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@{
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ViewData["Title"] = "Vendors";
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}
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<div class="d-flex align-items-center gap-2 mb-3">
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<a asp-controller="Help" asp-action="Index" class="btn btn-sm btn-outline-secondary"><i class="bi bi-arrow-left"></i></a>
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<nav aria-label="breadcrumb">
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<ol class="breadcrumb mb-0">
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<li class="breadcrumb-item"><a asp-controller="Help" asp-action="Index">Help</a></li>
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<li class="breadcrumb-item active">Vendors</li>
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</ol>
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</nav>
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</div>
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<div class="row g-4">
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<div class="col-lg-9">
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<section id="overview" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-info-circle text-primary me-2"></i>Overview
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</h2>
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<p>
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Vendors are the companies you buy from — powder suppliers, primer manufacturers, consumables
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distributors, equipment service providers, and anyone else who sends you a bill. Maintaining
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accurate vendor records lets you track what you owe, reorder stock quickly, and keep purchase
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history organized.
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</p>
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<p>
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You can find Vendors under <strong>Inventory › Vendors</strong> in the left sidebar.
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Each vendor can be linked to the specific inventory items they supply, so when stock runs low
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you always know exactly who to call.
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</p>
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</section>
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<section id="adding-a-vendor" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-plus-circle text-primary me-2"></i>Adding a Vendor
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</h2>
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<p>To add a new vendor:</p>
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<ol class="mb-3">
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<li class="mb-2">Go to <strong>Inventory › Vendors</strong> and click <strong>New Vendor</strong>.</li>
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<li class="mb-2">
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Fill in the vendor details:
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<ul class="mt-1">
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<li><strong>Vendor Name</strong> — the company name as it appears on their invoices.</li>
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<li><strong>Contact Name</strong> — your sales rep or accounts contact.</li>
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<li><strong>Email & Phone</strong> — for placing orders and following up on deliveries.</li>
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<li><strong>Address</strong> — the vendor's billing address.</li>
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<li><strong>Website</strong> — optional, handy for quick product lookups.</li>
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<li><strong>Account Number</strong> — your account number with this vendor, if applicable.</li>
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</ul>
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</li>
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<li class="mb-2">Set the <strong>Payment Terms</strong> (see below).</li>
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<li class="mb-2">Optionally fill in the <strong>Default Expense Account</strong> (see below).</li>
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<li class="mb-2">Check <strong>Preferred Vendor</strong> if this is your primary supplier for any category.</li>
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<li class="mb-2">Add any internal <strong>Notes</strong> your team should know.</li>
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<li class="mb-2">Click <strong>Save Vendor</strong>.</li>
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</ol>
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</section>
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<section id="default-expense-account" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-receipt text-primary me-2"></i>Default Expense Account
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</h2>
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<p>
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The <strong>Default Expense Account</strong> field records which accounting category purchases from
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this vendor typically fall under — for example, <em>Cost of Goods Sold</em>, <em>Shop Supplies</em>,
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or <em>Equipment Maintenance</em>.
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</p>
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<p>
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When a purchase order is created for this vendor, the system pre-fills the expense account with this
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default value, saving your team from having to look it up each time. This is especially useful if
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you export financial data or sync with an accounting package.
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</p>
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<p>
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If your shop does not use account codes, you can leave this field blank. Ask your bookkeeper or
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accountant for the right code to use if you are unsure.
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</p>
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</section>
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<section id="payment-terms" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-calendar-check text-primary me-2"></i>Payment Terms
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</h2>
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<p>
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Payment terms describe how long you have to pay a vendor invoice after you receive it. Common
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examples include:
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</p>
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<ul class="mb-3">
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<li><strong>Net 15</strong> — payment due within 15 days of the invoice date.</li>
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<li><strong>Net 30</strong> — payment due within 30 days (the most common).</li>
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<li><strong>Net 60</strong> — payment due within 60 days.</li>
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<li><strong>Due on Receipt</strong> — pay immediately on delivery.</li>
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<li><strong>2/10 Net 30</strong> — 2% discount if paid within 10 days, otherwise full amount due in 30.</li>
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</ul>
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<p>
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When you enter terms here, they are automatically used as the default on any bills generated from
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purchase orders for this vendor. This gives Accounts Payable a clear, consistent due date without
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manual entry each time.
