Vendor Groups and Vendor Maintenance

VENDOR GROUPS AND VENDOR MAINTENANCE

All vendors must be assigned to a Vendor Group. Vendor Groups simplify ordering and reporting by allowing you to manage multiple vendors together. Instead of selecting individual vendors for each order, you can create an order for an entire group, generating multiple purchase orders at once.

For example:

• Create a ‘Monday Orders’ group and a ‘Wednesday Orders’ group to align with specific ordering days.

• Group similar vendors together, such as a ‘Craft Beer’ group or a ‘Distilleries’ group.

Vendor Types and Adjustments

Each Vendor Group is assigned a Vendor Type for reporting purposes. Vendors with an ‘Adjustment Type’ will appear on the Adjustment Report. One method of applying adjustments in Barnet is through ‘receiving-style adjustments’, which functions like a negative invoice. This helps categorize adjustments for clear reporting—such as Repacking, Breakage, or Theft.

Vendor Maintenance

Vendor setup includes several important fields to ensure smooth operations:

• Email Addresses: Enter vendor emails to send Purchase Orders directly from Barnet.

• Vendor IDs: Required for each vendor. Must be alphanumeric and 18 characters or less.

• Vendor Group: Every vendor must belong to a Vendor Group.

• Integrated Vendor Codes: These codes must be entered exactly for proper system integration:

  • Connect Logistics: connect

  • BDL: bdl

  • Sleeman: sleeman

  • Big Rock: bigrock

  • Bees: bees

• Order/Receive by Case or Unit:

  • Most Alberta vendors use Order by Case.

  • BDL and Sleeman are exceptions—ensure these vendors are set up for Unit ordering/receiving.

• Taxes and Deposits in Receiving Invoices:

  • Proper tax and deposit settings are essential to avoid manual calculations when balancing invoices.

  • Most Alberta vendors include both taxes and deposits, but some may differ—check each vendor’s setup carefully.