Vendor Contract Management

Understanding Vendor Contract

A vendor contract is a legal agreement between a business (the buyer) and a vendor (the seller) that outlines the terms and conditions of their business relationship. These contracts typically detail the products or services being provided, pricing, payment terms, delivery schedules, warranties, liabilities, and any other relevant terms added in the purchase order. Vendor contracts are essential for ensuring both parties understand their rights and obligations, and they help protect the interests of both the buyer and the seller.

 

Permissions for Creating a New Vendor Contract

 

To Create, Copy, or edit the Vendor Contract, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions“ 

Navigate to Settings

Click on Users and Roles

Search user or group to whom you want to give the permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage PO List

Show Only Self-Created PO (for Viewing Select Created Vendor Contract)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

Manage PO Contract

Show Only Self Created PO Contract

And click on Save.

 

Vendor Contract Convert to Contract From Purchase order

Vendor  contract is created after the Purchase order is accepted

When the Vendor or supplier Accepts the pricing and terms of the Vendor Contract accept the Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Vendor Purchase order number in the Purchase  list in Pending Tab

Click on the Accept Tab on the Right

This Purchase Order will now show in the Accepted tab of Purchase order.

Navigate to Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Click on Accepted Tab

Locate the Vendor Purchase order number in the Purchase. Click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to Contract and  select.

Enter the Credit days.

PO Contract period start and End dates.

Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in contracted tab of Purchase order

 

View Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page. 

Click on the Contracted Tab 

Locate the Vendor Contract number in the Purchase Order List and click on the same to view contract

Updating Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page.

Click on Contracted Tab

Locate the  Vendor Purchase order number in the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Vendor Contract that you want to Edit and  select update Contract  

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Vendor Contract

You cannot delete the Contracted Vendor Contract.

 

Vendor Accounts

Understanding Vendor Account

The Account feature is utilized for tracking outstanding invoices from vendors that were pending before the implementation of AntMyERP or were not generated from AntMyERP. It facilitates the maintenance of a record of the outstanding amounts that need to be paid to vendors.

 

Adding a Vendor Account

Adding a Vendor Account in AntMyERP is easy! You just need to put their important info into one place. You can add any number of Vendor Accounts in AntMyERP. Here’s what you do.

You can add a Vendor Account in two ways

Creating Vendor Account Manually

Importing Vendor Account

 

Creating Vendor Account Manually

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Account you want to add by clicking Edit.

You will land  on that Vendor‘s Basic page

Click on Account

 Click the + Icon button on the top right corner of the page.

Click on Add Invoice

Enter all the details, including the invoice number, invoice date, invoice due date, and the amount of the invoice. Additionally, you can upload the invoice copy by clicking on “Choose File.” To add multiple invoice details, repeat the process by clicking on the “+” icon.

After entering all the details, click Save and Exit.

 

Importing Vendor Account

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Account you want to Import by clicking Edit.

You will land on that Vendor‘s Basic page

Click on Account

On the Top Right Menu navigate to Import File icon 

Read Instructions and Click Download Sample File for your reference by clicking sample file.

Ensure that all the fields are mapped and filled correctly while adding your Vendor‘s Account details.

Now go to the Top Right Menu and navigate to Import File icon 

Click on Arrow and select the file to be imported.

If all the data mentioned in the file is proper it will take 5 seconds to upload the data.

 Your Vendors’ Account details are imported and will reflect in Vendor’ s outstanding.

You can check by Going to Finance >Reports >Sundry Creditors.

Note: You can upload 50 Invoice details details at a time.

 

Exporting Vendor Account

Please note that you cannot export the Vendor Account information in Excel or any format from AntMyERP

 

Editing Vendor Account

Navigate to Left Menu > Vendor > Vendor Listing Page 

Locate Vendor > Edit

You will land on the  Vendor‘s Basic page

Click on Account.

Make the necessary changes to the Vendor account details.

Save the updated information.

 

Vendor Statutory Document

Understanding Vendor Documents

The Vendor documents refer to the Statutory documents required by law for vendors or suppliers to conduct business. These documents may vary depending on the nature of the business, the industry, and the applicable regulations. Some common vendor statutory documents in India include GST Registration certificate, Pan Card Etc.

 

Adding a Vendor Documents

Adding a Vendor Document in AntMyERP is easy! You just need to put their important info into one place. You can add a maximum of 7  Vendor Documents in AntMyERP This will reflect in the statutory details of the vendor on  purchase order and contract. Here’s what you do.

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Document you want to add by clicking Edit.

You will land  on that Vendor‘s Basic page

Click on Documents

Tick on the boxes to which you want to add the  details of the document

Add the details of the document. If you have Copy of of the document you can the upload the same by clicking on Choose file

After entering all the details, click Save.

 

Exporting Vendor Documents

Please note: that you cannot export the Vendor Documents information in Excel or any format from AntMyERP

 

Editing Vendor Documents

Navigate to Left Menu > Vendor > Vendor Listing Page > Locate Vendor > Edit

Alternatively you can Right Click on the Vendor whom you want to Edit.

You will land on Vendor’s Basic Page. Click on Documents

Make the necessary changes to the Vendor details.

Save the updated information.

