Vendor Master Entry

Create and maintain Vendors through this option.

A list of already defined Vendors will be displayed as follows-

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized' or 'Pending for Authorization'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized.

Vendors can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Vendor, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Vendor. To view details of a particular Vendor, <DoubleClick> on that record. As a result, following screen will be displayed -

Vendor Master screen is divided into various sections to contain respective information.

Screen Layout of General

You can 'Delete' a Vendor provided Item Vendor Purchase relationship has not been set for that Vendor.

Field Description of General

Vendor Code:

(Type : Alphanumeric, Length : 4)

Denotes the Code of the Vendor.

While 'Adding' a new Vendor, enter a unique Vendor Code.

In case of 'Edit' and 'View', Vendor Code of the selected record will be displayed automatically. You can NOT change it in 'Edit' mode.

Vendor Name:

(Type : Alphanumeric, Length : 60)

Denotes the Name of the Vendor.

In case of 'Adding' a new Vendor, enter the Vendor Name.

In case of 'Edit' and 'View', Vendor Name will come automatically depending on the selected Vendor Code. You can change it in 'Edit' mode.

Currency:

Click on the field to access a list of Currencies defined through Currency Master option in Administrator Tools Module. Select your desired Currency from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Currency.

In case of 'Edit' and 'View', Currency will come automatically depending on the selected Vendor Code. You can NOT change it

Click on button to continue.

Screen Layout of Address & Phone

Field Description of Address & Phone

Address

Address Line 1:

(Type : Alphanumeric, Length : 120)

Denotes the Address of the Vendor.

 

In case of 'Adding' a new Vendor, enter the postal Address of the Vendor.

 

In case of 'Edit' and 'View', Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

Address Line 2:

(Type : Alphanumeric, Length : 120)

Denotes the Address of the Vendor.

 

In case of 'Adding' a new Vendor, enter the postal Address of the Vendor.

 

In case of 'Edit' and 'View', Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

Address Line 3:

(Type : Alphanumeric, Length : 120)

Denotes the Address of the Vendor.

 

In case of 'Adding' a new Vendor, enter the postal Address of the Vendor.

 

In case of 'Edit' and 'View', Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

City:

Denotes the City of the Vendor.

 

In case of 'Adding' a new Vendor, click on the field to access a list of Cities defined through City-State-Country Master option in Administrator Tools Module. Select your desired City from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the City.

 

In case of 'Edit' and 'View', City of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

State:

Denotes the State of the Vendor.

 

State of the Vendor will be displayed automatically based on the selected City.

 

Pin Code:

(Type : Numeric, Length : 10)

Denotes the Pin Code of Vendor's Address.

 

In case of 'Adding' a new Vendor, enter the Pin Code belonging to the Vendor's address.

 

In case of 'Edit' and 'View', Pin Code of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

Phone No 1:

(Type : Alphanumeric, Length : 50)

Enter the Phone Numbers belonging to the Vendor.

 

Phone No 2:

(Type : Alphanumeric, Length : 50)

Enter the Phone Numbers belonging to the Vendor.

 

Fax No:

(Type : Alphanumeric, Length : 20)

Enter the Fax Number of the Vendor.

 

Email Address:

(Type : Alphanumeric, Length : 40)

Enter the E Mail Address.

Remittance Address Details:

Same as Address?

Turn the option 'On' by clicking on it if the Remittance Address is same as the Postal Address. The entered Address will be displayed as it is as the Remittance Address and will be uneditable.

 

Turn the option 'Off' by clicking on it again if the Remittance Address is different from the Postal Address. The entered Address will be displayed as it is as the Remittance Address but you can change it as required.

 

Address Line 1:

(Type : Alphanumeric, Length : 120)

Denotes the Vendor's Address for Remittance purpose.

 

In case of 'Adding' a new Vendor, enter the postal Address for Remittance of the Vendor.