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</p>
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</section>
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<section id="preferred-vendor" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-star text-primary me-2"></i>Preferred Vendor
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</h2>
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<p>
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Marking a vendor as <strong>Preferred</strong> flags them as your go-to supplier in a given category.
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On the vendor list, preferred vendors are highlighted with a star badge so they stand out at a glance.
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</p>
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<p>
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When multiple vendors supply the same type of inventory item (e.g., you have two powder suppliers),
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the preferred vendor appears first in dropdown lists when you are creating a purchase order or
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restocking an inventory item.
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</p>
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<p>
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You can mark more than one vendor as preferred — it is a flag, not an exclusive designation. Use
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it however makes sense for your workflow.
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</p>
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</section>
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<section id="vendor-details" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-card-text text-primary me-2"></i>Vendor Details Page
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</h2>
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<p>
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Open a vendor's Details page by clicking their name in the vendor list. Here you will find:
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</p>
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<ul>
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<li><strong>Contact information</strong> — all the details you entered, in one place.</li>
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<li>
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<strong>Inventory Items tab</strong> — a list of every inventory item linked to this vendor.
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This tells you at a glance what you buy from them. Click any item to open it.
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</li>
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<li>
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<strong>Purchase History tab</strong> — a log of all purchase orders and transactions recorded
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against this vendor, with dates and amounts.
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</li>
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<li>
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<strong>Notes</strong> — any notes you or your colleagues have saved.
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</li>
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</ul>
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<div class="alert alert-permanent alert-info d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-lightbulb-fill flex-shrink-0 mt-1"></i>
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<div>
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To link an inventory item to a vendor, open the <strong>Inventory Item</strong> record and set the
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<em>Vendor</em> field there. The link then appears automatically on the Vendor Details page.
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</div>
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</div>
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</section>
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<section id="deactivating-a-vendor" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-truck text-primary me-2" style="text-decoration:line-through"></i>Deactivating a Vendor
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</h2>
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<p>
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If you stop working with a vendor, deactivate their record instead of deleting it. This keeps all
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linked purchase history and inventory records intact while removing the vendor from active dropdown
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lists and search results.
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</p>
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<p>To deactivate a vendor:</p>
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<ol class="mb-3">
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<li class="mb-1">Open the vendor's Details page.</li>
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<li class="mb-1">Click the <strong>Delete</strong> (or Deactivate) button.</li>
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<li class="mb-1">Confirm the action in the dialog.</li>
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</ol>
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<div class="alert alert-permanent alert-secondary d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-info-circle flex-shrink-0 mt-1"></i>
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<div>
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Like customers, vendor deactivation is a soft delete. All historical data is preserved.
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Administrators can see and restore deactivated vendors if needed.
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</div>
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</div>
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</section>
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</div>
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<div class="col-lg-3 d-none d-lg-block">
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@{ await Html.RenderPartialAsync("_HelpNav"); }
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<div class="card border-0 shadow-sm sticky-top" style="top:80px">
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<div class="card-header bg-transparent fw-semibold small text-muted text-uppercase" style="letter-spacing:.05em; font-size:.7rem;">On this page</div>
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<div class="card-body p-0">
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<nav class="nav flex-column">
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<a class="nav-link py-1 px-3 small text-body" href="#overview">Overview</a>
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<a class="nav-link py-1 px-3 small text-body" href="#adding-a-vendor">Adding a Vendor</a>
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<a class="nav-link py-1 px-3 small text-body" href="#default-expense-account">Default Expense Account</a>
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<a class="nav-link py-1 px-3 small text-body" href="#payment-terms">Payment Terms</a>
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<a class="nav-link py-1 px-3 small text-body" href="#preferred-vendor">Preferred Vendor</a>
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<a class="nav-link py-1 px-3 small text-body" href="#vendor-details">Vendor Details Page</a>
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<a class="nav-link py-1 px-3 small text-body" href="#deactivating-a-vendor">Deactivating a Vendor</a>
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</nav>
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</div>
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</div>
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</div>
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</div>
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