Table of Contents

Configuration Package Vendor

General

The functionality Configuration Package Vendor supports users in migrating vendor-data to Boltrics 3PL Dynamics.

Functionality

Creating vendors is normaly the third step in migrating customers, vendors and/or addresses. A vendor must be linked to the contact which has been made in de Configuration Package Contact. Through this link, changes in the name and addressdetails are always synchronized across tables.

Step 1. Preperation

  1. Check no. series on manual entry

    1. Open the page: Purchase & Payables Setup, Tab: Numbering and click on the look-up button in the field: Vendor Nos.
    2. Click on: Select from full list in the selection page.
    3. Scroll to the right side in the screen: Select No. Series and check if the field: Manual Nos. is activited.
    4. If not Click on the button: Edit List and activate the field: Manual Nos.

  2. Check/update related tables Check if the following pages/tables for which values to use in the migation sheets.

    Table Remarks
    Country Check the page: Countries/Regions and note the codes required for the vendors to be imported.
    Currency Check the page: Currencies and note the codes required for the vendors to be imported. If necessary add new currencycodes.
    Vendor Posting Groups Check the page: Vendor Posting Groups and note the codes required for the vendors to be imported.
    Gen. Business Posting Groups Check the page: Gen. Business Posting Groups and note the codes required for the vendors to be imported.
    Language Check the page: Languages and note the codes required for the vendors to be imported.
    Payment Methodes Check the page: Payment Methodes and note the codes required for the vendors to be imported.
    Payment Terms Check te page: Payment Terms and note the codes required for the vendors to be imported. If necessary add new payment terms.
    Purchaser Code Check the page: SalesPeople/Purchasers and note the codes required for the vendors to be imported. If necessary add new purchasers
    VAT Business Posting Group Check te page: VAT Business Posting Groups and note the codes required for the vendors to be imported.
    ZIP code It is possible to record the ZIP code, Country and City in a table. Migration a ZIPP code table is not included in the migration-activities performed by Botlrics.
    Note

    Do not record a currency when vendors send invoices in the default currency of the company.

  3. Create Excel-file for migrating vendors The following steps have to be perfomed to create an Exel-file for migrating vendors.

    1. Open page: Migration Packages
    2. Go to the line with code: CP-VENDOR and open the page.
    3. Click on the button: Export to Excel and confirm with Yes
    4. The file will be available in the download-folder and contains 2 worksheets; Vendor and Contact Business Relation.

  4. General guidlines entering data into the Excel-file

    1. Do not change the names of worksheets and/or colums.
    2. Do not delete/change the first 3 rows in a worksheet.
    3. Click on the title of a column to see the format of a field. Some examples of formating:
    Value Remarks
    Boolean 0=False, 1=True
    Code20 Field may contain, characters, numbers and punctuations, maximum length of value in the field: 20.
    Date Values have to be entered as DD/MM/YYYY
    Decimal A number with decimal places
    Option The comment will contain a list of values which can be used.
    Text100 Field may contain all type of characters, maximum length of value in the field: 100
    Time Values have to be entered as HH:MM:SS

  5. Enter vendor data into the Excel-file Start with the worksheet: Vendor. For entering data the following guidelines:

    Field Mandatory Remarks
    No. Yes The first number available in the No-serie of Vendor
    Name Yes The full name of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Address Yes Streetname and housenumber of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Address2 No Additional address information of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    City Yes The name of the city in which the vendor is situated. Data can be copied from the Excel-file used for importing Contacts.
    Phone No. No The phone number of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Vendor Posting Group Yes The number applicable to the vendor.
    Currency Code No The currency used on purchaseinvoices received from the vendor. Data can be copied from the Excel-file used for importing Contacts. Do not record a currency when the contact uses the same currency as the basic administration.
    Language Code No The language used to communicate with the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Payment Terms Yes The payment terms applicable to the purchase invoices received from the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Purchaser Code No The code of the internal person responsable for the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Country/Region Code Yes The code of the country in which the vendor is situated. Data can be copied from the Excel-file used for importing Contacts.
    Payment Method Yes The payment methode used for the vendor. Data can be copied from the Excel-file used for importing Contacts.
    TAX Registration No. No The VAT Registation No. of the vendor.
    Gen. Bus. Posting Group Yes The General Business Posting Group to be used for the vendor.
    ZIP Code No The ZIP code of the address/city in which the vendor is situated. Data can be copied from the Excel-file used for importing Contacts.
    State No The name of the state/county in which the vendor is situated. Data can be copied from the Excel-file used for importing Contacts.
    Email No The emailaddress of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Home Page No The website of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    VAT Bus. Posting Group No The VAT Business Posting Group to be used for the vendor.
    Contact Type
    Mobile Phone No. No The number of the mobile phone of the vendor. Data can be copied from the Excel-file used for importing Contacts.
    Postal Address No The address of the postbox used by the vendor.
    Postal City No The city in which the postbox is situated, used by the vendor.
    Postal Country/Region Code No The country code of the country in which the postbox is situated, used by the vendor.
    Postal Post Code No The postal code of the postbox used by the vendor.
    Postal Address 2 No The additional address of the postbox used by the vendor.
    Status Template Code Yes Fixex value: vendor
    Status Code Yes Fixed value: 10-NEW
    Charter Yes Does the vendor supply services on Trucks and Drivers which are planned by the company, 0=False, 1=True.

  6. Enter Contact Business Relation data into the Excel-file When completed the worksheet: Vendor the worksheet Contact Business Relation can be completed. For each vendor a line has to be entered.

    Field Mandatory Remarks
    Contact No. Yes The value of the field: No. in the Excel-file: Contacts.
    Business Relation Code Yes Fixed value: Copy from field: Vendors on the page: Marketing Setup, Tab: Interactions
    Link to Table Yes Fixed value: Vendor.
    No. Yes The value of the field: No in the Excel-file, worksheet: Vendor.

Step 3. Importing the data into Boltrics 3PL Dynamics

The following steps have to be perfomed to import the data from the Exel-file.

  1. Open page: Migration Packages
  2. Go to the line with code: CP-vendor and open the page.
  3. Click on the button: Import from Excel.
  4. A window will appear in which the Excel-file can be dropped.
  5. A new page will be opened: View - Config Package Import Preview. Click on the button: Import
  6. The page: Config. Package Card wil be opened. Click on the button: Apply Package and confirm with Yes.
  7. A window will apear to show the processing. When completed the number of errors, inserts and modifications will be shown.
  8. When errors are reported click on the line with the corresponding table in the field: No. of Packages Errors.
  9. The page Config. Package Records - (Tablename) will open and show the data of the records with errors. Select a line and click on th button: Show Error to read the error. Adjust the data and click on Apply data.

When the import is completed the contact card will show a link in the field: vendor No.

Step 4. Finish import

As a final step, the manual assignment of numbers should be disabled.

Disbale manual entry on no. series

  1. Open the page: Purchase & Payables Setup, Tab: Numbering and click on the look-up button in the field: Vendor Nos.
  2. Click on: Select from full list in the selection page.
  3. Scroll to the right side in the screen: Select No. Series.
  4. Click on the button: Edit List and disable the field: Manual Nos.
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