Overview
The Vendor Master object contains the required information about each Vendor (supplier).
Application
A Vendor is required on all Purchase Orders. The Vendor Master is the Vendor record used on Purchase Orders and all other vendor-related transactions.
A related Salesforce Account can either be created and linked from within Rootstock, or the Salesforce Account can be created first and specified as a Vendor. When adding a Vendor Account record from within Salesforce, the associated new Vendor is added to Rootstock, and detailed information from the Salesforce Account automatically populates on the Rootstock record.
NOTE A Rootstock Vendor record is not necessarily associated with a Salesforce Account. If the field 'No Salesforce Account for Vendors' is enabled in System Configuration, the Rootstock Vendor can exist without being associated with a Salesforce (Vendor) Account. This setting can only be changed by Rootstock Support.
IMPORTANT A Rootstock Vendor Master record is linked to a single Salesforce Account. The linkage is by the ‘Vendor Number’ referenced by the Rootstock Vendor Master and the Salesforce Account. When entering a Rootstock Vendor Master, the entered Salesforce Account Name and Vendor Number are used to create the Salesforce Account.
There are control settings on the System Setup > System Default record to define the data-sharing relationship between a Rootstock Vendor Master record and a Salesforce Account. These settings are described later in this document.
NOTE On the Salesforce Account record, observe that there are two checkbox indicators, one titled ‘Rootstock Customer’ and one titled ‘Rootstock Vendor’. When entering a Salesforce Account in Salesforce, by checking these indicators (one or both), a Rootstock Vendor Master or Rootstock Customer Master (or both) is created upon saving the Salesforce Account record.
IMPORTANT In Rootstock Financials, creating a new Vendor Master will create a new Vendor Company associated with that Vendor.
Navigation
Vendor Master
Processing
To add a new Vendor, select the ’New Vendor Master’ button, or to edit, select the ‘Edit’ function in the row to be edited.
See field-level help for the definition and use of fields.
Fields
Vendor Number: This is a user-defined value assigned to this Vendor within Rootstock. It is the Salesforce Account Number unless auto-numbering is used.
NOTE Vendor Auto-Numbering is established in the System Default.
Vendor Class: The Vendor Class associated with this Vendor Master. Vendor Class initializes key values to defaults from the Vendor Class assigned.
Maintenance Currency Indicator: This checkbox indicates the currency settings for Purchase Orders for this Vendor. If the value is true (checked), then the Purchase Orders for this Vendor will be maintained in the Vendor’s Currency. If this value is false (not checked), Purchase Orders and Requisitions will be maintained in the Home Currency of the Company, which is specified on the Company Record.
Financial System Vendor ID: Vendor ID for an external Financial System. This ID is used if the Vendor has supplied your Financial System.
IMPORTANT This field only displays when Rootstock Financials are not being used.
Secondary Financial Vendor ID: The secondary Financial Vendor ID where applicable.
IMPORTANT This field only displays when Rootstock Financials are not being used.
JPY No Decimals Rounding Method (Ovr): This field carries the rounding method for monetary transactions under this Vendor. The options are:
NOTE This 'JPY No Decimals Rounding Method (Ovr)' can be specified when the flag 'JPY No Decimals Feature Enabled' on System Configuration is checked.
Resp Buyer: The buyer responsible for this Vendor master record. The selected record must be a valid system user (SYUSR), and the field on the Manufacturing User Record (Other Indicators tab) must have its ‘Responsible Buyer Indicator’ set to True.
TIP This field is helpful in Purchase Order Entry as only those Vendors that have this field set to the value of the user entering the Purchase Order will appear in the dropdown. However, there is a checkbox in Purchase Order Entry that allows all Vendors to appear in the dropdown regardless of the value entered here.
Vendor Currency: It is not expected that this code will be maintained in Rootstock Vendor Maintenance, but rather, it will be maintained in the SF Account Maintenance. The Rootstock Currency code is just a reference value that is ‘linked’ to the associated SF Currency Code. The ISO Currency code (i.e., the international standard for country codes). This must be the same currency as that stipulated on the Salesforce Account record. Financial Force and Rootstock use that ISO Currency code.
