The Vendor Main frame is used to create and maintain vendor records to be used in inventory management and workflow management as well as employee and fuel management.
This vendor information can be used for parts and products, commercial repairs, and unit purchases. The vendor number is also used in reordering, processing part orders, receiving of non-stock parts, and commercial charges.
To create a new vendor record, enter a new vendor number in the Number field in the Vendor Information section. This field has a limit of 12 characters.
The Action Required window opens asking you to confirm that you want to create the new vendor. Select Create to confirm the action. Next enter a description in the Name field. This field is required and has a limit of 20 characters.
After you have a vendor Number and Name entered, enter any other required or applicable information on the following tabs.
To modify a vendor record, enter the vendor Number in the Vendor Information section or double-click to select the vendor number from the List of Values.
After you have made the necessary changes, select the SAVE button to update the record.
To disable a vendor, select Disabled from the Status dropdown in the Vendor Information section to the right of the Name field. Select SAVE to disable the vendor.
You cannot manually create a purchase order when the vendor is disabled.
To inactivate a vendor, select Inactive from the Status dropdown in the Vendor Information section to the right of the Name field. Select SAVE to inactivate the vendor.
You cannot manually create a purchase order when the vendor is inactive. You can create non-manual purchase orders with vendors that are inactive.
You can delete a vendor provided the vendor number is not in use on any other tables in the system. If the number is in use, you are unable to delete it from the system.
To delete a vendor that is not in use, select the DELETE button at the top of the frame. You will receive a pop-up asking you if you are sure you want to delete the vendor. Select Delete to confirm the deletion.
The General tab contains basic information about the vendor including Mailing Address, Contact Information, Hub and Inventory Location, and Commercial WO Information.
You can enter optional vendor mailing information in this section (for example, Address, City). The Country field is the only required field in this section.
Vendor Contact Information can be entered in this section, all fields are optional. You can enter separate contacts for a Parts Contract or a Service Contract. There are multiple fields for recording phone numbers as well as a field for an E-mail and Web Address for the vendor.
Hub Location – In many organizations there is a central warehouse (hub) that acts as the center for supplying parts to satellite part rooms (spokes). Enter a valid inventory Location, if applicable, that will serve as the hub location for the vendor.
Inventory Location – Enter a valid inventory Location from Location Main or double-click in the field to select from the List of Values.
Contact Information - Enter a contact name and phone number for commercial work order charges.
Default Auth Amt - Enter a default authorization amount.
Default Labor Rate - See System Flags 5480 and 5481. System Flag 5480 controls if this field displays.
The Payable tab contains billing information pertaining to a particular vendor. You can enter information in the Billing Information, Billing Address, Billing Contact Information, and PO Email Information sections.
Billing – From the Billing dropdown select Direct or Corporate. Direct is the default value. Corporate is set for an interface to bill multiple vendors to a corporate vendor.
Require Contracts on Invoice Entry – If the checkbox is selected, the Direct Invoice Entry frame requires that the vendor has an awarded, current blanket commercial contract, or a Service Code line item with sufficient funds.
Tax Scheme – Enter a Tax Scheme or double-click in the field to select from the List of Values to apply to transactions involving the vendor.
Finance Approved – From the dropdown select Yes or No. The default value is No. This is specific to an SAP financial interface and Yes indicates the vendor is approved for processing.
Exclude Invoices from Approval - From the dropdown select Yes or No. The default value is No.
Corporate Vendor No - Enter a valid vendor or double-click in the field to select from the List of Values.
Net Terms (Day(s) – Field is for reporting purposes only.
Discount % – Used to set the default discount on part purchases only and will be applied upon receipt of the parts (the default discount can be changed or removed when receiving parts).
For Day(s) – Field is for reporting purposes only.
EEOC Status – Equal Employment Opportunity Commission. From the dropdown select Yes or No. The default value is No.
Customer Account No – Free form field that is not validated. Used to record an account number or other identifier you can have with the vendor.
If the billing address for the vendor is the same as the mailing address, you can select the Same as mailing address checkbox to use that same information. If the billing address differs from the mailing address, enter the information.
If the Same as mailing address checkbox is selected, the information displayed in this section will be pulled from the General tab Contact field and E-mail Address field.
Email PO - You can select the checkbox to have the PO emailed.
Send PO - From the dropdown select Vendor PO Email, Location Email, or Location & Central.
Vendor PO - Free form field to enter the email address to send the Vendor PO to.
The Notes tab contains a free form notes field that can be used to record additional notes or information related to the vendor.
The Service Code tab allows you to assign user-defined service codes to the vendor record for use on Service Orders.
