Setting Up a Vendor
Vendors are set up on the General and Detail tabs of the Vendor form in Motorbase. Key steps include:
- From the Main Menu, go to Customers, Vendors, and Employees, then select the Vendors form. Click "Add" to clear the form for a new Vendor.
- Assign a unique Vendor ID (up to 20 alphanumeric characters) — required, since Motorbase searches by ID rather than name.
- Enter the Company Name, Account number, and basic contact information (address, city, zip, phone, etc.).
- Select or create a Vendor Type to categorize the Vendor.
- Check "Inactive" to retire a Vendor (only allowed if there are no outstanding invoices), or check "Audit Required" to flag the Vendor for audits.
- Add Contact Methods (phone, fax, website) and any special Notes.
- On the Detail tab, set Ship Via/Ship Terms, minimum order quantity/weight, Vendor Bill Default description, Credit Limit, Tax ID, Expense ID, 1099 status, Sales Tax codes, Terms, and default Payment Type.
- Enter default email addresses for RFQs, POs, and other correspondence as needed.
This is a condensed summary. For the complete official reference — including the Remit Info, Multipliers, Log, History, Payables, Checks, Contacts, Attachments, Class, and Requirement tabs — see the full guide linked below.
Payment of Vendor Invoices
- EFT: Electronic funds transfer is the most convenient vendor payment method.
- Check: Payment by check may be necessary when a vendor cannot process EFT, or to leverage the time delay for cash management purposes.
Refund of Vendor Invoice
When materials are returned to a vendor, if the refund is linked to a purchase order that is part of a job, the cost of the materials must be removed from the job.