Editing Vendor Records

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.2.
For the latest version of this help file can be found here.

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You create or modify vendor records using the vendor editor. The usual way to open the editor is to click New Vendor or Edit in the View section of Purchase Orders | Vendors or Coding Definitions | Vendors.

The vendor editor window contains the following:

Details section: Provides general information about the vendor. This section contains the following:

Code: A brief code to identify this record. No two records may have the same code

Description: A longer description (usually the full name of the vendor).

Vendor Category: A vendor category for this vendor. (For more on vendor categories, see Vendor Categories.)

Sales Contact: The person to contact for matters relating to sales. This should refer to an entry in your Contacts table. For more about contacts, see Contacts.

Once you choose a "Sales Contact", the person's phone number and email address are displayed in read-only fields. This information is taken from the Contacts table.

Service Contact: The person to contact for matters relating to service. This should refer to an entry in your Contacts table. Once you choose a "Service Contact", the person's phone number and email address are displayed in read-only fields.

Payables Contact: The person to contact for matters relating to accounts payable. This should refer to an entry in your Contacts table. Once you choose an "Payable Contact", the person's phone number and email address are displayed in read-only fields.

Accounts Payable Cost Center: The cost center to be associated with bills paid to this vendor. For more on cost centers, see Cost Centers.

Account Number: Your account number with this vendor.

Payment Term: Default payment terms on anything bought from this vendor. When creating a purchase order addressed to this vendor, you can accept the default or set different payment terms. For more on payment terms, see Payment Terms.

Comments: Any comments you want to record.

Item Pricing section: Displays information about price quotes from this vendor. Before you can use this section to record information, you must Save the record first. Then you can add records to the item list.

Item: Click this heading to sort the list by item code. Click again to reverse the order.

Order Line Text: Click this heading to sort by the text that should be placed on any purchase order for this item from this vendor. Click again to reverse the order.

Quantity: Click this heading to sort by quantity. Click again to reverse the order.

Item UOM: Click this heading to sort by the item's unit of measure. Click again to reverse the order.

Unit Cost: Click this heading to sort by unit cost. Click again to reverse the order.

Cost: Click this heading to sort by total cost. Click again to reverse the order.

New Item Pricing: Adds a new item pricing record to the list. For more on item pricing, see Item Pricing.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Delete: Deletes the record that's currently selected.

Search: Searches for an item pricing record.

Refresh: Updates the list to reflect any recent changes.

Hourly Outside section: Lists hourly outside rates associated with the selected vendor. Before you can use this section to record information, you must Save the record first. Then you can add records to the list. (For more on hourly outside records, see Hourly Outside.)

Code: Click this heading to sort the list by code. Click again to reverse the order.

Description: Click this heading to sort by description. Click again to reverse the order.

Trade: Click this heading to sort by vendor trade. Click again to reverse the order.

Cost: Click this heading to sort by total cost of each hourly outside labor entry. Click again to reverse the order.

New Hourly Outside: Adds a new hourly outside record to the list.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Restore: Restores a deleted record. This button is only active if the viewer is in All mode and if you've selected a deleted record. When you click Restore, MainBoss will open a window that lets you examine the contents of the deleted record. If you save the record and close the window, the record will be restored to the Active list.

Delete: Deletes the record that's currently selected.

Print: Prints your hourly outside records. For more, see Printing Hourly Outside Records.

Search: Searches for an hourly outside record.

Refresh: Updates the list to reflect any recent changes.

Per Job Outside section: Similar to the Hourly Outside section but deals with Per Job Outside records. For more, see Per Job Outside.

Service Contracts section: Displays information about any service contracts you have with from this vendor. Before you can use this section to record information, you must Save the record first. Then you can add records to the list.

Code: Click this heading to sort the list by code. Click again to reverse the order.

Description: Click this heading to sort by description. Click again to reverse the order.

Contract Number: Click this heading to sort by contract number. Click again to reverse the order.

