Vendor Order Maintenance

This page will describe how to set up the Vendor Order system in CATS.

In this wiki, you can learn:

• How to enabled (or disable) the vendor order system in CATS.
• How to define vendor roles.
• How to work with vendor order templates.

Go to File > Maintenance > Setup > System Setup. Click on the Costing Selection tab and check the box Enable vendor orders (for applying vendor costs to traffic documents). This will enable the vendor order feature. You can disable the feature by un-checking the box. Press Save to continue.

Enable system option

Vendor Roles define cost types that apply to specific types of traffic forms and counter-party accounts. Vendor Roles are created in the Accounting > Vendor Roles.

Create a vendor role

1. From the main menu, go to Accounting > Vendor Roles.
2. Select Add from the menu.
3. Enter a Cost Code and a Form Type. Check the box, next to Internal if this is an internal form.
4. Enter Name, Source and Account. Press Apply to continue.
5. Make a role manual by checking the box next to Manual. Manual vendor roles will not pull in automatically to any VO. Instead, you will need to add them each time to the VO you want them to appear on.
6. Press Apply to continue.
7. Click Exit to return to the main menu

To add a role, choose Add on the menu bar.

Add a new vendor role

Enter a Cost Code and a Form Type. Check the box, next to Internal if this is an internal form. Press Apply to continue.

Add a vendor role

Next, enter Name, Source and Account. Press Apply to continue.

Review vendor roles

By default, Vendor Roles listed or added here will populate to the matching traffic form type automatically.

Scan list of vendor roles

Column Explanations

• Code - Cost code.
• Form - Traffic form code (DO, SI, SO, etc.).
• I - This column would be blank unless this role is for an internal traffic form, then it would display I.
• Name - Vendor role name, assigned by you.
• Source - The code that CATS will look at to match to a counterparty account. These can be:

• Account - Account associated with this vendor role. This must be a counterparty code in the Accts: Name/Address file.
• A - The default for this column is Active which would be blank. N is not active. M means the vendor role will be pulled onto the vendor order but it will need to be added manually.

If you add from the vendor order itself, that role would be considered manual. Manual vendor roles will not pull in automatically to any VO. Instead, you will need to add them each time to the VO you want them to appear on. You can make a role manual by checking the box next to Manual while Editing a role.

Checking the Manual box on a role.

Manual role displaying M in the Active column

Click Exit to return to the main menu or the homepage.

Vendor Order Templates tie Vendor Roles to specific counterparty accounts with fixed rates. Use Vendor Templates to define a negotiated rate with a vendor. When a traffic form (such as a DO or SI) is created, CATS will pull information from the templates that match the roles that apply to that specific form.

1. Go to Accounting > Vendor Roles to add an order template.
2. Go to Template on top menu and choose the role.
3. The role, cost and form will already be filled in based on the vendor role you selected. You must fill in vendor and rate to complete the template.
4. Press Save to continue.

Go to Accounting > Vendor Roles to view, add, and edit templates.

Accessing Vendor Templates

Here you can add, edit, or remove templates. To add or review a template, highlight a role in the scan, then go to Templates and choose a way to look up a template.

Select a way to review vendor order templates.

• For Role - Manage templates for the currently highlighted vendor role.
• For Account - Enter an account code to view templates for that account code.
• For Form - Enter a traffic form type to view templates for that traffic form type.
• For Form and Account - Enter both a traffic form type and an account to view templates for these criteria.

The Role, Cost and Form will already be filled in based on the vendor role you selected. You must fill in Vendor and Rate to complete the template.

Press Save to continue.

Modify or add vendor template

The vendor template scan will now show the template that was added. Press Save on the top menu bar to continue.

Vendor order template scan with added template

You can also change certain values directly from this scan without using the Edit menu option. You can change the Account, Currency, Rate, Basis, Minimum, and Lock status. Once you have changed items in the scan, be sure to pick Save from the top menu to save changes, or select Cancel to revert back to the original values.

• If you lock the rate on a template, users will not be able to change the rate for vendor order line items added automatically by CATS. To lock the rate, click the box next to Lock Rate. You may unlock the rate at any time by un-checking this box. The Lock column in the vendor templates scan will show YES for a locked rate item. (Red box in image)

  

  Lock template rate by picking lock while reviewing it.

• Templates can also be marked Required. Required templates do not allow you to remove them from the list of vendor order line items on traffic forms. The Lock column in the vendor templates scan will show REQ for a required item. (Blue box in image)

  

  Make template required while reviewing it.

• If a template is both Locked and Required, the Lock column in the vendor templates scan will show ALL for that template. (Purple box in image)

  

  Template is locked and required

Red shows locked (YES), Blue shows required (REQ), Purple shows both (ALL)