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Article #273 Multi-Vendor Setup for QuickBooks

What is Multi-Vendor™?

The Solid Multi-Vendor™ feature for Solid Route Accounting™ for QuickBooks®, also referred to as ‘Third-Party Billing’, is an optional licensed feature which allows invoices created by a DSD company to be paid to a supplier, who will then in turn then reimburse the DSD company. For more information and licensing options, please contact Solid Client Services or call 1-888-667-3769 x2.

Multi-Vendor Diagram
Generic Solid Multi-Vendor™ Setup

Although that billing cycle is generally well understood, how to correctly setup Multi-Vendors™ and how to assign Customer records to them tends to be a bit less clear.

This guide has been created to assist with the configuration of the QuickBooks® company file in order to use the Solid Route Accounting™ Multi-Vendor™ feature.

QuickBooks® Company File Setup

Definitions

Solid Multi-Vendor™:

  • Allows distribution companies to supply products under a different company name automatically generating a separate invoice for each Solid Multi-Vendor™ account. The system also provides:
    • 3rd party inventory control;
    • special invoice numbering and printing; accounts receivable (A/R) and payable (A/P) handling;
    • specialized GL accounting.
  • Several Solid Multi-Vendor™ accounts may be created in the system. We recommend you read over this guide before setting up your first account.

Super Vendor:

  • The vendor account that corresponds with the items(s) that are managed under the Solid Multi-Vendor™ feature for this vendor.

Super Customer:

  • The customer account that corresponds with the Super Vendor account above.

Super Items:

  • The items that are handled by the Solid Multi-Vendor™ feature for a particular Super Vendor.

Super Vendor (Supplier) Record Configuration

Note: In order to designate one or more vendors as a Super Vendor supplier, you need to add a custom field to the vendor record:

  1. Select the Vendor Center from the Navigation menu
  2. Add a new vendor or edit an existing vendor you want to designate as a Multi-Vendor™
  3. Click on the Additional Info tab
  4. Click on the Define Fields button
  5. Enter “MVCode” as the label of the custom field. Note the spelling and capitalization.
  6. Put a check mark on the Customer and Vendor columns
  7. Then click OK
  8. Now assign this vendor a code that uniquely identifies this Multi-Vendor™ (Note: you can use a combination of characters and number, however no special characters, e.g. MV01)

    Note: the vendor’s Billed From address is the address that will be used on the mobile invoice’s pay to field. If you need any special designation in the pay to field, then add it to the Billed From address.

  9. Next, remaining on the Additional Info tab in the “Categorization and Defaults” section set the Type field to “Super Vendor”. Note, you may need to add this type if this is the first time you have setup such an account.
  10. Select the Account Prefill tab, and fill each of the 3 pre-fill account options in this order:
    1. Accounts Payable (A/P).
    2. Purchases (Cost of Goods Sold) (COGS).
    3. Vendor Refunds (Sales).

Super Customer Record Configuration

Now that we have one or more Super Vendors defined, you need to define one or more Super Customer records to handle the account receivable and the sales transactions.

To assign your customer records to a Super Vendor, you must enter the MVCode in the custom field for your customers:

  1. Select Customer Center from the Navigator Menu.
  2. Add a new customer or edit an existing customer
  3. Click on the Additional Info tab

    Note: The user defined field of “MVCode” should already be present from the Super Vendor configuration

  4. Enter the uniquely identifying Super Vendor code. If this customer needs to associated with more than one Super Vendor, then separate the code with a comma, e.g. MV01,MV02 (Note: no spaces)
  5. Next, remaining on the Additional Info tab in the “Categorization and Defaults” section set the Type field to “Super Customer”. Note, you may need to add this type if this is the first time you have setup such an account.