Account Contact: The name Account Contact. This drop-down field displays the Contacts on the associated Salesforce Account. So, you'll need to make sure these Contacts are maintained on the associated Salesforce Account record.
PO Print Form Template: When set, this overrides the defaulted PO Print Form Template when adding a Purchase Order for this Vendor.
My Customer Number at this Vendor: The Customer Number that this Vendor uses for you, used in AP Processing.
Inactive: When checked, the Vendor will be made Inactive. This flag can be checked or unchecked at any time if there are open orders for the Vendor.
Inactive Vendors:
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May not be used on new Purchase Orders (manually or through APIs).
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May not be set as the Assigned Vendor on Inventory Requisitions.
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Purchase Orders carrying an Inactive Vendor may not be 'Submitted to Vendor'.
NOTE Existing Purchase Orders (submitted to the vendor) and Purchase Order Receipts are unaffected by the Inactive status (existing Purchase Orders can be received, and existing Receipts can be matched). However, existing Inventory Requisitions carrying an inactive Vendor cannot be converted to Purchase Orders (until the Vendor is removed or changed).
Recent Orders Tab
This tab displays recent Purchase Orders for this Vendor, with links to those orders and other appropriate objects. The 'New Purchase Order' button moves the user to the Purchase Order object, where a new Purchase Order can be created.
Items Tab
This tab displays items with an Item/Vendor record established for the Vendor record being viewed, including pertinent information regarding that item. The ‘New Item for Vendor’ button moves the user to the Item/Vendor object, where a new Item/Vendor relationship can be established.
Addresses Tab
When a new Rootstock Vendor is created from a Salesforce Account (by using the ‘Rootstock Vendor’ checkbox), the Vendor Address(es) is/are also created. If the Salesforce Account has only a single address (either Bill To or Ship To), then that address is used to initialize both address types in Rootstock, and it will be set as the ‘Use as default’ address. If separate Bill To and Ship To addresses exist on the Salesforce Account, then both are used to initialize the associated address types in Rootstock and the ‘Use as default’ indicator is set on each address.
NOTE New Vendor Addresses may be added directly from this tab by clicking ‘New Vendor Address’.
All addresses for this Vendor are displayed here, with accompanying default information.
Vendor Contacts Tab
This tab displays existing contact information for the selected Vendor and allows the creation of additional contacts and related contact information. Displays contact names and other related data.
Key Indicators Tab
Fields
Indirect Material Indicator: When checked, this Vendor is identified as one that supplies Indirect Material. If this Vendor supplies Indirect Material items, set to ‘True’ (checked). If this Vendor does not supply Indirect Material items, set to ‘False’. Similar to the Direct Material Indicator, this is helpful in Purchase Order Entry and Agreement Maintenance.
IMPORTANT If the Vendor does not supply Indirect Material items, PO ITEM records whose POITEM TYPE is ‘indirect material’ will not be candidates for selection when adding a Purchase Order Line. This field will also be a guide as to which PO ITEM records are candidates for selection on Agreement lines (identical to the consideration employed for Purchase Order Lines).
Direct Material Indicator: If checked, this Vendor may be used to supply Direct Material. If this Vendor supplies Direct Material items, this is set to ‘True’ (checked). If this Vendor does not supply Direct Material items, set to ‘False’.
IMPORTANT If the Vendor does not supply Direct Material items, then those Purchase Item records whose Type is ‘Purchased,’ ‘Subcontract’ or ‘Outside Labor’ will not be candidates for selection when adding a Purchase Order Line because these three categories pertain to Direct Material items. The same logic applies to Purchase Item records as candidates for selection on Agreement lines (identical to the consideration employed for Purchase Order Lines).
Service Indicator: When checked, this Vendor may be chosen to purchase Service Items. If this Vendor performs a service (i.e. copier repair, window washing, cleaning, etc.), set to ‘True’ (checked). If this Vendor does not perform a service, set to ‘False’. Similar to the Direct Material Indicator, this is helpful in Purchase Order Entry and Agreement Maintenance.
IMPORTANT If the Vendor does not perform a service, then those Purchase Item records whose Type is ‘Service’ will not be candidates for selection when adding a Purchase Order Line.