 

In case of 'Edit' and 'View', Remittance Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

Address Line 2:

(Type : Alphanumeric, Length : 120)

Denotes the Vendor's Address for Remittance purpose.

 

In case of 'Adding' a new Vendor, enter the postal Address for Remittance of the Vendor.

 

In case of 'Edit' and 'View', Remittance Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

Address Line 3:

(Type : Alphanumeric, Length : 120)

Denotes the Vendor's Address for Remittance purpose.

 

In case of 'Adding' a new Vendor, enter the postal Address for Remittance of the Vendor.

 

In case of 'Edit' and 'View', Remittance Address of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

City:

Denotes the City for the Vendor's Remittance.

 

In case of 'Adding' a new Vendor, click on the field to access a list of Cities defined through City-State-Country Master option in Administrator Tools Module. Select your desired City from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the City.

 

In case of 'Edit' and 'View', City of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

 

State:

Denotes the State for the Vendor's Remittance.

 

State of the Vendor will be displayed automatically based on the selected City.

 

Pin Code:

(Type : Numeric, Length : 10)

Denotes the Pin Code of Vendor's Remittance Address.

 

In case of 'Adding' a new Vendor, enter the Pin Code belonging to the Vendor's Remittance Address.

 

In case of 'Edit' and 'View', Pin Code of the selected Vendor Code will be displayed automatically. You can change it in 'Edit' mode.

Click on button to continue.

Screen Layout of GST

Field Description of GST

GST Registration No:

(Type : Alphanumeric, Length : 15)

Enter the GST Registration Number of the Vendor.

GST Registration Date:

Enter the Date of GST Registration of the Vendor.

GST Registration Status:

GST ARN Num:

(Type : Alphanumeric, Length : 15)

Enter the Application Reference Number of the GST Registration of the Vendor. Note that the length of ARN Number should be of 15 characters. Or else IMMS will display an appropriate message informing the same. It can be left blank.

Click on button to continue.

Screen Layout of TDS

Field Description of TDS

Is TDS Applicable?

While 'Adding', turn the option 'On' by clicking on it if the TDS is applicable. Turn it 'Off' by clicking on it again if the TDS is not applicable.

In case of 'Edit' and 'View', the status of this option will be displayed automatically for the selected Vendor. You can change it in 'Edit' mode.

TDS Applicability on:

This field will remain disabled in case 'Is TDS Applicable?' option is 'Off'.

Click on the field to select the Category of TDS. It can be either 'N/A', 'Professional',  'Contract' or 'Services'.

TDS Deduction Category:

This field will remain disabled in case 'Is TDS Applicable?' option is 'Off'.

While 'Adding', click on the field to access a list of TDS Categories defined through TDS Category Master option in Finance Module. Select your desired Category from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Category.

In case of 'Edit' and 'View', the TDS Deduction Category will be displayed automatically for the selected Vendor. You can change it in 'Edit' mode.

Deductee Type:

This field will remain disabled in case 'Is TDS Applicable?' option is 'Off'.

Click on the field to select the Type of TDS. It can be either 'Person' , 'Company' or 'Others'.

Click on button to continue.

Screen Layout of Other Classification

Field Description of Other Classification

Registration Date:

Enter the Registration Date of Vendor Company.

Vendor Level:

Specify the Level of the Vendor by selecting 'A', 'B', 'C' or 'D' from the given popup.

Small Scale Industry?:

While 'Adding', turn the option 'On' by clicking on it if the Vendor Company comes under Small Scale Industry. Turn it 'Off' by clicking on it again if the Vendor does not belong to the small scale industry.

In case of 'Edit' and 'View', the status of this flag will be displayed automatically for the selected Vendor. You can change it in 'Edit' mode.

Required to track Order Confirmation detail?

While 'Adding', turn the option 'On' by clicking on it if the Order Confirmation should be tracked. Turn it 'Off' by clicking on it again if the Order Confirmation should not be tracked.

Is Vendor Sales Agent?