Super Item (Inventory) Record Configuration

For the Solid Multi-Vendor™ feature to work correctly, the items supplied by a specific Super Vendor must have the “Preferred Supplier” field set to that specific Super Vendor. To do this:

  1. Click on [List] in the menu, and select [Item List]
  2. Add a new item or edit an existing item
  3. Ensure that the Multi-Vendor™ is listed in the “Preferred vendor” field.
  4. Accounting Optional: Please see the next topic, “Accounting Configuration and Management” for additional, recommended accounting treatment.
  5. Items for the Solid Multi-Vendor™ account group:
    1. Type: this should be “Inventory Part” if you wish to track inventory quantities for resell.
    2. Item Name/Number: give a clear, abbreviated part number. Optionally, make it a sub item of group if items from this particular Super Vendor.
    3. COGS Account: select the Purchases (Cost of Goods Sold) (COGS) account for this Solid Multi-Vendor™ account group. You either select an existing or you may add a new COGS account at this time.
    4. Inventory Site Info: if running a Multi-Warehouse type setup, please assign the inventory to the correct supply warehouse, and not to the mobile computer.

Accounting Setup & Operations

Note: This is an advanced accounting topic. You should have a strong understanding of accounting principles and read this carefully before beginning. You may also do a trial configuration by copying your QuickBooks® company file and then testing the work.

Note: There can be several ways to setup the Chart of Accounts (aka General Ledger) to achieve different approaches to viewing results. Shown below, is one approach that provides a comprehensive audit trail.

Chart of Accounts

For each Super Vendor, add the following accounts to QuickBooks’s Chart of Accounts. Please note that each added account should be shown as a sub account to the heading in the next 6 lines:

  1. Accounts Receivable account (A/R)
  2. Inventory Asset account
  3. Accounts Payable account (A/P)
  4. Revenue account (Sales)
  5. Vendor Refunds account (Sales) – needed only if this Vendor will be paying a commission on your sales
  6. Purchases (Cost of Goods Sold) (COGS)

Setup for each Super Vendor

Sales Operations

As transactions are created in Solid Sales Pro™, the route sales person simply opens a transaction (customer order or invoice) in the usual fashion. They proceed to select whatever items are to be sold on this visit and without regard to separating items by Super Customer. When [Save] is selected, Solid Sales Pro™ does the separation automatically creating separate transactions, optionally assigning references to special invoice numbers, pay to super customer, and sold by your company as distributor.

Submission to QuickBooks®

As transactions are returned to the office and subsequently to QuickBooks®, a few changes are made:

  1. Solid Mobile Central™:
    1. The original invoice together with delivery customer designation and customer signature can be reviewed or reprinted just as it looked in the field.
  2. Solid Fusion™, when submitting the transaction to QuickBooks®, several key changes are made:
    1. Accounts Receivable – The customer is remarked to be the super customer account. This results in the transaction being recorded against the Super Customer.
    2. The accounts receivable statement becomes the summary document to begin the reconciliation of sales to the approved accounts of the Super Vendor.
    3. Delivery Customer – The transaction’s audit trail is maintained by inserting a line item in the first position of the transaction. This line item describes the delivery account.

Accounting Transactions for a Solid Multi-Vendor™ Account Group

Different types of transactions are required and both A/R and A/P may need to be affected, therefore we recommend the amounts be worked out ahead of time using a spreadsheet and then applied to QuickBooks®. As usual, a paper trail should be maintained in order to preserve your audit trail.

  1. Payments from a Super Vendor:
    1. After splitting the receipt outside of QuickBooks®, apply the correct amount to A/R to retire the appropriate amount.
  2. Commissions from a Super Vendor:
    1. Apply the commission portion to the appropriate Vendor Refunds account.
  3. Payments to a Super Vendor:
    1. Apply the amount to be paid to the Super Vendor account.
  4. Balancing Differences between the Super Vendor and Super Customer accounts:
    1. Ensure the account balances and amounts of payments balance.

Reports for Solid Multi-Vendor™

  1. Statement of Sales:
    1. Use the Customer Statement for the Super Customer.
    2. Reprint the transactions if necessary. As noted above, the first line item on each invoice represents the actual customer the product was delivered to.

Solid Sales Pro™ Sample Mobile Invoice

Multi-Vendor Sample Invoice
Sample Solid Multi-Vendor™ Invoice (click on image to view larger)

Last modified on Friday, 27 April 2018 17:07

Additional Info

  • Software Components: Solid Sales Pro
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