TIP This field will also be a guide as to which Purchase Item records are candidates for selection on Purchase Order Entry and Agreement Maintenance because it can limit the number of records to view (identical to the consideration employed for Purchase Order Lines).
Accounting Tab
This tab provides the ability to set the payment terms, accounting dimension value, and other related data.
NOTE The Accounting Tab contains account override information related to the Vendor.
Fields
Payment Terms: A user-defined value that indicates the payment terms established with this Vendor. These values are defined in the Terms Code table. They may be overwritten on the Purchase Order.
Accounting Dimension Value: If 'Vendor' is selected as a Dimension Source value on the Company Master, then values established for the 'Vendor' Dimension will appear here for selection, and will be passed to the Financial Package as the dimension value. (With Rootstock Financials)
Buyer Pays Payment Bank Charge: This field serves as a default for Purchase Orders created for this Vendor to indicate that the Buyer will be responsible for paying a Bank Charge included in the Payables Invoice.
Tax Identification Number: Vendor's Tax ID Number.
Override VAT Class: This value initializes the VAT Class on Purchase Order Lines. In the initialization hierarchy, this value is checked after the Item Vendor and before the Item Master.
Shipping Tab
The Shipping Tab contains various reference fields related to the Vendor.
Fields
Carrier: The standard carrier this Vendor uses to deliver goods to the Receiving facility. Purchase Orders for this Vendor will default to use this carrier, but it can be overwritten on the Purchase Order Line.
FOB: The standard FOB (Freight On Board) term for this Vendor. It is not required. If entered, it will be the default FOB for each Purchase Order for this Vendor but can be overwritten.
Shipping Method: This is a user-defined value that defines how goods are shipped from the Vendor. These values are defined in the Ship Via Type Codes table. This default may be overwritten on the Purchase Order.
Freight Terms: This is the standard Freight term for this Vendor. Not required, but if supplied, this becomes the default terms for any Purchase Orders using this Vendor. It can be overwritten on the Purchase Order.
Lead Time Tab
The Lead Time Tab contains lead time and lead time override information related to the Vendor. Vendor Lead Time indicates the time the Vendor requires to have stock on hand to fulfill your order, while Vendor Shipment Lead Time indicates the number of days required to ship from the vendor dock to your dock.
Fields
Vendor Lead Time: The time the Vendor requires to have the product ready for shipping. The lead time normally comes from the PO Commodity Code, but if the field labeled ‘Vendor LT Override Ind’ is checked, the system will use the lead time from this field.
Vendor Shipment Lead Time: The time it takes the Vendor to ship your order from their shipping location to your receiving location. This is used to derive dates on the Purchase Order Line.
Vendor LT Override Ind: When the checkbox is checked, the Vendor Lead Time on this Vendor record will be used to calculate the Vendor Ship Date (as opposed to the Vendor Lead Time from the PO Commodity Code or PO Item Master).
Vendor Shipment LT Override Ind: When checked, the Vendor Shipment Lead Time on this Vendor record will be used to calculate the Vendor Ship Date (as opposed to the Vendor Shipment Lead Time from the Inventory Commodity Code or Inventory Item Master).
NOTE For Direct Material items, a Vendor Shipping Lead time is specified on the Inventory Item Master record. That lead time originates with the Inventory Commodity Code default but may be overridden for any Inventory Item. For Direct Items only, the Vendor Shipment LT Override indicator on the Vendor record determines whether to use the lead time from the Inventory Item Master or the Vendor master.
NOTE This does not apply to Service Items and Indirect Material items, which have no shipping time and do not have Inventory Master Records, so the Vendor Shipment Lead time on the Vendor Item Master is always used.
System Default Setup Considerations
System Default settings define data relationships between the Rootstock Vendor Master and the Salesforce Account record.
Navigation
System Defaults - Customers and Vendors Section
Fields
Allow Add of SF Acct from RS Cust & Vend: If checked, when in Rootstock adding a new Rootstock Vendor, a new Salesforce Account associated with the Rootstock Vendor by Account number is added. When unchecked, the Rootstock Vendor records are only created when a new Salesforce Account is entered and the Rootstock Vendor checkbox is checked on the SF Account record.