New Service Contract: Adds a new service contract record to the list. For more on service contracts, see Service Contracts.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Restore: Restores a deleted record. This button is only active if the viewer is in All mode and if you've selected a deleted record. When you click Restore, MainBoss will open a window that lets you examine the contents of the deleted record. If you save the record and close the window, the record will be restored to the Active list.

Delete: Deletes the record that's currently selected.

Print: Prints information about your service contracts. For more, see Printing Service Contracts.

Search: Searches for a service contract record.

Refresh: Updates the list to reflect any recent changes.

Purchase Orders section: Lists purchase orders created to purchase goods and services from this vendor. For more on purchase orders, see Purchase Orders.

Number: Click this heading to sort the list by purchase order number. Click again to reverse the order.

Summary: Click this heading to sort by summary. Click again to reverse the order.

New Purchase Order: Creates a new purchase order and adds it to the list.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Issue: Issues the selected purchase order.

Issue (With Comment): Issues the selected purchase order. When you click the button, MainBoss opens a window where you can record a comment and other information.

Close Purchase Order: Closes the selected purchase order. When you click the button, MainBoss opens a window where you can record a comment and other information.

Close Purchase Order (No Comment): Same as Close Purchase Order, except that MainBoss doesn't open a window for you to record additional information.

Withdraw Purchase Order: Withdraws a purchase order that has already been issued. This puts the purchase order back into the Open (unissued) state.

ReActivate Purchase Order: Reopens a closed purchase order.

Void: Cancels the selected purchase order.

Re-Draft: Turns a voided purchase order back into an open one.

Search: Searches for a particular purchase order.

Refresh: Updates the list to reflect any recent changes.

Purchase Order Templates section: List purchase order templates created to purchase goods and services from this vendor, in connection with preventive maintenance jobs. For more on purchase order templates, see Purchase Order Templates.

Code: Click this heading to sort the list by code. Click again to reverse the order.

Description: Click this heading to sort by description. Click again to reverse the order.

New Purchase Order Template: Creates a new purchase order template and adds it to the list.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Restore: Restores a deleted record. This button is only active if the viewer is in All mode and if you've selected a deleted record. When you click Restore, MainBoss will open a window that lets you examine the contents of the deleted record. If you save the record and close the window, the record will be restored to the Active list.

Delete: Deletes the record that's currently selected.

Print: Prints purchase order templates. For more, see Printing Purchase Order Templates.

Search: Searches for a purchase order template.

Refresh: Updates the list to reflect any recent changes.

Units section: Displays units purchased from this vendor. Before you can use this section to record information, you must Save the record first. Then you can add records to the list.

Code: Click this heading to sort the list by code. Click again to reverse the order.

Description: Click this heading to sort the list by description. Click again to reverse the order.

New Unit: Adds a new unit record to the list. For more on units, see Units.

Edit: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Show on Map: If the currently selected unit record has a "GIS Location" value, MainBoss attempts to open Google Maps to a map showing the unit's geographic location. If the current unit record doesn't have a GIS location, MainBoss checks the unit and/or location record that contains the current unit, then the container of the container, and so on, until MainBoss either finds a record that has a GIS location or else reaches a record with no container.

If MainBoss finds no record with a GIS location, but does find a postal address record containing postal information, MainBoss passes the postal information to Google Maps.

In order to see the geographic location in Google Maps, you must have an active Internet connection and a suitable web browser.

Restore: Restores a deleted record. This button is only active if the viewer is in All mode and if you've selected a deleted record. When you click Restore, MainBoss will open a window that lets you examine the contents of the deleted record. If you save the record and close the window, the record will be restored to the Active list.

Delete: Deletes the record that's currently selected.

Export: Lets you export data from this table or import data from a file (provided that the file is in an acceptable format). For more information, see Importing and Exporting Data in Tables.

The button has an accompanying drop-down list containing the following:

Export: Exports data in XML format.

Import: Imports data from a properly formatted file.

Save XML Schema: Writes an XML schema for this table into a specified file.

Search: Searches for a unit record.

Refresh: Updates the list of unit records to reflect any recent changes.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on vendors, see Vendors. For more on viewing vendor records, see Viewing Vendor Records. For more on editors in general, see Using Editors.

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