Suppliers

Suppliers are sources that provide inventory items. This section displays the list of suppliers associated with the selected inventory.

Click Masters ➜ Suppliers. The Suppliers page appears.

The Suppliers page displays the following details:

Field	Description
Number	The identification number of the customer.
Other Name	The alternative name of the customer.
Contact 1	The contact number 1 of the supplier.
Contact 2	The contact number 2 of the supplier.
Type	The type of supplier. For example, Grocery.
ERS	Select Yes or No from the drop-down list.

Users can search for a specific supplier bid by entering the supplier’s name in the search box.

Users can filter supplier bids using the following filters:

Suppliers
Effective Date
Supplier Date
Priority
Catch Weight
Contracted

The Suppliers page consists of the following details of the selected customer:

Address & Comms
Settings
Supplier Bids
Contact List
Other Fields
Communications

Users can perform the following functions under Suppliers:

Creating suppliers
Modifying suppliers
Duplicating suppliers
Deactivating suppliers
Activating suppliers
Managing suppliers

Creating Suppliers

Users can create suppliers by performing the following steps:

Click Masters ➜ Suppliers. The Suppliers page appears.

Click Create New. The New Suppliers page appears.

Refer to the following table and fill in the fields:

Field	Description
Active Supplier	By default, this checkbox is enabled and non-editable.
Supplier Name	The name of the supplier.
Number	The identification number of the supplier.
Description	The description of the supplier.
Other Name (s)	The other name of the supplier.
Contact 1	The contact number 1 of the supplier.
Contact 2	The contact number 2 of the supplier.
Type	A drop-down list listing the supplier types as outlined on the Setup Supplier Types page.
Class	Optional. The drop-down list lists the classes or divisions defined on the Setup Classes page.
Is Punchthrough Supplier	Enabling this checkbox allows users to add the punchthrough configuration to the supplier profile. When enabled, the Punchthrough Configuration tab appears. Users must select the Enable PunchThrough checkbox for a tenant in the Eatec Enterprise Management Portal to see this feature.
Is Punchout Supplier	Enabling this checkbox allows users to add the punchout credentials to the supplier profile. Users can add items to purchase request directly from the third-party vendor site to Eatec. Allows the buyer to access the supplier's website from the buyer's own inventory & procurement application. The buyer leaves (punches out) Eatec and is redirected to the supplier's web-based catalogue.
Address & Comms
Street Address 1	The primary street address.
Street Address 2	The second line of the supplier address.
City	The name of city where the supplier resides.
State	The name of state where the supplier resides.
Zip	The zip code of the supplier city.
Miscellaneous	An optional field.
Phone 1	The supplier’s primary phone number.
Phone 2	The supplier’s alternate phone number.
Fax	The supplier’s fax number.
Primary Communication Email Address(es)	The primary email addresses of the supplier.
Secondary Communication Email Address(es)	The secondary email addresses of the supplier.
Settings
Supplier Portal - User Email	Displays the email address of the supplier used during supplier portal registration. The supplier portal user email gets automatically updated whenever the email address is changed. The email address defined here is used exclusively for Supplier Portal-related communications, including: Supplier Portal user registration Approval status notifications Requests for RFB RFB submission RFB cancellation RFB acceptance or rejection
Minimum Order	Optional text field. If required, the minimum dollar or quantity purchase amount for this supplier.
Lead Time (in Days)	The number of days from placing the order to delivery.
Terms	A drop-down list listing the terms as defined on the Setup Terms page.
Federal Tax ID	Federal ID number for tax purposes.
State ID Number	The State ID number if in the United States.
Send PO Via	A drop-down list listing: None - The Purchase Order is processed according to the selection made in the PO Processing Options window. Email - All Purchase Orders for the supplier are sent as an email. Refer to Automated Purchase Order (PO) Email for configuration details. For suppliers that require some Purchase Orders emailed,
PO Format	The default P.O. form for the supplier.
ERS (Y/N)	Select Yes or No from the drop-down list.
Require Bids	Select Yes or No from the drop-down list.
Receiving Tolerance %	A percentage that represents the tolerance settings of receiving items.
Remarks	Optional text field.
Supplier Currency	The base currency defined by the supplier. The amount in base currency. For example, if Rupees is set as Base Currency, the Base Currency Amount is displayed in rupees for the corresponding Amount in dollars.
Consider for Auto Replenishment	Enable the flag for an inventory item and supplier to auto replenish inventory items using Purchase Orders, Purchase Request, and Requisitions.
Import Inventory Nutrition	Enabling the flag as Yes allows a supplier to be eligible to import inventory nutrition from flat files shared by suppliers.
Update Bid from PR	Enabling the flag as Yes allows a supplier to update the bid from PR.
Update Bid from PO	Enabling the flag as Yes allows a supplier to update the bid from PO.
Update Bid from Receiving	Enabling the flag as Yes allows a supplier to update the bid from Receiving.
Tax Exempted	Allows users to exempt the tax for inventory purchases and supplier invoices. When the flag is set to Yes, no tax will be applied to inventory values during receiving processes such as RNI, AP vouchers, or invoices. When the flag is set to No, all applicable taxes will be applied to the inventory invoice as usual.
