create an electronic order for it to start the claim cycle.
If you receive a partial order, Horizon still generates a claim for those items you have not received.
Claims are generated by Day End.

Interval (days)

The number of days Horizon waits before generating subsequent claims. For example, if you enter “30”, Horizon will generate a second claim 30 days after the first claim was generated (if the item is not received and if the first claim was printed), a third claim 30 days after the second claim, and so on, up to the maximum number of claims you specify in the Maximum Claims field (explained below).

Enter the number of days you want to wait between each claim.

Take note:

Claims are generated by Day End.

Maximum Claims

The maximum number of claims to send to the vendor for unreceived items.

Enter the maximum number of claims you want to send to the vendor for unreceived items. You can enter any number between 0 and 10. (Though it is not recommended, you can enter “0” to not generate claims for items you order from the vendor.)

Serials Claiming

This field lets you specify the SISAC X12 forms you want to use for serial items you claim electronically from the vendor. SISAC X12 is a standard used for transmitting serial information electronically. (SISAC stands for Serials Industry Systems Advisory Committee, the group who maintains these standards.)

Each option is explained below:

SISAC X12 Claims. Lets you generate SISAC X12 claims for serial items you order from the vendor. If you mark this box, Horizon generates X12 claims for the vendor when you print claims in Serials, instead of printing paper claims. Mark this box only if the vendor is set up to receive X12 claims. (For more information, see “X12 Electronic Claiming” in the “Serials Claims” chapter of the Serials Guide.)
SISAC X12 Claim Responses. Lets you import and review SISAC X12 claim responses you receive from the vendor. Mark this box only if the vendor is set up to send claim responses in SISAC X12 format. You import and review X12 claim responses in Serials. (For more information, see “Importing and Review X12 Claims” in the “Serials Claims” chapter of the Serials Guide.)

Is Publisher

Mark this box if the vendor is a publisher. This information is included in X12 claims you send to the vendor.

Day End Stat Detail

This field lets you choose whether or not Day End will track the vendor’s performance. Day End automatically tracks statistics for your vendors as a whole. However, marking this box also lets you track the vendor’s statistics separately from the rest of your vendors.

If you want Day End to track performance for the vendor, mark this box.

Addresses group

This group lets you enter one or more addresses for the vendor. Depending on the vendor, you may need to enter multiple addresses. (For example, you may need to enter separate addresses for orders, claims, remittance, and returns.) You can enter as many addresses as you need.

To enter a new address, click New. To display another address, choose the address from the drop-down list. To delete an address, choose the address you want to delete from the drop-down list and click Delete.

Take note:

The system prints vendor addresses on orders, vouchers, claims, and cancellation notices. You can specify the forms on which to print each address in the Address Usage field (explained below).

Address Note

A note that describes the address. This lets you identify the purpose and use of the address.

Enter a note that describes the address (for example, “Remittance”).

Address Line (1-4)

Enter the address information in these fields.

Contact Name

Enter the name of contact person for this address. (For example, if the address is for claims, this is the person you contact about items you have not received.)

Phone

Enter the phone number of contact person for this address. (For example, if the address is for claims, this is the phone number for the person you contact about items you have not received.)

Address Usage

Lets you specify the forms that Horizon will print the address on.

Mark the forms you want to print the address on. (For example, if the address is for claims, mark the Claims box.) If the address is used for more than one activity, be sure to mark each form the address applies to.

Contracts/Accounts group

This group lets you enter vendor contracts/accounts. A vendor contract/account represents a special payment arrangement you have with the vendor, such as a deposit account or a standing order agreement. You can define two types of contracts—Pre-encumbered Funds and Vendor Deposit Account. These types let you track pre-encumbered and deposit accounts you have with vendors, but expend the funds from multiple library budgets. (For more information about vendor contracts/accounts, See "Vendor Contracts/Accounts")

To enter a new contract/account, click New. To display another contract/account, choose the contract from the drop-down list. To delete a contract/account, choose the contract from the drop-down list, and click Delete.

