Vendor Snapshot

Vendor Snapshot is a TIPP CORE workspace that shows one vendor (supplier) on a single page: the vendor’s terms and what you paid them, their open purchase orders, how much you still owe by age, the last five payments, and the latest workflows and documents. Buyers, accounts payable staff and anyone preparing a call or meeting with a supplier use it to get the full picture without opening several Exact Globe or Synergy screens.

Before you start

• The division you select must have a working back-office connection, set up on the Backoffice Connection page [Modules, TIPP, Setup, Connections, Backoffice Connection]. Exact Globe and Macola back-offices are supported; any other type shows “Backoffice type not supported”.
• The TIPP workspace objects must have been deployed to that division’s back-office database. If they were not, the page shows a message saying so and stays empty.
• A valid TIPP license is needed for the connection [Modules, TIPP, Setup, General, License].
• The page follows TIPP page security. If you are not allowed to open it, access is denied.
• You need a vendor code that exists in the back-office. The page can also be opened from a vendor record, which fills the vendor in for you.

How to look up a vendor

1. Open Vendor Snapshot. Check the Division box at the top and change it if you need another administration; the page reloads for that division.
2. Type the vendor’s code in the Vendor Code field and leave the field. The page refreshes and fills in the vendor.
3. Read the heading “Vendor snapshot for” followed by the vendor name, then the Terms, Offset Account and paid totals under it.
4. Scroll to the sections Open Purchase Orders, AP Summary, Last 5 payments, Most recent workflow and Most recent documents.

How to open the related record

1. Click the vendor name in the heading to open the vendor’s menu. The menu offers the options set up for vendors in the TIPP menu.
2. In Open Purchase Orders, click a PO number to open the menu for that purchase order, or click an Item Code to open the menu for that item.
3. In Most recent workflow, click the ID to open that workflow request.
4. In Most recent documents, click the ID to open that document.

How to refresh or sort

1. Click the Refresh button in the button bar to reload all sections with the current data.
2. In Open Purchase Orders, click the column heading Item Code, Ordered, Received or Requested to sort by it. Click again to reverse the order.
3. If there are more open order lines than fit on a page, use the paging controls under the list.

Screen guide

Filters

• Division: the administration whose vendors and orders you see. Only active divisions are listed. Your choice is remembered. If the chosen division’s back-office cannot be opened and it was not requested explicitly, the page may switch to a division that can be opened and shows an information message saying so.
• Vendor Code: the supplier’s code. Changing it reloads the page for that vendor. Leading and trailing spaces are ignored.

Vendor header

• Vendor snapshot for (name): the vendor’s name, clickable to open the vendor menu.
• Terms: the vendor’s payment condition, shown by its description.
• Offset Account: the ledger account set on the vendor.
• Paid YTD: total of payments booked to this vendor in the current financial year.
• Paid Last Year: the same total for the previous financial year.
• Paid Two Years Ago: the same total for the financial year before that.

Open Purchase Orders

• What it lists: purchase order lines of this vendor that are still open. For Exact Globe these are purchase orders that are not completed. For Macola they are lines where the ordered quantity is higher than the received quantity on orders in status R, P or U.
• PO#: the purchase order number. Click to open its menu.
• Line: the line number on the order.
• Item Code: the item ordered. Click to open its menu. Sortable.
• Ordered: the quantity ordered. Sortable.
• Received: the quantity received so far. Sortable.
• Requested: the requested delivery date. Sortable.
• Default order: by PO number and line, unless you sort by a column.

AP Summary

• One row with the amounts you owe this vendor, split by age: Current, PD 0-30, PD 31-60, PD 61-90, PD >90 (days past due), and Total. The numbers come from the TIPP Accounts Payable data for this vendor.

Last 5 payments

• The five most recent payments to this vendor, newest first, with Date, Check #, Description and Amount.

Most recent workflow

• The five latest workflow requests linked to this vendor in the current division, newest first: Type, ID, Description and Created date. Click the ID to open the request.

Most recent documents

• The five latest documents linked to this vendor in the current division, newest first: Type, ID, Subject and Created date. Click the ID to open the document.

Buttons

• Refresh: reloads the page data. Hidden when the back-office connection failed.
• Close: leaves the page. Hidden when the back-office connection failed.
• Favorite, Excel export and Printable (top right of the heading): add the page to your favorites, export to Excel and open a print version. They appear together with the AI buttons only when there is no connection error.
• AI buttons: added next to these header buttons when the connection works, so you can ask AI about the vendor data shown. They use the data of the sections on screen.

Messages and what to do

• “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].”: the server or database configuration is invalid. Ask your administrator to correct it.
• “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].”: the SQL login failed. The original SQL message is shown above it. Fix the credentials.
• “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].”: any other connection failure. A technical detail line follows. Check the license and connection.
• A message that the workspace is not deployed: the TIPP workspace objects are missing in that division’s back-office database. Ask your administrator to deploy them.
• “Backoffice type not supported (CompanyType=…)”: the selected division is neither Exact Globe nor Macola. Select a supported division.
• “No data found.”: shown under a section that has no rows, for example a vendor with no open orders, no payments, no workflow or no documents.

What you cannot do here

• You cannot create or change purchase orders, payments, workflows or documents here. Click through to the item, order, workflow or document, or work in Exact Globe or Synergy.
• You cannot edit the Terms, Offset Account or paid totals; they are read-only.
• The last-five lists show only five rows each and cannot be paged or sorted.
• Only Open Purchase Orders can be sorted. The other sections have fixed order.

Related pages

• Vendor menu, Purchase Orders menu and Items menu: opened by clicking the vendor name, PO number or item code.
• Workflow request and document pages: opened from the workflow and document lists.
• Accounts Payable workspace: supplies the aging amounts shown in AP Summary.
• Backoffice Connection and License setup pages: required for the connection.

Common questions

• What does Vendor Snapshot show? One vendor’s terms, paid totals, open purchase order lines, amounts owed by age, last five payments and latest workflows and documents.
• How do I switch to a different vendor? Type another vendor code in the Vendor Code field and leave the field. The page reloads for that vendor.
• How do I switch division? Pick another one in the Division box at the top. The vendor is looked up in that administration.
• What do Paid YTD, Paid Last Year and Paid Two Years Ago mean? Payments booked to the vendor in the current financial year and in the two years before it.
• What do PD 0-30 and the other AP Summary columns mean? Amounts owed to the vendor that are 0 to 30, 31 to 60, 61 to 90 and more than 90 days past due. Current is not yet due and Total is the sum.
• Why are there no open purchase orders? The vendor has no open lines. You then see “No data found.” under Open Purchase Orders.
• How do I sort the purchase orders? Click Item Code, Ordered, Received or Requested in the heading. Click again to reverse.
• Why is everything empty with an error at the top? The back-office connection or workspace deployment failed. Read the message and ask your administrator to check Backoffice Connection and License.
• Why does it say “Backoffice type not supported”? The division is not an Exact Globe or Macola administration.
• How do I open the workflow or document I see? Click its ID in Most recent workflow or Most recent documents.
• Why do I only see five payments? The Last 5 payments section is limited to the five most recent.