Vendors

SETUP -> Vendors

Vendors provide a central list of all the businesses you deal with, ie carriers, customers, packers, shipping agents, growers, etc. Vendors often fill one or more roles within snapSales. For example, customers are usually debtors too.

Adding a new vendor:

  • Code - vendor code.
  • Description - vendor description.
  • Legal name - used by various reports, where not entered, Description is used.
  • Contact - contact name.
  • Phone
  • Fax
  • Email
  • Website
  • Inter-company status - if relevant, select from SETUP -> Intercompany status
  • Carrier? - these vendors may be selected as the carrier (ie transport company) on loads.
  • Creditor? - these vendors are who you owe/pay money to for goods and services supplied.
  • Customer? - these are the customers you can select on sales.
  • Grower? - growers identify who grew the produce you sell. These are not necessarily the same vendors who are paid for the produce as that is defined when you set up your LOGISTICS -> Supply contracts.
  • Packer? - these are the operators that packed your produce.
  • Shipping Agent? - these are the shipping line agents recorded on export sales. You can set up SETUP -> Shipping rates for these agents to use as default costs on matching sales.
  • Trader? - traders are, like you, vendors that sell produce. You may sell produce that was originally packed for another trader. snapSales allows you to add SETUP -> Products (materials) using information provided by other traders using their product codes (setup an Import trader masterdata task in SETUP -> Tasks).
  • Notes - any additional notes.
Documents for Customer portal

Attach documents you want to show in the Customer portal.

Address tab

  • Postal address - used by reports - invoices, delivery advices, etc.
  • Town/city - town/city of the address. Used by reports. The dropdown list is a list of previously entered values.
  • Region - the dropdown list is a list of previously entered values.
  • Country - select from SETUP -> Countries
  • Post code
  • GLN - Global Location Number for traders and your vendor. Used for carton labels. Available for custom EDI files.

Financial tab

  • Currency - the currency this vendor trades in, select from SETUP -> Currencies
  • Sales Tax - GST tax rate to use when generating invoices.
  • GST # - their GST number to print on the invoice.
  • [FinancialSystem] code - if you have an integration setup to your financial system, this field will display, eg Xero code. This is the code used in your financial system for this vendor. If you use Xero, click here to see how you get this code

Creditor tab

This tab is visible for vendors who have been ticked as a Creditor?.

  • Bank Name - information only, not used anywhere.
  • Bank Branch - information only, not used anywhere.
  • Bank Account # - information only, not used anywhere.
  • Terms - information only, not used anywhere.
  • Payments e-mail - email address to send invoices if different from Email, enter multiple addresses in a ; delimited list.

Customer tab

This tab is visible for vendors who have been ticked as a Customer?.

  • Account code - can be printed on pallet cards, delivery dockets and invoices.
  • Alias(es) - when EDI files have different values to your Code, enter other codes here.
  • Default sale type - default sale type for this customer, ie Consignment or Fixed price.
  • Incoterm - default Incoterm for this customer.
  • Sales person - used in the Sales analysis extracts. Freetext, the dropdown is a list of previously entered sales people.
  • Credit limit - in their currency. Used as warnings on the Sales and Receivables screens and Exposure dashboards.
  • Hold-credit reason
  • Special requirements
  • Customer pays levies? - tick if customer will pay the levies so we don't need to calculate them.
Invoice customisation
  • Invoice format - default invoice format when generating sale invoices. If the text is grey, the system default will be used (SaleInvFormat setting in SETUP -> System)
  • Invoice type - used as part of the wording on the invoice title. This is the word that will prefix INVOICE/CREDIT. Default is the DRInvExportType setting (else COMMERCIAL if not entered) but if the currency is NZD it will be overwritten by TAX, eg TAX INVOICE.
  • Advance line 1 - text to print on line 1 of the Advance invoice. Default is "PRO-FORMA ADVANCE" if not entered.
  • Final line 1 - text to print on line 1 of the Final invoice. Default is "FINAL" if not entered.
  • Invoice deliver to - determines which delivery address to print on the invoices, if any.
  • Invoice footer - prints at the bottom of the Sale invoice prior to any Currency invoice footers setup in SETUP -> Currencies
Documentation customisation
  • EDI format - EDI format to send sales files. Pick from one of the preset options. If entered, ensure the EDI file (custom) file is in the Default documents list below.
  • Documentation notes - displays on the Sale Docs tab as a reference.
  • Default documents - specifies which documents to generate for each sale for this customer. There is a setting in SETUP -> System that is used by default, and if you press Restore default list, the customer list will be populated with this. The EDI file (custom) type is required if the EDI format field above is populated. If there is a cog icon on a document, this can be used to set the customer default values for these fields. The company level field defaults are set in SETUP -> Documentation. Click here to see a list of document types.
Customer products

Products this customer uses. Used by reports in LOGISTICS -> Manual load-outs to determine the product code this customer uses.

  • Code - code the customer uses.
  • Description - customer's description.
  • Applies to - enter the produce criteria that defines this product.
Credit terms

Allows you to setup multiple credit terms based on criteria.

  • Invoice type - ie Advance, Final, etc.
  • Credit term - select SETUP -> Credit terms
  • Priority - priority if there is more than 1 credit term applicable to the produce (the lowest number is the top priority).
  • Applies to - enter the criteria for what the credit terms applies to.
Consignees

View and maintain official consignee information used on sales. Also done in SETUP -> Consignees.

Grower tab

This tab is visible for vendors who have been ticked as a Grower?.

  • Alias(es) - when EDI files have different values to your Code, enter other codes here.
  • Payments e-mail - email address to send invoices if different from Email, enter multiple addresses in a ; delimited list.
  • Deduct levies? - tick to deduct levies from grower invoices.
  • Include support spreadsheet in grower payment e-mail? - tick to include a link to a spreadsheet containing more information in the payment email.

Packer tab

This tab is visible for vendors who have been ticked as a Packer?.

  • Alias(es) - when EDI files have different values to your Code, enter other codes here.
  • Produce types - select SETUP -> Produce types the packer packs, if left blank, it will be applied for all produce types. Used in other screens to filter packers.

Shipping Agent tab

This tab is visible for vendors who have been ticked as a Shipping Agent?.

  • EDI type - EDI format to send shipping instructions.
  • SCAC - 4 character Standard Carrier Alpha Code for this shipping agent. May be used in EDI files.