The Buy module contains a file of vendor details. This is maintained using the vendor details tool:
Herschel holds the following key data about each vendor:
Vendor Code |
This is used throughout Herschel to identify the vendor. |
Full Name |
The full name of the vendor. |
Main Telephone Number |
The vendor’s main telephone number. |
Main Fax Number |
The vendor’s main fax number. |
Address |
The address of the vendor. |
Currency |
The default currency to be used for this vendor's orders. |
Herschel User |
Whether the vendor is a Herschel user yet. |
Your Account Number |
Your account number with the vendor. |
Account Code |
The account code used for this vendor on your accounts system. |
Quality Rating |
A quality rating for the vendor. This is set by you, and can be used to determine what level of goods-inward inspection should be used for deliveries from the vendor. |
Country Code |
The country code of the country in which the vendor is situated. For single European market countries the codes required by HM Customs and Excise should be used. This code is used for analysis purposes. |
Area |
The area in which the vendor is situated. This can home market, non EC or EC. This field is used for analysis purposes. |
Normal Credit Period |
The normal credit period in days taken from the vendor. This figure is used by the system to calculate forward cash requirements. |
Settlement Discount |
The normal settlement discount taken from the vendor. This figure is used by the system to calculate forward cash requirements. |
Nominal Account Number |
As used in your accounts system |
Department |
As used in your accounts system |
Tax Code |
As used in your accounts system |
Herschel can remember up to five contacts for each vendor, each with name, department,phone number and email:
Each vendor can have their own default header text, which will be used when a new purchase order is created for the vendor:
Each vendor has a pricelist. You don't need to enter pricelists, but it does make ordering quicker.
Pricelists are maintained using the vendor pricelist tool:
Herschel holds the
following information for each partnumber the vendor supplies:
Their Reference |
For example their catalogue number. |
Comment |
A comment about the item. |
Purchasing Unit of Measure |
The unit of measure the items are usually purchased in. |
Multiply By |
A figure that will convert the ordering unit of measure into the normal stock unit for the partnumber. |
Currency |
The code of the currency that the prices are held in. |
Preferred Vendor |
Whether the vendor is a preferred vendor of the item, for reference only. If you set the vendor as preferred the system can optionally update the stock record of the item for you with this information. |
The purchasing unit of measure and multiply by figure allow you to order goods in units that differ from those used for stocking the item. For example, suppose a partnumber is stocked in metres, but your vendor only sells it in 250m reels. You can record this in the pricelist as:
Purchasing Unit of Measure |
REEL |
Multiply By |
250 |
You can now order a number of REELs of the item. When the purchase order is received into stock each REEL is converted into 250m of the item.
Herschel can hold up to ten prices for each partnumber:
Notice that each price record
consists of a price, a per quantity and a note. The price and per details are used by Herschel, whereas the
notes are for your reference only. It is important to understand how the price
and per fields work - consider the
following examples:
An item is bought at a price of 5.00 each for quantities less than 100 and 4.50 each for quantities of 100 or above. This would be entered into the vendor price file as:
Price |
5.0000 |
Per |
1.00 |
Notes |
QTYS <100 |
Price |
4.5000 |
Per |
1.00 |
Notes |
QTYS >99 |
Another item is bought for 2.50 per 1000 for quantities less than 10,000 and 2.20 per 1000 for quantities more than 10,000 but less than 50,000. Quantities of 50,000 or above are 1.95 per 1000. This would be entered as:
Price |
2.5000 |
Per |
1000.00 |
Notes |
QTYS < 10000 |
Price |
2.2000 |
Per |
1000.00 |
Notes |
QTYS > 9999 < 50000 |
Price |
1.9500 |
Per |
1000.00 |
Notes |
QTYS > 49999 |
Note that the prices apply to the unit of measure held in the pricelist, which is not necessarily the same as the stock unit for the item. For example, in the case described above, the prices in the pricelist would be for REELs, not metres.