Code

The code assigned to the contract/account. Users can quickly enter contracts/accounts on a purchase order by entering the code, instead of searching for the code.

Enter a code that is short and easy to associate with the contract/account and that is consistent with other contract/account codes you have defined. You can enter letters, numbers, or a combination of both. (Be aware that your library may have a certain format you need to follow.)

Take note:

You cannot change or delete the contract/account code if it is assigned to one or more purchase orders.

Date

The date the contract/account was established. This field is informational only.

Description

Enter a description of the contract/account that clearly identifies it (for example “Standing Orders”).

Type (Contracts/Accounts group)

There are two types of contracts/accounts:

Pre-encumbered Funds. This type is for funds you have set aside for the purchase of specific items from the vendor. Typically, you use this type for items you have an ongoing commitment to, such as nonperiodical series (also referred to as continuations or standing orders). It may also represent a certain amount you have committed to spend with a vendor in exchange for a certain discount. Unlike the Vendor Deposit Account (explained below), these funds are not sent to the vendor in advance.
Vendor Deposit Account. This type is for funds you have sent to the vendor in advance of purchases. Some vendors (such as the United States Government Printing Office) require an advance deposit before you can order items.

Click the contract/account type you are creating.

Cust/Acct Number

Enter the account number assigned to you by the vendor for this contract/account.

Original Amount

The original contract/account amount for the pre-encumbered or deposit account.

Enter the amount of the pre-encumbered or deposit account you have established with the vendor.

Spent

Displays the amount of the vendor contract/account that has been spent. This amount is also referred to as the expended amount. Horizon updates this field automatically as items assigned to the contract/account are ordered, received, canceled, and invoiced.

Normally, you should not change this field. However, if you are creating a vendor contract/account for funds you have already spent a portion of, enter the amount you have already spent. Horizon will then update this amount automatically from this point forward.

Take note:

The time at which funds are spent for a purchase order depends on the option you select in Spent Event field on the PO header. (For more information, see the “Spent Event” field description for the Edit PO Header window in the “Window and Dialog Box Descriptions” appendix of the Acquisitions Guide.)
If you want, you can make this field display-only by removing the mark in the Editable box for this field in the “vendor_contract” view.

Spent Limit

The maximum amount that can be spent against the contract. If a user tries to perform a function that will increase the spent amount beyond the limit in this field, Horizon warns the user. Users can override this warning only if their security settings allow it. The default limit specified in the “vendor_contract” view appears on new budgets, but you can change it if necessary.

Enter the spent limit you want for the contract. You can enter this limit as a fixed amount or as a percentage of the contract amount. If you enter a percentage, mark the % box. If you do not want to warn users about over-expenditures against this vendor contract/account, leave this field blank.

Take note:

You can enter a limit that is less than, equal to, or greater than the contract/account amount. You can also change this limit periodically to ensure that funds are used evenly throughout the year. (For example, a library may enter a limit of 25% during the first quarter of the year, 50% during the second quarter, 75% during the third quarter and 100% or more during the fourth quarter.) Entering a limit that is equal to the contract amount ensures that you do not over-spend the contract/account. Entering a limit that is greater than the contract/account amount lets you over-spend the budget up to the amount you feel comfortable with.

On Order

The total amount of items currently on order against the vendor contract/account. This amount is also referred to as the encumbered amount. Horizon updates this field automatically as items assigned to the vendor contract/account are ordered, received, canceled, and invoiced.

Take note:

Do not change the amount in this field. Horizon updates it automatically. If you want, you can make this field display-only by removing the mark in the Editable box for this field in the “vendor_contract” view.

On Order Limit

The maximum amount that can be on order against the contract at any one time. If a user tries to perform a function that will increase the on-order amount beyond the limit in this field, Horizon warns the user. Users can override this warning only if their security settings allow it. The default limit specified in the “vendor_contract” view appears on new budgets, but you can change it if necessary.

Enter the on-order limit you want for the contract/account. You can enter this limit as a fixed amount or as percentage of the contract/account amount. If you enter a percentage, mark the % box. If you do not want to warn users about over-encumbrances against this vendor contract/account, leave this field blank.

