How to: Register New Vendors

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This topic applies to Microsoft Dynamics C5 2015 and solutions that use the Simplified UX objects.

Vendors provide the products that you sell. Each vendor that you purchase from must be registered as a vendor card.

Vendor cards hold the information that is required to purchase products from the vendor. For more information, see How to: Record Purchases and How to: Register a New Product.

If vendor templates exist for different vendor types, then a window appears automatically when you create a new vendor card from where you can select an appropriate vendor template. If only one vendor template exists, then new vendor cards always use that template. For this procedure, there is information about how to manually fill in all the fields on a vendor card, as if no vendor template exists. However, steps 2 through 6 and steps 13 through 17 describe how to use the Vendor Template window.

To fill a new vendor card

  1. On the Role Center, choose Vendors to open the list of existing vendor cards.

  2. On the Home tab, in the New group, choose New.

    If only one vendor template exists, then a new vendor card opens with fields filled with information from the template. In that case, follow the next step.

  3. Follow steps 8 through 10 to fill in vendor-specific fields. You can also edit all other fields.

    If more than one vendor template exists, then a window with available vendor templates automatically opens. In that case, follow the next two steps.

  4. Select a template, and then choose the OK button. A new vendor card opens with fields filled with information from the template.

  5. Follow steps 8 through 10 to fill in vendor-specific fields. You can also edit all other fields.

    If you want to create a new vendor card without using a template, follow the next two steps.

  6. In the list of vendor templates, choose the Blank Vendor Card template, and then choose the OK button. An empty vendor card opens.

  7. Follow steps 8 through 12 to fill all fields on the vendor card manually.

  8. On the Vendor FastTab, in the Name field, enter the name of the vendor.

  9. In the Blocked field, specify if transactions with the vendor should be blocked, for example, because products from the vendor are defective.

  10. On the Address & Contact FastTab, fill the fields by using the vendor’s information.

  11. Fill in the fields on the Invoicing FastTab as described in the following table.

    Field Description

    Pay-to Vendor No.

    Specify the number of a different vendor whom you pay for products delivered by the vendor on the vendor card.

    The pay-to vendor will be inserted on all purchase invoices and credit memos for the vendor on the vendor card, but you can change the pay-to vendor on individual documents before posting.

    Gen. Bus. Posting Group

    Specify the vendor’s trade type to link transactions made for this vendor with the appropriate general ledger account according to the general posting setup.

    The combination of the general business posting group assigned to your vendors and the general product posting group assigned to your inventory items determines which general ledger accounts the sales invoice entries are posted to.

    This field is required.

    VAT Bus. Posting Group

    Specify the vendor’s VAT specification to link transactions made for this vendor with the appropriate general ledger account according to the VAT posting setup.

    This field is required.

    Vendor Posting Group

    Specify the vendor’s market type to link business transactions made for the vendor with the appropriate account in the general ledger.

    This field is required.

    Invoice Disc. Code

    Specify the vendor’s discount code.

    To use another invoice discount, enter the number of another vendor who also uses that invoice discount code. This can be a code that has previously been set up, or it can be a new one. For more information, see How to: Set Up Invoice Discount Terms.

    Prices Including VAT

    Specify if the Direct Unit Cost and Line Amount fields on purchase invoice lines for this vendor should be shown with or without VAT. For more information, see How to: Record Purchases.

    Currency Code

    Specify which currency is used on purchase documents for the vendor. You can change the currency code on individual purchase documents.

    Language Code

    Specify which language is used on purchase documents for the vendor. You can change the language code on individual purchase documents.

    VAT Registration No.

    Specify the registration number that is used to register your VAT obligations if the vendor is located in EU countries/regions.

    The number will appear on invoices and will also be used by your auditor to create the VAT - VIES Declaration Tax Authentication report.

  12. Fill in the fields on the Payments FastTab as described in the following table.

    Field Description

    Application Method

    Specify how to apply payments for this vendor. The following options exist:

    • Manual: Payments are only applied if you specify a document.

    • Apply to Oldest: If you do not specify a document for the payment to be applied to, then payments are applied to the oldest of the vendor’s open entries.

    Payment Terms Code

    Specify a predefined code for the formula that calculates the payment due date, payment discount date, and payment discount amount on sales invoices for the vendor.

    Payment Method Code

    Specify a predefined code for the method that the vendor usually uses to submit payment, such as bank transfer or check.

    Priority

    Specify how important it is to pay the vendor compared to other vendors.

    When you use the Suggest Vendor Payments function, vendors with the highest priority are suggested first. For more information, see How to: Suggest Vendor Payments.

    Block Payment Tolerance

    Specify if the vendor allows a payment tolerance.

    A payment tolerance is the percentage that a payment or refund can be less than the amount on the invoice or credit memo.

    Dn275883.note(en-us,NAV.80).gifNote
    You only fill this field if you know the vendor’s payment reminder policy.

    Preferred Bank Account

    Specify the vendor’s bank account as set up in the Vendor Bank Account Card window.

    Dn275883.note(en-us,NAV.80).gifNote
    This bank account will be used by default on payment journal lines for export to a bank file.

    If you want to use this vendor card as a template when you create new vendor cards, then proceed to save it as a vendor template.

  13. On the Home tab, in the Manage group, choose Save as Template. The Vendor Template window opens displaying the vendor card as a template.

  14. In the Template Name field, enter a descriptive name for the type of vendors that can be created by using this template.

  15. To reuse dimensions in templates, on the Home tab, in the Master Data group, choose Dimensions. The Dimensions Template List window opens displaying any dimension codes that are set up for the vendor.

  16. Edit or enter dimension codes that will apply to new vendor cards created by using the template.

  17. When you have completed the new vendor template, choose the Close button.

    The vendor template is added to the list of vendor templates, so that you can use it to create new vendor cards as described in steps 2 through 6.

The vendor is now registered, and the vendor card is ready to be used on business documents where you trade with the vendor. For more information, see How to: Record Purchases.

See Also

Tasks

How to: Record Purchases
How to: Set Up Invoice Discount Terms

Other Resources

Working with Microsoft Dynamics NAV
Small Business Role Center
How to: Register a New Product
How to: Suggest Vendor Payments