While 'Adding', turn the option 'On' by clicking on it if the Vendor is also a Sales Agent. Turn it 'Off' by clicking on it again if the Vendor is not an Agent.

In case of 'Edit' and 'View', the status of this flag will be displayed automatically for the selected Vendor. You can change it in 'Edit' mode.

This feature enables to calculate Commission of an Agent against sale of Items. Percentage of the commission to a particular Agent and the amount of Commission is calculated through Sales Module whereas payment transactions are handled through Finance Module.

Type of Enterprise:

Select the appropriate type of Enterprise from the given popup by selecting it.

Click on button to continue.

Screen Layout of Contacts

Field Description of Contacts

A grid for contact persons will be displayed as shown above.

In case of 'Edit' and 'View', a list of Contacts already entered for the selected Vendor Code will be populated and displayed in the grid.

While 'Adding' a new Vendor, this grid will be displayed as blank.

Click on the button to add new Contacts. A new row will be added in the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Name:

(Type : Alphanumeric, Length : 40)

Click on the field. Enter the Name of the Contact Person. Press <TAB>.

Designation:

(Type : Alphanumeric, Length : 40)

Click on the field. Enter the Designation of the Contact Person. Press <TAB> again.

Department:

(Type : Alphanumeric, Length : 40)

Click on the field. Enter the Department of the Contact Person. Press <TAB>.

E-Mail:

(Type : Alphanumeric, Length : 50)

Click on the field. Enter the E Maid Id of the Contact Person. Press <TAB>.

Mobile No:

(Type : Alphanumeric, Length : 15)

Click on the field. Enter the Mobile Number of the Contact Person. Press <TAB>.

Landline No:

(Type : Alphanumeric, Length : 15)

Click on the field. Enter the Landline Number of the Contact Person. Press <TAB>.

Click on button to continue.

Screen Layout of Other Statutory Numbers

Field Description of Other Statutory Numbers

A list of all Statutory Captions that have been specified as Applicable for the combination of Vendor Master and currently logged-in Company through Statutory Number And Caption Applicability option of Administrator Tools Module will be displayed on the screen.

Please note that while 'Adding' a Vendor, the values of Captions will be displayed blank. Click on each field and enter the respective value. Press <TAB>.

In case of 'Edit' and 'View', the values already entered for the Captions will be displayed for the selected Vendor. You can change them in 'Edit' mode.

Moreover if a particular Caption has been declared as 'Keep Mandatory' through Statutory and Other Caption Detail option of Administrator Tools Module, it becomes compulsory to enter its value. Otherwise IMMS will display an appropriate message while saving the Vendor details.

Click on button to continue.

Screen Layout of Bank Details

Field Description of Bank Details

A list of Banks Details of the Vendor will be displayed in a grid as shown above.

Please note that while 'Adding' this grid will remain blank.

In case of 'Edit' and 'View', the grid will be populated with the Bank Details for the selected Vendor. You can change them in 'Edit' mode.

Click on the button to add a new Bank detail. A new row will be added in the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Bank A/c Number:

(Type : Alphanumeric, Length : 30)

Enter the Bank Account Number of the Vendor.

 

Bank Branch:

(Type : Alphanumeric, Length : 60)

Enter the Bank Branch of the Vendor.

 

IFSC Code:

(Type : Alphanumeric, Length : 25)

Enter the Indian Financial System Code of the Vendor.

 

Banker's Name:

(Type : Alphanumeric, Length : 40)

Enter the name of the Vendor's Banker.

Banker's Address:

(Type : Alphanumeric, Length : 260)

Enter the Banker's postal Address.

 

Weekly Working Hrs and Holidays:

(Type : Alphanumeric, Length : 260)

Enter the Weekly Working Hrs and Holidays in Vendor's Company.

Click on button to continue.

Screen Layout of Standard Terms

Field Description of Standard Terms

In case of 'Add', enter all the relevant data.

In case of 'Edit' and 'View', data comes automatically as per the selected Vendor Code from the list. You can change them in 'Edit' mode.

