Vendor Search

The vendor lookup window provides the ability to search for and select from the existing supplier records already stored in the Vendor Information.
This search option is available throughout the software, anywhere that a vendor number needs to be entered, in the window on the Vendor Number field.

Multiple search filters in the Keyword Search window can be used to narrow the list of vendors that is returned from the search.

When a filter data field is left blank or ALL, then no restriction is applied on that search category.

Note: The search selection fields are case sensitive.

The prompts are:

ALPHA CODE:

The Alpha Key is a field in the A/P Vendor Information file that is used to alphabetically sort supplier records.
For example, if the supplier's name was Andrews Paint Company, the alpha key would be entered as Andrews.
If the vendor's name was Jack Sharp, then the alpha key would be entered as Sharp.

When entering the Alpha Code, only the first few characters of the alpha key need to be entered or a complete vendor list can be view in the window provided.

Note: To search for a vendor using a few characters within the name, preface the characters with the wildcard character % and include at least 2 standard characters to narrow the response.
e.g. %TO would find JOHN HAMILTON, SANDSTONE CRANE, PLUTO SALES, STOFMAN LUMBER

When a search is initiated by Alpha Code the other search fields are not applied.

PRODUCT #:

This option can be used to search for the supplier by a product number. When the product number is entered a list of all vendors that sell this item are displayed with the vendor numbers, names, and phone numbers.
This search is useful when searching for the best vendor to order the product from when creating a new Purchase Order.

Initially the vendors are listed alphabetically, but always with the vendors that sell to the current operator's Division listed first.
A DETAILS button is provided on the resulting list of vendors to view product pricing in the Alternate Vendor Product Pricing window.

When a search is initiated by Product # the other search fields are not applied.

INVOICE #:

This option can be used to search for the supplier by a complete or partial invoice number.
A list of all posted invoices containing this series of characters in the invoice number field for all vendors will be returned, listing the vendor number, date, currency, invoice number, original amount and the unpaid balance.

INVOICE AMOUNT:

This option can be used to search for the supplier by the original dollar amount or the remaining unpaid balance of a posted invoice.
A list of all posted invoices with this dollar amount for all vendors will be returned, listing the vendor number, date, currency, invoice number, original amount and the unpaid balance.

When a search is initiated by Invoice # and Invoice Amount then records matching either the invoice number or dollar amount are returned.

KEYWORD SEARCH:

This search mechanism provides the ability to search on Name, Alpha Key, Phone#, Fax#, Address, City, Province/State, and Postal/Zip Code.

An added advantage of the Keyword Search method is that it does not just try to match against the starting characters in the field. It searches the entire field.
This can be useful if the street name is known but not the complete address for a customer.

Example: If "WILLOW" is entered in the address field and the vendor’s address is 121 WILLOW AVENUE, it will find this vendor record.

Another example would be to use the exchange number to search by phone if the area code was not known for a supplier, or if the area code had been entered incorrectly into the system.
By using the Keyword Search method, any vendors with the string of numbers anywhere in the phone number will be listed.

To minimize the list of customers displayed, multiple search criteria can be specified.

Example: Entering "WILLOW" in the address field and "ON" in the Province/State field will only return customers with the string "WILLOW" in the address in Ontario.

Search Results:
For a search by Alpha, Product, or Keyword, the resulting list of vendors are displayed with the vendor numbers, names, phone numbers, contact, address, fax number, account balance, account #, and terms information.
For a search by Invoice number or amount, the resulting list displays the vendor number, date, currency, invoice number, original amount and the unpaid balance.

Some Vendor Search restrictions include:

• The search window does not display the "blank" Vendor number.
• When the search is initiated from Purchase Orders the window does not display any "Inactive" vendors as flagged in the Additional Information window of the Vendor Information, so that a P.O. is not generated for an inactive supplier.
• When the search is initiated to assign a Leasing Vendor to Rental Inventory, the window only displays vendors flagged as Leasing Vendors in the Additional Information window of the Vendor Information.

The document list can be resorted by any column in ascending or descending order, by clicking on the column heading.
Columns can also be dragged and dropped to temporarily reposition them as required.

When a list of vendors is selected by Product, the option is provided to view the re-order pricing details for that vendor as follows:

VENDOR PRICING WINDOW

Click on the DETAILS button to view the re-order pricing details include the Vendor product#, Vendor product description, pricing specific Division, and Re-order price, in the Alternate Vendor Product Pricing window.
These pricing records can be pulled from one of three sources as identified by the Division column:

Division code indicates that the pricing record is from Alternate Vendor Pricing By Division
- symbol indicates that the pricing record is company wide and originates from Alternate Vendor Pricing
* symbol indicates that this is the primary supplier as setup in Sales Inventory or Rental Inventory

To select a value from the displayed list, double-click on the appropriate record, or highlight the record and click the SELECT button.

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Topic Keyword: APVFSEL