Rackbeat Suppliers

This guide explains how to create a new vendor in Rackbeat either manually or by importing data from a CSV file. To create a vendor, you must first create a vendor group. The guide covers both methods of creating a vendor and the supporting functions.

CONTENTS

• Creating a new vendor
  • Creating a vendor manually
  • Creating a vendor by importing data
• Search functions in the listing
• Edit vendor
  • Info
    • Address
    • References
    • Payment methods
  • Products
  • Notes
  • Contacts
  • Addresses

Creating a new vendor

There are two ways to create a vendor in Rackbeat: manually or by importing data. First, we will go through how to create a vendor manually.

Note! Before you can create a new vendor, you must create a vendor group, as it must be linked to the vendor. You can establish the group under: Purchases - vendor groups.

NOTE! The vendor number must not start with 0 (it will result in an error in the interface)

Creating a vendor manually

1. Select "Purchases" from the top menu.
2. Press "Vendors" in the menu.
3. Press "Create new" in the upper right corner.
4. Fill in the vendor's information.
5. Press "Create vendor" to finalize.

You can define the starting number for vendor numbering, after which vendors are based on sequential numbering.

Creating a vendor by importing data

Vendors can be retrieved from the listing to a csv file by selecting "Download data". Through the Import data button, vendors can be imported from a csv file.

Note! Before you can create a new vendor, you must create a vendor group, as it must be linked to the vendor. You can establish the group under: Purchases > vendor groups.

Importing vendor data as a csv file:

Go to: Purchases > Vendors > Import data / Download data > Import data.
For vendor data, the mandatory fields are: 

• Name
• group number
• VAT handling
• payment terms
• currency
• language code
• layout. 

The template file can be found here: Import vendors.csv

Search functions in the listing

• Search = The field allows you to search for a vendor either by name or vendor code.
• Per page = How many results per page are displayed after the search in the vendor listing.
• Status = Whether to search only non-active, active, or regardless of status.
• Vendor group = Filters vendors of a specific group into the listing. 

The vendor listing can be selected to display the columns shown in the image below:

The "Reset table" option restores the columns in the table 

• Number
• Name
• VAT ID
• Email

Edit vendor

You can edit a vendor either by clicking the vendor's name or from the notepad icon at the edge of the row.

Info

General and settings

• Number = Vendor code
• VAT ID = VAT ID or business ID
• Vendor name = Name
• Group = Vendor group to which the vendor belongs
• Status = Open is active, Blocked is inactive
• VAT handling = Default VAT handling
• Language = Vendor's default language. The selection affects the unit and payment term language translation. If an English invoice template is desired for the vendor, the layout field must have a layout that is an English template. 
• Payment terms = Vendor's default payment term
• Delivery terms = Vendor's default delivery term
• Default currency = In which currency purchases are made from the vendor
• Expected delivery time (in days) = Set the average delivery time in days here

Address

The address must be filled in to transfer the vendor to Netvisor. This is the vendor's default address.

• Street address = Vendor's street address. 
• Address extension = Possible address extension
• Postal code = Postal code
• City = City/postal address
• Country = Vendor's country

The address extension can be left empty, other fields must be filled for the Netvisor interface to accept the vendor.

References

The vendor can be given:

• Desired contact person
• Desired our reference information 
• Desired your reference information

In the layout section, you can choose whether to use the basic layout or, for example, an English template

Payment methods

Payment methods do not reflect on the Netvisor vendor card and do not affect anything when using Netvisor with Rackbeat. Payment methods cannot be downloaded to a .csv file for vendors either. 

Products

The Products tab manages the vendor-specific price list.

• Search = Search the pricing table for a product by name or code.
• Group = Search the pricing table for a specific product group.
• Supplies products = With this option, either all products (All) are searched in the pricing table, or alternatively (Yes) only those products marked as supplied by the vendor. 
• Download data = The function retrieves the contents of the pricing table to a csv file. The columns of the file can be selected from the following:

• Import data = The function imports the vendor-specific price list from a csv file. The file must contain the following columns:

Product notes can be entered in the field shown in the image below.

Notes

The Notes tab allows you to set notes behind the vendor. These notes are visible to the user on the purchase order:

Contacts

The Contacts tab allows you to add the vendor's staff to the system. Contacts can be used as contact persons on the purchase order.

Contacts can be imported using a csv file. The file headers are:

Addresses

The Addresses tab allows you to save addresses behind the vendor if a specific vendor address is needed for the purchase order.

Addresses can be imported from a file. The file headers are:

The Delete button allows you to remove the vendor.

Keywords: Rackbeat vendors, creating a vendor, vendor listing, data import

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