Take note:

You can enter a limit that is less than, equal to, or greater than the contract/account amount. You can also change this limit periodically to ensure that funds are used evenly throughout the year. (For example, a library may enter a limit of 25% during the first quarter of the year, 50% during the second quarter, 75% during the third quarter and 100% or more during the fourth quarter.) Entering a limit that is equal to the contract/account amount ensures that you do not over-encumber the contract. Entering an amount that is greater than the contract/account amount lets you over-encumber the contract/account up to the amount you feel comfortable with. You may want to allow a certain amount of over-encumbrance since many items do not come in during the year they are ordered.

Vendor Enhanced Services (Contracts/Accounts group)

This field lets you transmit item information (item number, collection, item type, location, and item barcode) to your vendors in EDIFACT electronic orders. This way, your vendors can complete the tags for item information (such as the 949 tag) on the MARC bib records they send you to put on your system. When you receive and import the MARC bib records, Horizon creates item records with the appropriate information from the MARC bib records. Horizon also replaces any temporary item records with the new item records.

Mark the box if you want to send item information to this vendor in an EDIFACT electronic order.

Discount (%) [Contracts/Accounts group]

If your library has an agreed upon a discount percentage with a vendor for a specific vendor contract or account, you can enter it in the Discount (%) field of the vendor Contracts/Accounts group. When you enter a discount percentage and then order from that vendor, Horizon applies the discount percentage to a purchase order line’s unit price. (For more information on applying the discount percentage in a PO line, see “Vendor Discount Percentage on Purchase Orders” in the “Purchase Orders” chapter of the Acquisitions Guide.)

You can also see the discount percentage when you run a Titles by Vendor Contract report. (For more information, see “Discount Percentage on Titles by Vendor and Titles by Vendor Contract/Account Reports” in the “Reports” chapter of the Acquisitions Guide.)

Enter the discount percentage to be applied to the current vendor contract or account. (For example, enter “20” if the discount percentage is 20%.)

Take note:

You may also have situations where all vendor contracts or accounts except one receive the same discount percentage. In this case, you can enter the main discount percentage in the vendor record, then enter the exception in the vendor contract/account. (For example, all except one vendor contract/account may get a discount percentage of 10%, so you can enter “10” in the vendor record’s discount percentage field, then enter “0” as the discount percentage for just that vendor contract/account.)

Vendor Enhanced Services

This field lets you transmit item information (item number, collection, item type, location, and item barcode) to your vendors in EDIFACT electronic orders. This way, your vendors can complete the tags for item information (such as the 949 tag) on the MARC bib records they send you to put on your system. When you receive and import the MARC bib records, Horizon creates item records with the appropriate information from the MARC bib records. Horizon also replaces any temporary item records with the new item records

Mark the box if you want to send item information to this vendor in an EDIFACT electronic order.

EAN

The EAN assigned to the vendor, if any. This is a unique number that is used in electronic ordering to identify the vendor. You can get this number from the vendor or an EAN directory. (EAN stands for EDI Article Number.)

Enter the EAN assigned to the vendor, if any.

Take note:

The vendor EAN is used on electronic orders using the EDIFACT standard. The vendor SAN is used on electronic orders using the EDIFACT and BISAC standard. The vendor may use both methods of electronic ordering. It is important that you set up this field correctly. (For more information, see Electronic Orders, Responses, and Invoices.)

SAN

The Standard Address Number (SAN) assigned to the vendor, if any. This is a unique location number that is used in electronic ordering to identify the vendor. You get this number from the vendor or a SAN directory.

Enter the Standard Address Number (SAN), if any.

Take note:

The vendor SAN is used on electronic orders using the EDIFACT and BISAC standard. The vendor EAN is used on electronic orders using the EDIFACT standard. The vendor may use both methods of electronic ordering. It is important that you set up this field correctly. (For more information, see Electronic Orders, Responses, and Invoices.)