Enable Invoice Automation (IA)	The invoice automation for a supplier is applicable only when this is enabled while creating a supplier in Eatec. When the flag is enabled, users can access and manage the invoice automation feature in Eatec, based on the user roles and permissions. When the flag is in a disabled state, users will not be able to access and manage the IA feature and all configurations depending on IA will not be displayed or available. This feature is applicable only to the Eatec Enterprise edition users and customers. To use the Invoice Automation feature, users must enable the Enable Invoice Automation checkbox in the Eatec Enterprise Management portal for a tenant.
Supplier Name (as per invoice)	The name of the supplier as given in the submitted invoice. Mandatory field.
Invoice Has Purchase Order #	When enabled as Yes, the imported invoice file date is processed based on the PO number given in the invoice. When disabled, the imported invoice file date is processed based on the invoice number given in the invoice.
Make Receiving - RNI Lookup Optional	When enabled, the matching invoice number as optional. If the RNI is not found, the invoice is processed with the identified PO number. When enabled, the matching invoice number as mandatory. If the RNI is not found, the invoice is not processed and an error is displayed.
Approval required when variance within limit	When enabled, all imported invoices are queued for user approval, irrespective of the invoice amount variance. When disabled, the imported invoices whichever exceeds the set invoice variance amount tolerance limit is queued for user approval.
Invoice Cost Variance Tolerance Type	If Percent is selected, the cost tolerance percent is applied over the invoice amount and compared with the Receiving RNI. If Value is selected, the cost tolerance value is applied over the invoice amount and compared with the Receiving RNI. If Both is selected, the Percent and Value are applied to the invoice amount.
Cost Tolerance Percent	This field becomes mandatory when the Percent option is selected in the Invoice Cost Variance Tolerance Type drop-down list. Users must enter values ranging from 0 to 100 only.
Cost Tolerance Value	This field becomes mandatory when the Value option is selected in the Invoice Cost Variance Tolerance Type drop-down list. Users can enter values ranging from 0 to 99,99,99,999.99.
Other Fields
Debit Account (Misc invoice)	The accounts receivable account. Select the preferred option from the list of chart of accounts.
Credit Override Account	Select the preferred account from the drop-down list.
Currency	Select the preferred foreign currency from the drop-down list.
Delivery Rules	Click to configure order rules that allow assignment of cutoff days and times to locations. These are useful in requisitions and purchase requests to alert users whenever they are late in posting transactions. Delivery rules contain conditions set up by the user to limit the date and time within which a supplier can deliver.
Allow RNI	A dropdown listing the supplier options for received not invoiced merchandise arrivals. Select the preferred option from the drop-down list. For example, Yes
Debit Dept (Misc Invoice)	A drop down listing the departments as defined in the Setup ➜ Departments section.
Max Order	The maximum order size.
Alternate Email	An alternate email address of the supplier.
Communications
Location Name	The location to which the supplier is supplying.
Export model #	The export model number for the location.
Supplier DC Key	Th DC key for the location.
Distributor Location	The name of the supplier location.
Customer Account	The customer account details
Branch ID	The branch ID of the supplier.
Bid Expiration	The expiration date for the bid.
Auto Receive	Yes - Auto-receive is enabled. No - Auto-receive is not received.
Allow Cancel	Yes - Auto-cancellation is enabled. No - Auto-cancellation is not received.
Allow RTV	Yes - RTV is enabled. No - RTV is not received.
Allow Change	Yes - Modification is enabled. No - Modification is not received.
Email	The email ID to communicate the supplier location.
ISA Sender ID	For future use
ISA Receiver ID	For future use
GS Sender ID	For future use
GS Receiver ID	For future use
Actions	Clicking the menu icon in this column displays the following options: Edit - Click to edit the corresponding communication mode. Delete - Click to delete the corresponding communication mode.
Punchout Configuration
Item Definition
Division	Select the preferred inventory category from the drop-down list. For example, Retail
Inventory Type	Select the preferred inventory type from the drop-down list. For example, Beverages
Authentication
From Domain	The domain name of the vendor/supplier to connect to any third-party application.
From Identity	The identity number of the vendor/supplier to connect to any third-party application
To Domain	The domain name of the supplier.
To Identity	The identity number of the supplier.
Sender Domain	The domain of the sender.
Sender Identity	The identity number of the supplier.
Sender Shared Secret	Contact Agilysys to obtain the shared secret key.
Sender User Agent	The name of the sender user agent.
User	The name of the user.
User Email	The email address of the user.
URL
Authentication URL	The URL to authenticate the vendor/supplier’s website
Template Config
Template Configuration	This option is accessible only to Agilysys personnel, provided the email address in the username section must include the @agilysys.com as the domain. Clicking this button displays the following templates in the Template Config page: Authentication XML Template - this template allows an Eatec user to authenticate the vendor’s/supplier’s website. Upload or copy and paste the XML content in the workspace. Click Confirm to save the changes. Purchase Process XSLT Template - this template is used for requesting the vendor to provide the punchout request URL that redirects the user to a specific vendor site. Upload or copy and paste the XML content in the workspace. Click Confirm to save the changes.
Punchthrough Configuration
System Configuration
System Login	Encrypted username of the supplier.
System Password	Encrypted password of the supplier user.
Server Address	The server address of the supplier.
Template Configuration
PunchThrough Request Template	XML request sent from Eatec to the supplier.
PunchThrough Response Template	XML response received from the supplier to Eatec.
Custom Procedure	For more details, contact Agilysys.

