Supplier Workform

The Supplier Record workform contains information regarding the materials supplier. It has account information, supplier addresses for ordering and paying, claiming information, and EDI transmission information (if applicable). All purchase orders are linked to a supplier record. Serial Holdings records and Subscription records may also be linked to a supplier record. See Creating, Copying, and Deleting Supplier Records.

Use the Supplier workform to:

• Link to other records - Select Links from the menu and select the type of record you want to open. If multiple records of this type are linked to the supplier record, a linked list box appears. You can right-click on any record in the list, and open it or perform other actions from the linked list box.
• Enter the supplier’s identifying information - Type the supplier name, alternative name, SAN number, account number, and select the library. See Create a new supplier record.
• Enter the supplier’s EDI information - If the supplier accepts electronic orders, enter the information to allow the orders to be transmitted to the supplier and the acknowledgment and invoice from the supplier. See Enter the supplier’s EDI ordering data .
• Enter a foreign currency - If the supplier is outside of the country and uses a currency other than your base currency, select the currency in the Currency box. The currency must be enabled in Polaris Administration for it to appear in this list. See Add or enable a foreign currency.
• Enter, change, or review the address where orders are sent - Select Orders from the View menu, or click . See Add the supplier’s address
• Enter, change, or review the address where payments are sent - Select Payments from the View menu, or click . See Add the supplier’s address.
• Enter, change, or review the address where claims are sent - Select Claims from the View menu, or click . See Add the supplier’s address.

Supplier Workform - General View

Use the General view of the Supplier workform to:

Note:
The limits set in the Supplier Record are informational only; they do not prevent overencumbrances or overexpenditures.

See also: Creating, Copying, and Deleting Supplier Records.

• Set limits for encumbrances - Enter encumbrance amounts in the following boxes under Encumbrance Limits:
• Line Item - The total amount the library allows to be encumbered for a single line item on an order.
• Order - The total amount the library allows to be encumbered for a single purchase order.
• Supplier - Total amount the library allows to be encumbered for this supplier.
• Set limits for expenditures - Enter expenditure amounts in the following boxes under Expenditure Limits:
• Line Item - The total amount the library allows to be expended for a single line item on an order.
• Order - The total amount the library allows to be expended for a single purchase order.
• Supplier - The total amount the library allows to be expended for this supplier.
• Enter EDI information - If the supplier accepts EDI orders, next to Accepts, select EDI orders. The other options become available. If applicable, select Enriched EDI orders or ASN Shipments. See Enter the supplier’s EDI ordering data . The following fields are required for EDI ordering:
  • Address/profile ID - Indicates whether the vendor requires a SAN suffix or a library account number for the Address/Profile ID transaction field in the EDI X12 v.4010 PO transmission.
  • FTP address - An address protocol that allows access to the vendor’s root directory.
  • Username - A vendor-assigned username that is required to access the File Transfer Protocol (FTP) site and transmit EDI X12 transaction files.
  • Password - A vendor-assigned password that is required to access the FTP site and transmit EDI X12 transaction files.
  • POA/INV directory - The directory in which the outgoing X12 Purchase Order Acknowledgments and Invoices are placed by the vendor for pickup by the Polaris software.
  • PO directory - The name of the directory in which the incoming X12 Purchase Orders are to be placed for processing by the vendor.
  • PO file extension - The vendor-specified file extension for X12 purchase orders. The Polaris X12 Purchase Order is created in part based on this extension. You must enter a PO file extension to transmit files via EDI.
• Enter notes in the General and Plan notes fields - Type any notes regarding the supplier’s plan, such as an approval planAn arrangement with a publisher or vendor to send materials automatically. With an approval plan, it is not necessary for the library to order each title individually, and titles that are not considered appropriate may be returned by the library. An approval plan with a vendor is usually an agreement that the library will receive current imprints selected for the library on the basis of a detailed profile. name, in the Plan notes box. Type general notes in the General box. You can search for supplier records using plan notes in the Limit By option in the Find Tool. The notes fields can hold up to 400 characters each.

Supplier Workform - Orders View

Use the Orders view of the Supplier workform to:

• Enter, review, or change information on where to send orders to the supplier - See Add the supplier’s address.
• Copy the supplier’s order address to the Payments or Claims views - Click Copy To. See Copy the supplier’s address.

Supplier Workform - Payments View

Use the Payments view of the Supplier workform to:

• Enter, review, or change the supplier’s payment address - See Add the supplier’s address.
• Copy the supplier’s payment address to the Orders or Claims views -Click Copy To. See Copy the supplier’s address.

Supplier Workform - Claims View

Use the Claims view of the Supplier workform to:

• Enter, review, or change the supplier’s claiming address - See Add the supplier’s address.
• Enter, review, or change the maximum number of claims and the claim waiting periods. See Add the claiming criteria for a supplier.
• Copy the supplier’s claim address to the Orders or Payments views. Click Copy To. See Copy the supplier’s address.