| • | Getting Started with Acquisitions |
| • | How do I add a new fiscal cycle to an existing master vendor? |
| • | What are the differences between discount types? |
| • | What if I have a standard across-the-board discount with a vendor? |
| • | How do I enter a vendor discount that is applied after more than one item is ordered, such as a 5 percent discount when 5-10 items are ordered? |
| • | How are vendor deposit accounts used? |
| • | We have a vendor with several sub-accounts. How do we obtain annual subtotals and overall totals (of all sub-accounts) for this vendor? |
How do I add a new fiscal cycle to an existing master vendor?
Use the Add Vendor Cycle Wizard. Vendor cycle data includes the amount deposited with the vendor for future purchases, the maximum amount of encumbered money allowed with this vendor before an alert is issued by the system against any further ordering, the time period to wait before issuing item claims or canceling orders or unreceived items on a partial order, and the monetary or quantity discount types. The Add Vendor Cycle wizard is the most effective way to manually rollover one vendor record.
What are the differences between discount types?
On the Discount Table tab, the Discount Type field can be set to Monetary, Quantity, or None, with the default of None. When the field is set to anything other than None, a table is displayed for you to enter the discount type.
Quantity Discount Table
If the discount type is Quantity, a table appears which prompts you to type the number of items which must be purchased in order to get a percentage discount. This discount applies to individual line items rather than the overall activity with a vendor.
Monetary Discount Table
If the discount type is Monetary, a different table appears which prompts you to type the amount of money which must be spent on a single line item to get a percentage discount.
What if I have a standard across-the-board discount with a vendor?
If you have an across-the-board discount with a vendor, use the following process to set up the discount table.
| 1 | Identify the discount as either Monetary or Quantity. |
| 2 | In the Over field of the resulting table, leave the $0.00 or 0 value. |
| 3 | In the corresponding Discount Percent field, type the standard discount. |
How do I enter a vendor discount that is applied after more than one item is ordered, such as a 5 percent discount when 5-10 items are ordered?
To enter a discount for a range that begins after 1 item (or more) is ordered, such as 5-10 items, enter a zero percent discount for the initial range. For example, if the vendor gives a 5 percent discount for 5-10 items and 7 percent discount for over 10 items ordered, type 4 in the first Up To field and 0.00 in the first Discount Percent field. Type 10 in the second Up To field and 5 in the second Discount Percent field. Type 10 in the Over field and 7 in the last Discount Percent field.
How are vendor deposit accounts used?
SirsiDynix Symphony vendor records provide a mechanism for you to track monies you have on deposit with vendors. For example, perhaps you have a deposit account with a vendor, and you deposit $5000 with the vendor. In the vendor record, you enter the deposit amount on the Deposit Account tab. SirsiDynix Symphony does not encumber any funds at the point of deposit. Thereafter, when you order using this vendor record, the fund or funds specified in the order are encumbered and eventually paid. Additionally, a separate tally of encumbrance and expenditure is tracked against the deposit amount in the vendor record.
It is your choice whether you mirror the deposit with a fund in SirsiDynix Symphony. Some institutions prefer to have a fund where the budget amount reflects the amount on deposit with the vendor, but SirsiDynix Symphony does not require it. By tracking deposit amounts in vendor records, SirsiDynix Symphony allows you to track your balance through the vendor record alone while encumbering and expending from unrelated funds.
We have a vendor with several sub-accounts. How do we obtain annual subtotals and overall totals (of all sub-accounts) for this vendor?
When you have several sub-accounts with a vendor, it is recommended that you create separate vendor records for each account. For instance, if you have a serials vendor that you order direct supply items from, but also order titles from the vendor’s consolidation service, you will need to create two vendor records, one for each customer account number. To view the annual subtotals for these vendor accounts, you can use the Review All Vendors wizard, browse the vendor by name, and select the check boxes next to the related vendor records. After you click Review Selected Vendors, annual totals will appear in a table on the Amounts tab. The overall total for all vendor sub-accounts appears in the first line of the table. Then, each vendor sub-account appears in the list with ordered, encumbered, invoiced, and paid totals.
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