Delivery:

Click on the field to access a list of Delivery Code defined through Codes Master - Entry (Code Type = 'DL') option in Administrator Tools Module. Select your desired Delivery Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Delivery.

Payment:

Click on the field to access a list of Payment Code defined through Codes Master - Entry (Code Type = 'PY') option in Administrator Tools Module. Select your desired Payment Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Payment.

Inspection:

Click on the field to access a list of Inspection Code defined through Codes Master - Entry (Code Type = 'IN') option in Administrator Tools Module. Select your desired Inspection from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Inspection.

Freight:

Click on the field to access a list of Freight Code defined through Codes Master - Entry (Code Type = 'FR') option in Administrator Tools Module. Select your desired Freight Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Freight.

Packing and Forwarding:

Click on the field to access a list of Packing and Forwarding terms defined through Codes Master - Entry (Code Type = 'PK') option in Administrator Tools Module. Select your desired Packing and Forwarding Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Packing and Forwarding.

Octroi:

Click on the field to access a list of Octroi Terms defined through Codes Master - Entry (Code Type = 'OC') option in Administrator Tools Module. Select your desired Octroi Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Ocrtoi.

Insurance:

Click on the field to access a list of Insurance Terms defined through Codes Master - Entry (Code Type = 'IR') option in Administrator Tools Module. Select your desired Insurance Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Insurance.

Vendor Reg. Code:

(Type : Alphanumeric, Length : 10)

Enter the Registration Code of the Vendor.

Minimum Order Value:

(Type : Numeric, Length : 7.2)

Enter the Minimum Order Value for the Vendor.

Maximum Order Value:

(Type : Numeric, Length : 7.2)

Enter the Maximum Order Value for the Vendor.

Maximum Total Order Value:

(Type : Numeric, Length : 8.2)

Enter the Maximum Total Order Value for the Vendor.

Mode of Dispatch:

(Type : Alphanumeric, Length : 80)

Enter the Mode of Dispatch with the Vendor.

Warranty Terms:

Click on the field to access a list of Warranty Terms defined through Codes Master - Entry (Code Type = 'WRNT') option in Administrator Tools Module. Select your desired Warranty Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warranty Terms.

Non Standard Terms:

Enter any non standard Financial terms related to the Vendor in the space provided.

Screen Layout of Accounting

Field Description of Accounting

This section displays a grid in order to Link Vendor with its Creditors Account Groups.

While 'Adding' a new Vendor, a list of predefined Creditors Account Groups along with Ledger Name is displayed to link the Vendor with its respective Sundry Creditor Account. Click on the small white box of the desired row to select it. You can also select multiple rows.

In case of 'Edit' and 'View', existing Account Groups of the Vendor are displayed as selected.

Inter Branch/Inter Site

Denotes whether the selected Vendor should be considered as a Branch/Site for Branch Transfer transactions. While passing purchase bills through Bill Passing Entry option of Finance Module, transactions with such Vendors will be treated as 'Branch Transfer. Please note that IMMS allows to associate a Vendor with only one Branch/Site. Similarly, a Branch/Site can be associate with only one Vendor.

While 'Adding' a new Vendor, turn this option 'On' by clicking on it if you want the Vendor to be declared as Branch/Site. Following option will be displayed -

Site:

Denotes the Site Code to be associated with the Vendor.

 

Click on the field to access a list of Sites defined for the logged-in Company through Site Master option of Administrator Tools Module. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site.

If the Vendor is not associated with any Branch/Site, keep the switch 'Off'.

In case of 'Edit' and 'View', the status of this flag will be displayed automatically for the selected Vendor. If the switch is already 'On', you can not turn it 'Off' and the option will remain disabled. The Site will also be displayed automatically. But if the flag is 'Off', then you can turn it 'On' by clicking on it.

Click on the button to add a new Terms and Conditions. A new row will be added in the grid.

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control will go back to the list.