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Chapter 5. FILE MAINTENANCE

   

 

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Adding a Vendor

You can add a new vendor record to your library’s database.

To add a vendor record:

1. Access the Vendor’s List (see Vendor Maintenance for details).
2. Click the Add button.
   • The Vendor Add/Edit screen displays in an additional browser window.

• The Vendor Add/Edit screen is comprised of three fields: Vendor Information, Order Information and Claim Information.

3. Enter vendor information, as appropriate, in the Vendor Information field:

   NOTE: Mandatory fields are identified by an asterisk “*”; all other fields are optional.

   • Enter the vendor’s name in the Vendor Name text box.

     NOTE: The name entered in the Vendor Name text box will be listed in the Vendor Name field in the Vendor’s List.

   • Enter your library’s account number with the vendor in the Account Number text box.
   • If the vendor offers your library a discount on purchases, enter the discount, as a percentage, in the Discount text box.
   • If the mailing address name is different from the Vendor Name, enter the mailing address name in the Mail Address Name text box.
   • Enter the vendor’s telephone, fax number and email address and in the Phone Number, Fax and Email text boxes.
   • Enter the vendor’s mailing address using the Address Line 1 through Address Line 3, City and State, Zip and Country text boxes/drop-down menus.
4. Enter ordering information, as appropriate, in the Order Information field:

   NOTE: If desired, click the Copy vendor info. link to copy data entered in the Vendor Information field into the Order Information field, then edit the information as appropriate.

   • Enter the name of the vendor's order contact in the Order Contact text box.
   • Enter a telephone number, fax number and email address for the order contact in the Phone Number, Fax and Email text boxes.
   • Enter the order contact’s mailing address, if different than the vendor’s mailing address, using the Address Line 1 through Address Line 3, City, State, Zip and Country text boxes/drop-down menus.
5. Enter claiming information, as appropriate, in the Claim Information field:

   NOTE: If desired, click the Copy vendor info. link to copy data entered in the Vendor Information field into the Claim Information field, then edit the information as appropriate.

   • Enter the name of the vendor's claiming contact in the Claim Contact text box.
   • Enter a telephone number, fax number and email address for the claiming contact in the Phone Number, Fax and Email text boxes.
   • Enter the claiming contact’s mailing address, if different than the vendor’s mailing address, in the Address Line 1 through Address Line 3, City, State, Zip and Country text boxes.
6. When all desired information has been entered, click the Submit button to add the vendor to your library’s database.
   • The Vendor Information screen closes automatically, and the Vendor’s List screen refreshes with the new vendor added to the list.

 

 

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