Discount (%)

If your library has an agreed upon discount percentage with a vendor, you can enter it in the vendor’s record. When you enter a discount percentage and then order from that vendor, Horizon applies the discount percentage to a purchase order line’s unit price. (For more information on applying the discount percentage in a PO line, see “Vendor Discount Percentage on Purchase Orders” in the “Purchase Orders” chapter of the Acquisitions Guide.)

You can also see the discount percentage when you run a Titles by Vendor report. (For more information, see “Discount Percentage on Titles by Vendor and Titles by Vendor Contract/Account Reports” in the “Reports” chapter of the Acquisitions Guide.)

Enter the discount percentage to be applied to this vendor record. (For example, enter “20” if the discount percentage is 20%.)

Take note:

Horizon uses the discount percentage on the vendor record as the default for all vendor accounts, unless you specify a discount percentage in the vendor contract/account.
You may also have situations where all vendor contracts or accounts except one receive the same discount percentage. In this case, you can enter the main discount percentage in the vendor record, then enter the exception in the vendor contract/account. (For example, all except one vendor contract/account may get a discount percentage of 10%, so you can enter “10” in the vendor record’s discount percentage field, then enter “0” as the discount percentage for just that vendor contract/account.)

Type

If you have vendors that you use more often than others, you can divide your vendor records into two types: primary and secondary. This way, you can take advantage of the search filtering feature, and search for primary vendors or secondary vendors. You no longer have to search through a list of all the vendors on your system. (For more information on search filtering, see Searching.)

At installation, Horizon assigns all of your vendors to “Primary” vendor type. You need to change only those vendor records that you want to have as a “Secondary” vendor type.

Choose a vendor type you want to use for the current vendor record:

Primary. Choose this vendor type if you order from this vendor frequently.
Secondary. Choose this vendor type if you order from this vendor infrequently.

Status

If you have vendors from whom you ordered only one time 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 way, you can take advantage of the search filtering feature, which automatically searches for vendors with open accounts. However, you can still search for vendors with closed accounts using the “Vendor Table Edit” process. (For more information on search filtering, see Searching.)

Choose a vendor status you want to use for the current vendor record:

Open. Choose this status if you order from this vendor.
Closed. Choose this status if you no longer order from this vendor, but still want to keep the vendor record in your Horizon database.

Take note:

At installation, Horizon assigns all of your vendors to “Open” vendor status. You need only change those vendor records that you want to have as a “Closed” vendor status.

Printed PO Options

This field contains two options:

Unique Line Numbers. If a vendor requires a very specific or unique number for each line in a printed purchase order, you can display the unique line number for all printed purchase orders for the vendor. The PO line number consists of two parts from the po_line table: the PO number (po#) and the PO line number (line). (For example, if in the po_line table the purchase order number is “88821” and the PO line number is “29”, then the unique PO line number prints as “88821/29”.) Even if you do not have this feature turned on for a vendor, you can search for the unique PO line number when you activate the “Find by PO Line” process or when searching for statement candidate lines. You can also see this unique PO line number on the purchase order (PO window), if you choose to display it. (For more information, see “Unique PO Line Numbers on Purchase Orders” in the “Purchase Orders” chapter of the Acquisitions Guide.)
Include Unit Price. If you have certain vendors that want the unit price printed on their purchase orders, you can include the unit price on the purchase order per vendor, rather than globally. This feature replaces the function of the “Show Unit Price on Printed PO” field formerly on the Acquisitions Parameters window, which printed the unit price on all vendor records when it was turned on.

Mark one or more of the options in this field:

Unique Line Numbers. Mark this box if you want to include the unique line number for each line on all of this vendor’s printed purchase orders. All PO lines for this vendor’s printed purchase orders display the line numbers in this format: PO number/line number.
Include Unit Price. Mark this box if you want to include the unit price on all purchase orders for this vendor.

Take note:

At installation, Horizon uses the setting from the old “Show Unit Price on Printed PO” field in the Acquisitions Parameters window as the default setting for this field on the vendor record. You need to change only those vendor records for which you do not want the unit price printed on the purchase order.

 


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