Click Confirm.

Click Save.

Modifying Suppliers

Users can modify suppliers by performing the following steps:

Click Masters ➜ Supplier.

Select a supplier from the left supplier list pane.

Click Edit. The Edit Suppliers page appears.

Modify the preferred supplier details.

Click Save.

Duplicating Suppliers

Users can duplicate suppliers by performing the following steps:

Click Masters ➜ Supplier.

Select a supplier from the left supplier list pane.

Click Copy. The Add Supplier page appears.

Modify the existing details.

Click Save.

Deactivating Suppliers

Users can deactivate suppliers by performing the following steps:

Click Masters ➜ Supplier.

Select a supplier from the left supplier list pane.

Click Deactivate. The system prompts the user to confirm the deactivation.

Click Confirm.

Activating Suppliers

Users can activate suppliers by performing the following steps:

Click Masters ➜ Supplier.

Select the deactivated supplier.

Click Activate. The system prompts the user to confirm the activation.

Click Confirm.

Managing Suppliers

Users can manage suppliers by performing the following steps:

Click Masters ➜ Suppliers.

Click Manage ➜ Manage Groups. The Manage Groups page appears with the following details:

Supplier name
Barcode number
List of packages

Select the preferred suppliers to add them to the group.

Click Save.

Users can search for the preferred package by entering the package name in the Search text box.

Manage Groups

Users can create new group by performing the following steps:

Click Manage ➜ Manage Groups. The Manage Groups page appears.

Click Create New Group.

Refer to the following table and fill in the fields:

Field	Description
Name	The name of the group.
Description	The description about the group.

Click Save.

Print Bids

Print Label Nutrition allows users to print the nutrition label of the inventory product. Perform the following steps to print or download the nutrition list for the F&B products:

Click Supplier Management ➜ Suppliers ➜ Manage ➜ Print Bids. The print layout appears with the supplier details of items on the browser where users can download or print the PDF.

Manage Master Limits

Master Limits allows the users to add or remove items directly to and from Master Limit packages from within the respective record screens.

Click Masters ➜ Supplier Management ➜ Suppliers. The Suppliers page appears.

Click Manage ➜ Manage Master Limits. The Manage Master Limits page appears with the following details:

Item Name
Item Number
Current Site name
Number of selected Master Limit packages
Search field for Inventory Master Limit packages
List of all available Master Limit packages applicable to the current site

Select the preferred items to add to the package.

Click Save.

Users can search for the preferred package by entering the package name in the Search text box.

Enhancements in Supplier Bids/Inventory Bids

The supplier bids module has been enhanced to support the following changes:

Contracted bids are marked as Yes.
In the process of Assign Bids, the contracted bids are an additional constraint to select among the pool of bids.
Under the Assign Bids selection criteria pop up, Consider Contracted is an option with check box prefix to this. If selected, only bids which are marked Yes for the contracted bids are considered for bid assignment and additional constraints are applied to select any one bid for assignment to purchase.
In Assign bids selection criteria pop up, by default, the Consider Contracted option is unchecked.
List of Transactions to be included with the above change:
- PR
- PO
Default value: No
In Bid Import,
- READBID1 report includes a column to mark bids as contracted.
- Column name: contracted
- Values: Yes or No
- Field type: optional
- default value: blank (considered as No)
- Other bid import templates (except supplier B2B files) (applies only to Eatec in-house files) shall also include a new column added to import template.
Permanent Bid
- Allow users to mark a particular bid as a permanent bid.
- This will restrain the system from updating the bids whenever read through EDI/Flat file Bid import process.
- No bid information must be updated for such an item bid, if the Permanent Bid option is opted.

Item bid data read from the file shall be skipped and the skipped items count shall be published in Import Process Log files.

Accept Bid Submission from Multiple Suppliers

Eatec’s supplier onboarding and supplier portal to request for bid quotes are to be enhanced with multiple functionalities to support day-to-day supplier interaction.

The following functions are performed in this enhancement

Enable Sealed bid option when requesting for bids
Add RFB Close time in addition to Close date
Allow users to add / remove attachments to RFB’s
Compare RFB’s with quotes from multiple suppliers
Print RFB
Enable Schedule RFB to automate RFB request to suppliers
Allow pre-existing suppliers to register & create Supplier Portal account
Import / Export bids for RFB items
Transparent communication to Suppliers in acceptance / rejection of RFB quotes.
Supplier Onboarding Approval through multiple Eatec users