Adding & Editing Vendors in Ginesys HO

This displays the Business mode of the vendor and should not to be confused with Mode of Operation.

This is a drop down list in which there are the following six options of which any one has to be selected:

• Proprietorship - Proprietorship bestows the entire legal liability on the owner rather than the company.
• Partnership - Partnership on the other hand ensures responsibility and accountability of two or more people.
• Private Limited - Private limited is an commercial organization in which stakes are held by one or more person and responsibilities and liabilities are bounded by its own constitution. It requires atleast two shareholders and can have a maximum limit of 50 shareholders.
• Limited - Limited is an organization where stakes are held by the public and are open to everyone. It requires atleast 7 shareholders in the organization and has no upper limit for the number of shareholders.
• HUF - HUF(Hindu Undivided Family) is a unique type of business entity. It can be seen in India because Communal ownership still exists here. An able person of such a Joint Family will be responsible for the business and the financial leadership.
• Co-operative - Co-operative is an organization where all the stakeholders have equal rights and liabilities.
• Others

This specifies the economic segment to which the vendors' company belongs.

This is a drop down list in which there are the following five options of which any one has to be selected:

• Small Scale - Small scale means the organization has a limited number of employees with limited flow of finances and materials.
• Large Scale - Large scale has a huge number of employees with a large scale business plan.
• Contractors - Contractor is a person who is working for other people or organization on the basis of commission.
• Government
• Others

This is an optional field for the user to specify the company's owner name or director's name.

This is a mandatory field where value has to be selected from a drop down list.
The list displays class type 'vendor' which are not extinct.

• Agent - Agent manages another person's, company's, or group's specific business functions and negotiates contracts for their clients.
• Jobber - Jobber is a vendor to whom some process of production has been outsourced.
• Supplier - Supplier supplies goods or raw materials.
• Transporter - Transporter transports goods from one location to another.
• Employee

This has seven related fields:

• Address
• City
• Std Code
• District
• State
• Pin Code
• Country

Address , City and Pin code are user inputs; however, City can be selected from the lookup.

Rest of the fields are automatically displayed on selection of City.

This has seven related fields:

• Address
• City
• Std Code
• District
• State
• Pin Code
• Country

Address , City and Pin code are user inputs; however, City can be selected from the lookup.

Rest of the fields are automatically displayed on selection of City.

This field states how much markup on the current standard price is applied on the items' RSP. User can also select applicable round off basis (i.e. if it would be Upper Round off , Lower Round off , or Nearest Value) and the multiples in which it will be rounded when purchased from this entity.

Upper - When Upper is selected then if the Price is Rs. 100.65 then it will take the next upper rounded value like Rs. 101.

 Lower - When Lower is selected then if the Price is Rs. 100.33 then it will take the last lower rounded value like Rs. 100.

Round - When the Round is selected it it will take the nearest rounded value. For example - If the price is Rs. 101.55 then it will take Rs.101 and if the price is Rs. 101.40 then it will take Rs.100

This is a drop down list with the following values of which any one has to be selected:

• From Price Chart
• As per definitions

If item not found in Price Chart, calculate Basic Price as Below:

Apply <User defined value>% Markdown on Item <User defined value from list of price types> <Round off basis, user defined> in Multiples of <user defined value>

In case cost of items purchased from the entity are not found in the Price Chart, then their rates will be derived from the calculations of the values in these fields.

e.g. Apply 20% Markdown on Item MRP; Nearest Value in Multiples 5

The various types of rates are -

• Basic Rate (Last Purchase)
• Effective Rate (Last Landing Cost)
• Standard Rate (User Defined)
• WSP (Wholesale Price)
• RSP (Retail Sale Price) - Default selected
• MRP (Maximum Retail Price)

Allow Cash Discount in AP Voucher, on Full Payment of Purchase Invoice (Checkbox)

<User defined value>%, if paid within <user defined value>days

Optional field for which value has to be selected from the drop down list of non-extinct Tax Regions.

Optional field for which the value has to be selected from list of non-extinct Purchase Term.

If trade group is already selected the associated purchase term will be displayed in the lookup and must be assigned by selecting it; similarly selection of Purchase Term will also populate the trade group for the term as Customer Trade Group.

Optional field for which value has to be selected from the drop down list of given non-extinct Purchase Forms.

Note: For Local trade group, the form is not applicable and the selection is disabled.

A display field for non-extinct Sales Term.

If trade group is already selected the associated sales term will be displayed in the lookup and must be assigned by selecting it; similarly selection of Sales Term will also populate the trade group for the term as Vendor Trade Group.

Optional field for which value has to be selected from the drop down list of given non-extinct Sales Forms.

Note: For Local trade group, the form is not applicable and the selection is disabled.

Optional field for which the value has to be selected from list of non-extinct Credit Rating.
The list shows Credit Rating and Description. User can rate a particular customer on his goodwill over here.

E.g. User with very good payment track record has a higher credit rating.

Optional field with user defined value; the invoice will be considered as due from the number of days defined here.

E.g. If the value in this field for a particular customer is 2 days; then the invoice raised on 1st of any month becomes due on 3rd of that month.

Credit Limit - The amount till which the customer can buy on credit. For example, Credit limit is defined as 5 lakhs, then the customer can make purchases up to this amount without making any payments.

Tolerance - A buffer value to the provided credit limit. For example, Credit limit is defined as 5 lakhs, and tolerance is 10%. The applicable credit limit will now become 5 lakhs and 50 thousand. 

Overdue amount - Buffer amount to be allowed even beyond overdue days.

Suppose overdue days is specified as 2 days and overdue amount is 10000. If there are only two documents of Rs. 4000 each, which became due 3 days back. Even then DC or Invoice creation would not be barred.

But if the overdue amount went beyond, like if there would have been 3 documents of Rs. 4000 each which became due 3 days back, then DC creation and Invoice creation would be barred for that customer only when the Overdue Amount limit has been crossed.

Note: In aforesaid example, profile setting for credit verification is considered to be set as ‘Stop’.

Value Added Tax or VAT registration number and the date of registration of the customer are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

This field records the category of GST the customer provides.

• Normal Registered - A vendor who works for an organization of which turnover exceeds Rs.40 lakhs and Rs.20 lakhs for supply of goods & the supply of services respectively for Normal Category state.
• Unregistered -  Unregistered are those type of vendors  who haven't registered themselves for GST category.
• Composite - A vendor whose turnover exceeds Rs.1.5 crore will come under this category.
• Exempt - Exempted vendors  are special cases who either work in Special Economic Zones or their organization is deemed to promote human well being.

CST = Central Sales Tax; The customer's registration number for payment of CST. The registration number and the date of registration are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

Excise Control Code number is a PAN linked 15 digit alpha numeric registration number, the registration number and the date of registration of the customer are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

The Service Tax Code Number is a 15-digit PAN linked number of the assesses. The customer's Service Tax registration number and the date of registration are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

An IFSC or the Indian Financial System Code is an 11 digit code in alpha-numeric format used by the Reserve Bank of India to identify all the Bank branches within the NEFT (National Electronic Funds Transfer) network uniquely.

Purchase Ledgers

Only the General type ledgers selected here will be allowed for transaction with the selected customer.

Date From

Calendar field, must take value within current financial year.

Only last date entry TDS Name wise can be modified.

Calendar field, must take value within current financial year.

Only last date entry TDS Name wise can be modified.

Note: Date From ≦ Date To