From the On Service order, do this if the vendor/service code/location is not on the list below dropdown, select Allow anyway, Forbid the service, or Warn the user.
The default value is Allow Anyway.
To add a service code, enter a service code in a blank Service Code field or double-click to select one from the List of Values. The Description and Contract No fields display as read-only.
Enter a valid Location, Priority (1-9), and a Qualifier. After all information has been entered, select the SAVE button to add the service code to the vendor record.
The Locations tab can be used to authorize location groups for the vendor record. These location groups must be setup on the Location Groups frame.
To authorize a group, select the location group in the Unauthorized Location Groups column to make it active and then select the >> button to move to the Authorized Location Groups column.
If you want to move a group from Authorized to Unauthorized, select the << button to move the group. Select SAVE to finalize the changes.
The Distributors tab can be used to assign valid distributors from Distributor Main to the vendor record. To add a distributor, enter a valid Inv Loc and Start Date in the Distributors i-frame.
Then enter a Distributor or double-click to select one from the List of Values. The Distributor Name field will automatically populate. Select SAVE when complete.
The Reorder tab allows you to setup reordering information for a specific vendor record. You can assign valid Inventory Locations and which days of the week reordering will be allowed. Select SAVE after all information has been entered.
The Outsourced Maintenance tab allows you to complete the setup for the Outsourced Maintenance module (this is a licensed module). Outsourced Maintenance is a ticketing system that extends FleetFocus maintenance functionality to vendors of FleetFocus customers. Outsourced Maintenance can be accessed through an outside portal along with internal access from FleetFocus.
Can Vendor Create a Ticket – When the checkbox is selected, the vendor is able to create new tickets in the Outsourced Maintenance portal. If the checkbox is clear, that option is grayed out.
Variance allowed on Work Order Charges % - This Variance will override any global variances – A variance percentage allowed on work order charges. If a variance is set on the vendor record, the variance overrides any global variances.
Job Location – The default location of the job when the vendor add tasks to the ticket. This must be a valid FleetFocus M5 Maintenance Location.
Threshold
- The dollar amount used to authorize repairs. If the tickets estimate
is less than the threshold, any user can approve the ticket. If the ticket's
estimate is above the threshold, the ticket can be approved by a user
with the authorization privilege.
Variance % - The variance percentage used to approve invoices. If the invoice amount is less than the variance, no approval is needed and the ticket state updates to Send for Payment when completed. If the invoice amount is more than the variance, the invoice must be approved by a user with authorization privileges.
The Additional Contacts i-frame allows you to enter a Contact Name, Contact Location, Phone number, Mobile phone number, and Email address for the vendor.
Note: If System Flag 5385 is set to V, this functionality is unavailable.
Users that have the VENDOR MERGE role privilege assigned to their role can merge vendor records by selecting Merge with another vendor from the MORE dropdown or by selecting the Merge with another vendor icon at the top of the frame.
The Vendor Merge frame opens. In the Vendor to be eliminated section, enter the vendor Number or select from the List of Values that you want to merge into the vendor Number entered on Vendor Main. This will eliminate the record.
After entry, you will receive a pop-up asking if you would like to schedule the merge of the two vendor numbers along with a warning, "Note: This action cannot be undone".
Select Yes to confirm the action.
Next, you will receive a pop-up to enter the Execution Date/Time which will default to the Current Date/Time. Select the Schedule/Reschedule button after entry.
The system will automatically save and after the frame refreshes the scheduled vendor merge appears on the i-frame with the merge record details.
When the process is complete, the system sends an confirmation message to the email address associated with the application user profile.
If there is an issue with the merge process, the merge record will remain on the i-frame after scheduling with a Merge Error hyperlink in the Merge Process Error Message column. You can select the hyperlink to view the error message associated with the merge.
Note: Aside from two specific scenarios, any instance where the merge violates a primary key, constraint, or a unique index in the database will cause the merge process to error out.
Scenario 1 - Location Reorder information will always cause a constraint error as all vendors have the ALL LOC lines (this value cannot be deleted for any Vendor’s record). In all cases, the system will delete the eliminated vendor’s Location Reorder data. The remaining Vendor’s Location Reorder information will remain as it was.
Scenario 2 - When a Vendor Item will cause a constraint violation during the merge process, that Vendor Item will be deleted from the eliminated vendor’s record and the remaining vendor’s record will not be updated. All other vendor items will be merged, meaning those that exist for the eliminated vendor, but do not for the remaining vendor, will now exist for the remaining vendor.
See the System Flags Table for a complete listing of system flags.
See the Role Privileges Table for a complete listing of role privileges.
Last Update: 03/19/2021, 01/2025
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.