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docs/8.0/ayanova/docs/vendors.md
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# Vendors
The Vendors [form](ay-start-form-overview.md) is used to edit Vendors available in AyaNova which are companies who provide services or products to your service company and can be selected in AyaNova in the following places:
The Vendors [form](ay-start-form-overview.md) is used to edit Vendors available in AyaNova which are companies who provide services or products to your service company.
Vendors are an important aspect of AyaNova as they save time during selection, track important and useful data related to many areas of AyaNova and provide a central location where you can enter all the contact information for a Vendor to make it quick and easy to contact them when necessary.
Vendors can be selected in AyaNova in the following places:
- [Purchase Order](inv-purchase-orders.md#vendor)
- [Customer Unit "Purchased from"](svc-units.md#purchased-from)
@@ -14,7 +18,7 @@ The Vendors [form](ay-start-form-overview.md) is used to edit Vendors available
## Authorization Roles required
This form is available to User's with the following [roles](ay-biz-admin-roles.md):
Many roles can _select_ this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following [roles](ay-biz-admin-roles.md):
Full access
@@ -39,25 +43,15 @@ Vendors can be [imported](adm-import-vendor.md) into AyaNova and [exported](ay-e
Vendors are accessed in the following ways:
- From the `Vendors` navigation pane `Vendors` item to open the Vendors [data table](ay-start-form-data-tables.md)
- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any Vendor autocomplete list on any other form where vendors can be selected such as the Work order, Quote and Preventive Maintenance forms
- From any [data table](ay-start-form-data-tables.md) column showing vendors such as the [Work order list](svc-workorders.md)
## How vendors work
### Selecting
Vendors are selected in many places in AyaNova including [Serviceable Vendor Units](svc-units.md) on [Work orders](svc-workorders.md), [Quotes](svc-quotes.md) and [Preventive Maintenance](svc-pms.md) orders.
### Retiring
When a Vendor is no longer required it should be set to inactive by un-checking it's Active checkbox so it is not offered for selection on new records but will still display on old records.
- From the `Vendors` navigation pane to open the Vendors [data table](ay-start-form-data-tables.md)
- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any Vendor autocomplete list on any other form where vendors can be selected
- From any [data table](ay-start-form-data-tables.md) column showing vendors
## Vendor data table
![vendors table](img/vendors.png)
The Vendors [data table](ay-start-form-data-tables.md) lists all the vendors available, provides the '+' link to create a new vendor and provides access to common [data table menu options](ay-start-form-data-tables.md#common-menu-options).
The Vendors [data table](ay-start-form-data-tables.md) lists all the Vendors available, provides the '+' link to create a new Vendor and provides access to common [data table menu options](ay-start-form-data-tables.md#common-menu-options).
## Vendor edit form
@@ -71,18 +65,22 @@ The Vendor edit form provides all the [standard edit form](ay-start-edit-forms.m
This is the name of the vendor as it's displayed in forms and reports. This is also the primary identifier when searching for a vendor to select in [autocomplete](ay-start-form-autocomplete.md) lists. A vendor name must be unique from all other vendors entered.
Keep in mind that this is the Name that Vendors will see on reports if provided to them.
Keep in mind that this is the Name that may sometimes see on reports if provided to them.
This is the only **required** field on the Vendor form. All other fields are optional and can be [hidden](ay-customize.md) if not required.
#### Account number
Provided for reference or connecting to another applications matching account number for this vendor.
Provided for reference or connecting to another application's matching account number for this vendor.
#### Web address
Web site address in an [URL control](ay-start-common-controls.md#url) for entry or opening.
#### Contact
The _primary_ contact person for this Vendor, generally your account manager with this vendor. You can enter other contacts in the [other contacts](#other-contacts) field as freeform text.
#### Email
Email address in an [Email control](ay-start-common-controls.md#email) for entry or opening.
@@ -95,28 +93,24 @@ These fields are pre-labeled as "Business", "Fax", "Home", "Mobile", "Pager" how
#### Active
Vendors that are set to Active can be selected on new Work orders and other objects that use vendors.
Vendors that are set to Active can be selected on new objects that use Vendors.
Vendors not set to Active will still show in older records but can not be selected for new records; this is how you retire a vendor from use.
Vendors not set to Active will still show in older records but can not be selected for new records; this is how you retire a Vendor from use.
#### General notes
#### Notes
Notes about this record for internal staff use. Notes can also be reported on if desired.
General notes about this record for internal staff use. Notes can also be reported on if desired.
These notes are only visible in this form.
#### Service tech notes
#### Other contacts
Service tech notes are specific notes that display on work orders, quotes and preventive maintenance orders and are intended as a message to the service technician whenever they deal with this vendor. Service tech notes will display as a dark blue alert box with an (i) info icon.
This field is commonly used to alert a _service technician_ to some unusual aspect of _providing service_ to this Vendor, for example there may be special instructions for accessing the site or special requirements around billing or work practices such as safety protocols to follow, where to park etc.
Freeform text area where you can enter any non-primary contacts for this Vendor, for example special departments that are not the main primary contact people.
#### Alert notes
Vendor alert notes are displayed on work orders, quotes and preventive maintenance orders and are intended as a general purpose alert message to _any_ staff member whenever they deal with this vendor.
Vendor alert notes are currently displayed on Purchase orders only and are intended as a general purpose alert message to _any_ staff member whenever they deal with this Vendor for purchasing about any unique and important information required to make the purchase.
Alert notes will display as an orange alert box with a triangular /!\ exclamation mark icon.
This field is commonly used to generally alert _all staff_ about an important issue regarding this vendor. For example billing related issues such as "Credit hold - cash only".
Alert notes will [display](ay-start-edit-forms.md#error-and-alerts) as an orange alert box with a triangular /!\ exclamation mark icon once a [Purchase order](inv-purchase-orders.md) is saved with this Vendor selected.
#### Custom fields
@@ -140,20 +134,4 @@ Standard AyaNova object [Address control](ay-start-common-controls.md#address).
### Menu options
In addition to the [common edit form menu options](ay-start-edit-forms.md#common-edit-form-menu-options) the Vendor edit form also has these options:
#### Work orders
This is a shortcut to create or view prior work orders for a vendor and opens the [Work order list](svc-workorders.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this vendor.
#### Vendor Units
This is a shortcut to create or view prior Unit records for a vendor and opens the [Unit list](svc-units.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this vendor.
#### Quotes
This is a shortcut to create or view prior Quote records for a vendor and opens the [Quote list](svc-quotes.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this vendor.
#### Preventive maintenance
This is a shortcut to create or view prior Preventive maintenance records for a vendor and opens the [PM list](svc-pms.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this vendor.
The Vendor edit form contains the [common edit form menu options](ay-start-edit-forms.md#common-edit-form-menu-options).