Steps in the screenshots correspond to the numbers in the headings.
Most of the time, when looking up a Supplier, you will be in the Requisition screen. We will start by showing you how to use the lookup from that screen, and then show you how to use the Supplier screen.
PO/Requisition Screen
1. From the Main Menu, go to Inventory > Purchase Order > Purchase Order.
2. Enter the criteria to bring up your Requisitions waiting to be released.
3. In our example, this requisition generated with an UNKNOWN Supplier.
4. Click on the magnifying glass next to the Supplier ID field.
5. The supplier lookup opens.
6. Click the Clear button to remove the UNKNOWN Supplier ID.
7. Enter part of the Supplier's name in the Name field surrounded by Asterisks.
- This is the second field down.
- Asterisks are wildcards, which bring back more search results. Putting an asterisk in front and back of the word ensures that all results will come back. If you entered *Grainger" (without the asterisk at the end), you would only see two results: Grainger Footwear and Grainger SA De... would not be displayed, as the search is not returning anything that has wording behind Grainger.
- Therefore, it is a best practice to always use an asterisk before and after the name: *Grainger*.
To determine which Supplier to use, you will look at the information a little more.
8. Row 2 is for Grainger Footwear. We are looking for Grainger, not Grainger Footwear, so that is not the supplier we want.
9. If you look at Row 3, the Supplier Status says "Blocked." That is not the one you want to use.
10. Looking at the Supplier Group for Row 4, you can see that it is a MX Supplier. We are a US site, so we need a US Supplier.
11. Therefore, the proper supplier is on row one. Highlight the line.
12. Click OK.
13. Once you save the Requisition, the Supplier Name will populate in the requisition.
Using the Supplier Screen
14. From the Main Menu in the CLIENT, go to Inventory > Purchasing > Supplier.
15. Click on the red chevron to expand the search criteria.
16. Click on the Groupings Tab.
17. Under Group, choose the appropriate option for your PO.
18. Click on the General Tab.
19. In the Name field, enter part of the Supplier name, with an asterisk before and after it.
Be sure NOT to enter your ST# in the Place ID field. As you can see from the screenshot below, for Suppliers, the Supplier ID and Place ID are the same.
20. Click on the green magnifying glass to load.
21. The Supplier ID is listed in the upper left corner.
You may also want to note the following information.
22. In the Header, you will be able to see if the Vendor is on Purchase Hold.
23. If this is a GNS Vendor that is coming on site, they are required to have liability insurance. The certificate expiration date is listed in the center column.
24. If you click on Details in the lower tabs, you can see more information, including credit terms, the date of the last PO, and whether or not the vendor is a considered a strategic supplier.
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