 

Vendor Contact Management

Understanding Vendor Contact

A vendor contact refers to the communication or interaction between a business or organization and a vendor, which is a company or individual that provides goods or services to the business. This contact may involve various aspects of the business relationship, including inquiries, negotiations, agreements, orders, deliveries, payments, and ongoing support or maintenance.

 

Adding a Vendor Contact

Adding a Vendor Contact in AntMyERP is easy! You just need to put their important info into one place. You can add any number of Vendor Contacts in AntMyERP. Here’s what you do.

You can add Vendor Contact in two ways

Creating Vendor Contact from the Vendor Listing page

Importing Vendor Contact

 

Creating Vendor Contact from Listing Page

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Contact you want to add by clicking Edit.

You will land  on that Vendor‘s Basic page

Click on Contacts

 Click the + Icon button on the top right corner of the page.

Enter all mandatory fields along with all the details of your Vendor Contact person

After entering all the details, click Save.

Please Note. Fields  marked with Red are mandatory and has to be Filled

 

Importing Vendor Contacts

Navigate to Left Menu > Purchase > Vendor 

You will land on Vendor ‘s  Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Contact you want to Import by clicking Edit.

You will land on that Vendor’s Basic page.

Click on Contacts

On the Top Right Menu navigate to Three Dot Icon > Import Contacts.

Read Instructions and Click Download Sample File  for your reference by clicking sample file.

Ensure that all the fields are mapped and filled correctly while adding your Vendor ‘s contact details.

Now go to the Top Right Menu and navigate to Three Dot Icon > Import Contact

Click on Arrow and select the file to be imported.

If all the data mentioned in the file is proper it will take 5 seconds to upload the data.

The Vendors’ contacts are imported in your AntMyERP to start the  transactions.

Note: You can upload 50 Contact details at a time

 

Exporting Vendor Contacts

Please note: that you cannot export the Vendor contact information in Excel or any format from AntMyERP

 

Editing Vendor Contact

Navigate to Left Menu > Vendor > Vendor Listing Page > Select Vendor > Edit

You will land on Vendor’s Basic Page.

Click on Contacts

Locate the Contact in the Contact list with the help of Live Search and click on the Edit option from the Action dropdown menu. 

Alternatively you can Right Click on the Vendor whom you want to Edit.

Make the necessary changes to the Vendor details.

Save the updated information.

 

Managing Vendors Contact: Active and Inactive

Please note you cannot delete  contact as it is already added  in Users. You can inactive that contact

Navigate to Left Menu > Vendor > Vendor Listing Page > Select Vendor > Edit

You will land on Vendor’s Basic Page.

Click on Contacts

Locate the Contact in the Contact list with the help of Search and click on the Inactive option from the Action dropdown menu. 

Alternatively you can Right Click on the Vendor whom you want to Inactive.

This Contact will now move from Contacts to Past contact

Once a Vendor Contact is inactive, it will not reflect while making a new Purchase order or assigning the Service calls.

You can active this vendor contact again by going to past Contact Tab.

Past contact which show the list of Past employees of this vendor.

Click  ‘Reactive.’  from Action dropdown menu.Then you can start transacting with them as usual

 

Vendor Banks

Understanding Vendor Bank

Vendor bank details encompass essential information required for facilitating payments to a vendor, including the bank name, account number, IFSC code, and account holder’s name. These details are vital for ensuring accurate and secure transactions between businesses and vendors.

 

Adding a Vendor Bank

Adding a Vendor Document in AntMyERP is easy! You just need to put their important info into one place. 

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Vendor whose Bank you want to add by clicking Edit.

You will land  on that Vendor‘s Basic page

Click on Bank

Click on the  + icon on Right Top

Enter the bank’s IFSC code in the designated field and click on the Auto-IFSC code icon. The bank and branch name will be automatically populated

If an invalid IFSC Code is displayed or if the fields are not auto-populated,there’s a possibility that your bank may have opened a new branch that isn’t yet listed in our IFSC code database. Consequently, it may not be auto-populating. Please manually add the revised IFSC code, bank name, and branch name in the respective fields.

Fill in the Bank account number and select the type of bank account from Dropdown. You can also Upload the canceled cheque From Choose File

After entering all the details, click Save.

You can add multiple banks for this vendor using the same process.

 

Exporting Vendor Bank

Please note: that you cannot export the Vendor Bank information in Excel or any format from AntMyERP

 

Editing Vendor Bank

Navigate to Left Menu > Vendor > Vendor Listing Page > Select Vendor > Edit

Alternatively, you can Right-click on the Vendor whom you want to Edit.

You will land on the Vendor’s Basic Page.

Click on Bank

Click on the Action dropdown Menu of the bank you wish to modify and select “Edit.”

Make the necessary changes to the Vendor Bank’s details.

Save the updated information.

 

Deleting Vendor Bank

Navigate to  Left Menu > Vendor > Vendor Listing Page > Select Vendor > Edit

Alternatively, you can Right-click on the Vendor whom you want to Edit.

You will land on the Vendor’s Basic Page. 

Click on Bank

Click on the Action dropdown Menu of the bank you wish to modify and select “Delete.”

The message box will display Are you sure you want to delete?

Click on Yes

The Bank will be deleted