Vendor and Rates module 

The Vendors and Rates module stores vendors (sometimes referred to as suppliers) and their rates in a familiar tree structure.

Vendor hierarchy

Two types of vendors

  • Utility company
  • Internal (to generate chargeback bills)

View all accounts for a vendor

You have two options for viewing all accounts linked to a vendor

Option 1: In the application:

  1. Go to the Vendors and Rates module.
  2. Select the vendor.
  3. Click on the Accounts secondary tab.

Option 2: With spreadsheet:

  1. Go to the Setup Spreadsheets Log screen.
  2. Click Download and select Update Spreadsheets.
  3. Download the Update Accounts spreadsheet.
  4. Sort the spreadsheet by the Vendor Code column.

Steps to change a rate schedule

  1. Open the Vendors and Rates module
    Navigate to the Vendors and Rates area of the system.
  2. Locate the vendor
    Find the vendor associated with the rate schedule you want to update.
    - Select the commodity (such as electricity, water, or gas).
    - Click on the rate schedule you want to change.
  3. Copy the existing rate schedule
    - Go to the Properties tab of the selected rate schedule.
    - Click the Copy button.
  4. Set the effective date
    - Enter the new effective date for the copied schedule.
    - This ensures the new rates apply starting from the chosen date.
  5. Enter cost information
    - Add the Use unit cost.
    - Add the Demand unit cost, if applicable.
  6. Add line details
    - Include any necessary meter lines.
    - Include any required account lines.
  7. Complete custom fields
    - If prompted, fill in any custom field values.

Steps to delete a vendor

  1. Go to the Vendors and Rates module.
  2. In the module menu, select List by Vendor.
  3. Open the Actions menu.
  4. Select Delete Vendor.

You can only delete a vendor in the Vendors and Rates module when using the List by Vendor view. Use the Actions menu to delete the vendor.

To create a new vendor

  1. Go to the Vendors and Rates module.
  2. Click on any existing vendor.
  3. Open the Actions menu.
  4. Select New Vendor.
  5. Complete and save the form.

Vendor account lines

Vendor account lines are defined line items that automatically appear on all new bills for a specific vendor. You set them up on the vendor's Properties page. These lines help ensure bill consistency, especially for reporting purposes.

  • Default Bill Lines
    When you add vendor account lines, they show up by default on every new bill for that vendor.
  • Edit Location
    You can only create or change vendor account lines from the vendor Properties page.
  • Copy Feature
    You can copy account lines from one vendor to another, saving time during setup.

Copy account lines to other vendors

To save time and keep billing consistent, you can copy vendor account lines from one vendor to another. This is helpful when multiple vendors use the same set of standard charges or categories.

Why use this?

  • Faster setup
    No need to enter the same line items manually for each vendor.
  • Consistent reporting
    Ensures all related vendors use the same account line structure.

How it works

You start with a vendor that already has account lines set up. Then, using the Copy function, apply those lines to another vendor.

🔒 Only users with permission to edit vendor settings can copy account lines.

When you copy account lines to another vendor any existing account lines are replaced.


Vendors and rates module menu

Settings

  

Custom Fields for Vendors

 Edit and create custom fields for vendors.
Custom Fields for Rate Schedules Edit and create custom fields for rate schedules.

Hierarchy

This section determines how your vendors and rates are displayed.

List by Vendor

vendors and rate tree

List by Commodity

vendors and rates tree

Control your tree view by choosing name, code, or both.

Display Name

vendor and rates tree

Display Code

vendors and rates tree

Display Name [Code]

 vendors and rates tree

Display Code [Name]

  vendors and rates tree

Create an automatic vendor commodity group

Create an automatic group while in the Vendors and Rates module.

  1. Select a commodity or rate, use the Actions menu to automatically create a group.
    Auto Create Button
     
  2. Enter a name and select a category for the group.
    create meter group form
     
  3. Save and view your new group. Group names must be unique per category.
    building group