Within each taskbar tab you will find the information that is specific to the tab

The diamond of whichever taskbar tab you are working within will be blue the other tabs will have black diamond.

Address: is controlled by three tabs

• Order: houses the vendor address, phone number, etc.
• Returns: used if the vendor has a different Returns department or address, or perhaps a different contact person.
  • If everything is the same, you can just ignore the Returns tab.
• Contact: If there are even more contact persons or addresses for this vendor,
  • Click on the Contacts tab and fill in the appropriate address information.
• You can add multiple Contacts
  • There are two icons located just above the Order tab.
    • To add a contact
      • Click on the icon on the left with the yellow + sign a new Contact tab will appear
      • You can add as many Contact tabs as you want.
    • To delete a Contact tab
      • Select it the Contact tab.
      • Click on the icon with the red X
        • A dialogue box appears, asking if you want to delete the selected Contact tab.
      • Click on OK.
      • The tab will disappear.
      • If you click on Cancel, nothing will be deleted.
      • You cannot delete the Order tab or Returns tab from the system. You can leave the address information beneath them blank, but you cannot actually delete the tabs.

On the right-hand side of the Address screen, there are three Vendor Code fields and three Vendor Field fields.

• These are optional fields.
• The Vendor Code fields are code-driven fields.
  • By assigning a code (or codes) to vendors, you can group certain vendors together, under select codes.
  • For example, you create an NW code, for Northwest. You would then assign this code to all vendors that have an Ordering Address in the Pacific Northwest.
• The Vendor Field are free-form fields that allow you to key in whatever you want.

When you are through viewing or changing information underneath the Address toolbar icon, click on the Policy icon.

Policy: There are eight fill-in fields in the Policy section

• Minimum Units for Order: key in the minimum quantity of items suggested to order from this vendor in a single order.
  • For example, if the suggested order amount for this vendor is 10 items, key in a 10 here.
  • Any POs that meet this minimum, coupled with the Minimum $ for Order field below, will be highlighted in green on the Purchasing Agent screen.
  • If an order does not meet these minimums, it will not be highlighted on the Purchasing Agent screen
    • You can still cut the PO, if desired though.

iMerchant Tip: If there is no suggested minimum quantity, we suggest you set this field to 1. 

This way, POs will be highlighted green at the Purchasing Agent screen since all POs will meet the minimum quantity of 1. 

If this field is left to zero, no POs will be highlighted green at the Purchasing Agent screen.

• Minimum $ for Order: key in the minimum suggested dollar amount for this vendor regarding a single order.
  • For example, if the suggested dollar amount is at least $100.00, key in $100.00 here.
  • If there is no minimum dollar amount, you can just leave this field set to zero.
• Fill in the Restock% (informational): with the restock percentage the vendor charges on items you return.
• Lead Time Days (informational): Key in the number of days it generally takes to receive items ordered from this vendor.
• Currency (informational): Fill in the field with the standard currency this vendor uses (for example, U.S. dollars).
• Minimum Return Days: Fill in the field in with the minimum number of days the vendor requires before you can return something to them.
  • For example, if a vendor requires you to hold an item for one week before returning it key in 7 days in this field.
  • If no requirement exists, leave the field blank.
• Maximum Return Days: Fill the field in with the maximum number of days you can hold on to an item and still be able to return it to the vendor.
  • For example, if a vendor allows you to hold an item for no more than two months in order to return it, key in 60 days in this field.
  • If no requirement exists, leave the field blank.
• Return %: fill the field in with the percentage of cost you can get back from the vendor if you return items without a quote invoice.
• Policy Checkbox Options: exist in a mini-box to the right.
  • Checked = activated
  • Unchecked = inactive
    • Cancel Back Order: establishes whether or not items the vendor does not have on hand will be canceled from any PO you send to them.
    • Check the Prepayment: if the vendor requires a prepayment on orders.
    • Free Freight: deals with free shipping.
    • CoOpAd: if purchases from this vendor are eligible for the CoOp Advertising dollars program.
    • Return Permission: if the vendor requires you to contact them and receive their approval for items you want to return to them.
• Vendor Discount Schedule: is found at the lower portion of the Policy screen.
  • The Discount Schedule is where you enter the vendor's discount rates based on the quantity you are ordering.
  • A vendor may have an across-the-board discount, regardless of quantity ordered, or a vendor may have tiered discounts between select ranges of quantity ordered, or a vendor may have no discount schedule at all.
  • The Vendor Discount Schedule interacts with the Purchasing Agent program, which will automatically calculate the discounts on POs based on the information established here.
  • There are two fields in the Vendor Discount Schedule portion of the screen:
    • Number of Units: refers to the quantity needed to fulfill the discount.
    • Discount: represents the percent off of the retail price.
  • If a vendor has a tiered discount schedule, you will need to create several rows in the Vendor Discount Schedule, with each row representing a tier in the discount schedule.
  • If a vendor has a flat rate discount, regardless of the quanity ordered, you would only create one row in the Vendor Discount Schedule. Examples of both scenarios will be given below.
  • To Create a Vendor Discount Schedule:
    • Click on the Add to List button below Calculate Discounts By
    • A row appears, defaulting to 1 in the Number of Units field and 0 in the Discount field.
    • If the vendor has a flat rate discount schedule, this is the only row you will need to create.
    • Keep the Number of Units field set to 1.
      • This means all orders (with a quantity of 1 or greater, which, obviously, includes each and every order) will have the same discount percentage, which you will establish in the Discount field.
    • In the Discount field, key in the percentage discount that the vendor will use as its flat rate discount.
    • If the vendor has a tiered discount schedule, you will need to create several rows.
      • In the first row, keep the Number of Units field set to 1.
      • In the Discount field, key in the discount percentage this vendor gives for orders with a minimum quantity of 1.
      • Now you need to create 2nd Row
      • Click on the Add to List button again.
      • A second row appears.
      • In the Number of Units field, key in the minimum value for the next tiered discount.
        • For example, let's say the vendor gives a discount of 20% for all orders with a quantity of 1-99. And it gives a 30% discount for all orders with a quantity of 100-199.
          • In the first row, you would leave the Number of Units = 1 and Discounts = 20%
            • representing the minimum quantity needed for the first discount tier In the second row
          • In the second row you would then key in Number of Units = 100 and Discounts = 30%
      • If there are more tiers of discounts, simply repeat this process as many times as needed until all the discount tiers are represented in the Vendor Discount Schedule.
    • If you need to delete a row
      • Select the row and click on the Remove from List button (directly to the right of the Add to List button).

