New Vendor / Vendor Setup Checklist

Owned by Stephanie Pepper (e-manage|ONE)
Last updated: Mar 30, 2021 by stephan
3 min read

Anytime you are entering a new company location, contact, or vendor, you should always use the Main Search Tool to ensure the company location or contact does not already exist in your database. Although e-manage is designed to keep duplication from happening, it cannot account for users entering companies using acronyms or simply supplying the wrong information. Hint: Try to refrain from using acronyms.

If not using the Prospecting Tool, navigate to Main Tool Menu > New Company.

When setting up a Vendor there are very important settings and setup items you will want to ensure is setup from the beginning to save you trouble in the long run. Use the checklist and links below when setting up a Vendor in e-manage|ONE:

Set the Company Type : Ensure only one record (if you have multiple locations for the Vendor being entered) is set to “Vendor” as the Company Type. This should be the location you are sending your Purchase Orders to. All other locations should be set to “Vendor - Other Location” or “Vendor - Remit To”.
Adjust Remit to Address : If the address you need to send payments to is different than the address you send your PO’s to adjust at this time.
Ship COM Fabric Checkbox : Mark if you would ever need to Ship COM Fabric to this location.
Does Not Require Physical PO Setting : Mark if this Vendor Does Not Require a Physical PO (For example: Online Orders).
This Vendor Sends Me Acknowledgements Setting : Mark if this Vendor Sends Acknowledgements (Recommended).
PO's Created are Internal Cost Only Setting : Mark if this Vendor’s POs will be internal cost only for estimating purposes and you will never apply an actual cost to the PO.
Subcontractor Setting : Mark if the Vendor is a Subcontractor you use for Outsourced labor.
Vendor Charges Tax : If this Vendor will ever charge you tax you should set the Vendor Tax accounts here (US Only).
GST / PST Tax Templates : For Canada, you will assign the appropriate Tax Templates here.
Direct Bills / Vendor Commission / GSA: If you do Direct Bill / Vendor Commission or GSA with this Vendor you should check the Direct Bill checkbox and setup the Vendor Commission terms.
Freight Terms : We highly recommend to assign an Auto Freight Part & set up your Vendor Freight terms in the Vendor record so that your freight lines are automatically added and calculated when using any parts connected to this Vendor in the BOM.
Vendor Ref Code / MFG Code(s): Set up the Vendor Ref code or MFG Code for the associated Vendor.
Add Misc. Part to Master Partlisting: Misc. Furn Part for Vendor (If Applicable). This can be helpful when adding parts that may not be apart of an electronic catalog (For example: Wayfair, Home Depot, etc.).
Add Vendor Email Address: Add Order Entry Contact / Email Address to Vendor record.

Below is a Sample form to ensure you are gathering all the information you need to properly enter a Vendor into e-manage|ONE. If you are interested in a copy of this document please reach out to Support.