Create Vendor On-The-Fly

Owned by Rick Eggleston (Unlicensed)
Last updated: Oct 04, 2023
3 min read

This functionality is new as of version 4.0.

If a Vendor does not exist when a New Purchase Order is started, the Vendor can be added on-the-fly.

In order to have access to Create a Vendor on-the-fly:

One of the following must apply:

To Create a New Vendor On-The-Fly:

  1. Navigate to the ‘Purchase Order Details' screen.

    'Purchase Order Details' screen - 'Add Vendor' button
    'Purchase Order Details' screen → 'Add Vendor' button

  2. This functionality is only available for 'New’ Purchase Orders.

  3. Click the green ‘+' (plus) next to the 'Vendor’ drop-down field.

  4. The ‘Add Vendor’ dialog will open.

    'Purchase Order Details' screen - 'Add Vendor' dialog
    'Purchase Order Details' screen → 'Add Vendor' dialog

  5. Specify:

    1. Vendor Name - This is displayed on the ‘Purchase Order’ report.

    2. Vendor Code - This is displayed on the ‘Purchase Order’ report.

  6. Specify:

    1. Account No - This is the identifier assigned by the Vendor to the College. It is displayed on the ‘Purchase Order’ report as the ‘Customer #’.

    2. Accepts Credit Cards - This is provided for information only.

    3. Electronic POs - If the Vendor accepts Electronic POs, the ‘E-Account No’ is required.

    4. E-Account No - If the Vendor accepts Electronic POs, the Account Number used to identify them in the Electronic Procurement System, is required.

  7. Specify:

    1. Contact Name - This will be the ‘General’ contact for the new Vendor.

  8. Specify:

    1. Address - This will be the Primary Address of the ‘General’ contact for the new Vendor.

    2. City

    3. State

    4. Zip Code

    5. Phone - This will be the Primary Phone Number of the ‘General’ contact for the new Vendor.

    6. Fax - This will be the Primary Fax Number of the ‘General’ contact for the new Vendor.

    7. Email - This will be the Primary Email Address of the ‘General’ contact for the new Vendor.

  9. Comments are optional information only.

  10. Click the ‘Save’ button to save the new Vendor, close the dialog, and return to the 'Purchase Order Details' screen; OR,

  11. Click the ‘Cancel’ button to cancel the operation, close the dialog, and return to the 'Purchase Order Details' screen.

  12. After adding a new Vendor, Products must be added and/or linked to the new Vendor by clicking the green ‘+' (plus) located to the right of the 'Product’ drop-down field.

    1. Refer to:

      1. Create Products On-The-Fly

      2. Link Existing Product to Vendor