 Offer Code: Add a promo code to a particular vendor

If you need or wish to create different EDI trading partners and/or account numbers for the vendor among the individual stores in a multistore setup:

• Click on the Accounts taskbar button.
• You are brought to the store-specific Vendor Accounts screen.
• To create store-specific info here
  • Click on the Add button to the upper left of the  Store field
  • This will create a row of blank fields.
  • Under Store select the store you want to create the EDI partner and/or vendor account number for.
  • Under EDI select the EDI trading partner for this vendor, specific to the store you just selected.
  • Under Account Number, key in the vendor account number specific to the store.
  • In the Comment field (optional), key in any comment that makes sense to you.
  • Repeat this process for each applicable store in your multistore setup.
• To Delete a row:
  • Click on any field within the row you wish to delete.
  • Click on the Delete button directly above Store
  • The system will prompt you, asking if you wish to delete the record.
  • Click on Yes to delete.
  • Then Click OK

To delete a vendor from your system:

• From the Menu bar within Vendor Properties
  • Select Edit > Delete Vendor.
  • A message box displays, asking if you wish to delete the vendor.
  • If you do, choose Yes
  • If not, choose No

Once you delete a vendor, you can immediately restore it (if you deleted it by mistake):

• After deleting the vendor, you will be brought back to the Find screen
• The just deleted vendor will have a strike through line running through it.
• Highlight the just deleted vendor
• Then double-click on it
• The system will prompt you with a message box saying the vendor has been deleted from the system
  • If you want to restore the vendor
  • Click on Yes
  • You will be taken to the Properties screen for that vendor.
  • It has now been restored to your [i] Merchant system.

You can restore a deleted vendor at a later point as well:

• At the Menu Bar on the Find Vendor screen
• Select View > Show Deleted Items from the menu at the top of the screen.
• Then run your search.
• Any vendors (that fall under the criteria of your search parameters) that were deleted at a previous time will appear in the grid at the bottom of the screen with a strike through line running through them.
• If you want to restore a vendor
  • Highlight the record in question and double-click on it
  • The system will prompt you with a message box saying the vendor has been deleted from the system
  • If you want to restore the vendor, click on Yes
  • You will be taken to the Properties screen for that vendor.
  • The vendor has now been restored to your system

If you want to create a new vendor that is very similar to an existing vendor, you can use the Save As option.

• Locate a vendor in the Find Vendor window.
• Access the Vendor Properties window for the selected vendor.
• Change the field or fields you want, making sure you alter the Short Name field.
  • Remember, the Short Name must be unique.
• Once you have changed the applicable fields
• Select File > Save As from the Menu Bar
• The new record is created.
• Close the Vendor Properties window.
• The new vendor will be highlighted at the bottom of the grid within the Find Vendor window.

You can create notes for each vendor you create, if you want.

Click on the Notes button in the Task Bar on Vendor Properties window,

The Notes window opens.

Within Vendor Properties you can create Vendor Notes or Vendor Address Notes.

When you are finished filling in all applicable fields for a vendor in Vendor Properties

Select the Close toolbar icon at the top of the screen.

If you haven't saved your information, the system will prompt you.