Only Use Salesforce Addresses on Vendors: When checked, only Salesforce addresses are used on Rootstock Vendors; all Vendor addresses are maintained in the Salesforce Account. When unchecked, Rootstock addresses are used on Rootstock Vendors. One Rootstock Vendor address will be associated with each of the two Sales Account Addresses (Ship-to and Bill-to). When this link is made, any change made from either side will update the linked addresses and will keep the addresses in sync.
Vendor Auto-Numbering Active: If checked, when creating a Salesforce Account and checking the ‘Rootstock Vendor’ checkbox, or when directly adding the Vendor into Rootstock, the required ‘Vendor Number’ will automatically be assigned.
Last Vendor Number: When Vendor Auto Numbering is active, this field holds the last Rootstock Vendor Number auto-assigned.
Default Vendor Class: This field requires a valid Rootstock Vendor Class value. (Purchasing > Vendor Class). This is the default value when adding a new Rootstock Vendor from a Salesforce Account. The Vendor Class can be changed from this default on the Rootstock Vendor Master once added.
Auto Create RS Vendor Contact from SF: If checked, the system automatically creates a Rootstock Contact when a Salesforce contact is created. If unchecked, the new Contact must be entered on both the Rootstock Vendor Master and the Salesforce Account as required.
Auto Create SF Vendor Contact from RS: If checked, the system will automatically create a Salesforce Account Contact when a Rootstock Contact is created. If unchecked, the new Contact must be entered on both the Rootstock Vendor Master and the Salesforce Account as required.
Update SF Vendor Contact from RS: If checked, the system will update the Salesforce Contact when the Rootstock Contact is updated. If unchecked, the updated Contact must be entered on both the Rootstock Vendor Master and the Salesforce Account as required.
Update RS Vendor Contact from SF: If checked, the system will update the Rootstock Vendor Contact when the Salesforce Contact is updated. If unchecked, the updated Contact must be entered on both the Rootstock Vendor Master and the Salesforce Account as required.
Updating the Salesforce Account
The user can delink the Salesforce Account associated with the Vendor Master and link with a new/existing Salesforce Account when all the below conditions are satisfied:
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The 'Financial System Interface' is other than 'FinancialForce' and 'Accounting Seed' on the System Configuration.
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The 'No Salesforce Account for Vendors' is false on the System Configuration.
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The 'Allow Add of SF Acct from RS Cust & Vend' is true on the System Defaults.
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The existing Salesforce Account that needs to be linked is not associated with a Vendor.
EXAMPLE 1 Consider a Vendor Master 'Vendor-A' associated with a Salesforce Account 'Account-A'. If the user needs to delink 'Account-A' and link 'Vendor-A' to an existing Account 'Account-B', follow the below steps:
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Edit the Vendor 'Vendor-A'.
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Update the 'Salesforce Account Name' field value as 'Account-B' and click Save.
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The 'Salesforce Account Name' and 'Salesforce Account' will be updated with 'Account-B'.
EXAMPLE 2 Consider a Vendor Master 'Vendor-X' associated with a Salesforce Account 'Account-X'. If the user needs to delink 'Account-X', create a new Salesforce Account 'Account-Y' and link it with 'Vendor-X', follow the below steps:
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Edit the Vendor 'Vendor-X'.
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Update the 'Salesforce Account Name' field value as 'Account-Y' and click Save.
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A new Account 'Account-Y' will be created and the 'Salesforce Account Name' and 'Salesforce Account' will be updated with 'Account-Y'.
NOTE In Lightning, similarly the user can update the Salesforce Account using the Quick Action 'Change the SF Account Association' on the Vendor Master Lightning page. But the limitation is that the user can only update with an existing Salesforce Account that is not associated with a Vendor and cannot be able to create a new Salesforce Account and link it from this page.
SEE ALSO
Vendor Class
Item Vendor Master
Vendor Company
Freight Terms Code
Import Vendor Master
Import Vendor Address
Import Vendor Address Contact
Linking Salesforce Accounts & Rootstock Customers / Vendors - Overview and Setup
Linking Salesforce Accounts & Rootstock Customers / Vendors - Application and Management
Financial Vendor Account Inquiry
