Suppliers are those companies or individuals that organisations purchase goods or services from. An unlimited number of Suppliers can be added to a database. Provision is made to add multiple contact people to supplier records and specify their positions. Documents and correspondence are always sent to a Contact Person linked to a supplier.
Suppliers can be added to any menu (e.g. Main Menu > Office > Suppliers).
Accounting > Setup Supplier Age Analysis: An Edit field to select all the Transaction Types that should appear on the Supplier Age Analysis (e.g. Supplier Invoices, Supplier Debit Notes, and for Work in Progress: Purchase Orders).
Accounting > Setup Supplier Summary: An edit field to select the Transaction Types that should appear on the Activity graph (Account tab) on the Supplier Summary. All the transactions that involve suppliers are automatically displayed on the transactions tab and no setup is required for that.
Supplier Payments > Transaction Type – Accruals – Foreign Currency Payments: Provides a dropdown list of all the Transaction Types for you to select the one used to record foreign currency payments.
Supplier Payments – Transaction Type – Supplier Discounts: Provides a dropdown list of all the Transaction Types for you to select the one used to record Supplier Discounts.
Supplier Payments – Transaction Type – Supplier Payments: Provides a dropdown list of all the Transaction Types for you to select the one used to record Supplier Payments.
The following settings may be added to Supplier Payments (SP):
Accounting > Set Transaction Complete when allocated: Checkbox. If checked, once the payment amount is fully allocated the Status of the transaction is automatically set to Complete.
Transactions > Supplier Payments (SP) > Enable 'Clear Overpayment' function in Ledger: Checkbox, if checked users can automatically create an entry to clear an overpayment.
The following settings may be added to Supplier Payments – Forex 1 (SPFX1):
Accounting > Set Transaction Complete when allocated: Checkbox. If checked, once the payment amount is fully allocated the Status of the transaction is automatically set to Complete.
The following settings may be added to Supplier Payments – Forex 2 (SPFX2):
Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger: Checkbox. If checked, foreign exchange losses can be recorded automatically.
The following settings may be added to Supplier Invoices:
Supplier Payments > Transaction used for Supplier Invoices: Checkbox. If checked, the transaction is used.
Transactions > Caption for Due Date: Field for you to type a caption (e.g. Payment Due). If no caption is entered the field is supressed.
Transactions > Default: Set Due Date from Credit Terms: Checkbox. If checked the supplier's terms are used to set the due date.
Transactions > Enable 'Discount Outstanding' function in Ledger: Checkbox. If checked, the function is enabled.
Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger: Checkbox. If checked, the function is enabled.
Transactions > Enable Procurement/Purchasing: Checkbox. If checked, the function is enabled.
Access is needed for all the Transaction Types that affect supplier accounts.
Access is set in the Transaction Access column per selected user.
Access can also be set in bulk using Actions (button) > Batch Update.
Modules can be added or removed by using Actions (button) > Add/Remove Modules. Removing a module also removes the user's access.
The Access options are:
View:
None: The user has no access and cannot receive access for any of the other options.
All: The user may view all transactions.
Own (Rep): The user may view transactions if they were selected as the rep on the transaction. This access is not applicable to supplier transactions.
Admin: The user may view all the transactions and change the statuses.
New: If checked the user may create new transactions. Having access to copy transactions overrides this setting.
Edit: If checked the user may edit transactions.
Delete: If checked the user may delete transactions.
Est (Form only): Applies to estimates. Only view the form, and not the profit margins.
Status (Up only): Only move a transaction forward (e.g. change the status from Pending to Active, but not from Active to Pending). Users with Admin rights can change the status regardless of this setting.
A dropdown list of categories from which to select one.
Region
A dropdown list of regions from which to select one.
Website
A field to type the website URL.
Telephone
A field to type the telephone number.
Groups
An interface to add groups to the supplier.
Postal Address
A field to type the postal address.
Street Address (Default)
A field to type the street address.
Note
A field to type a note.
Contacts (tab)
Options to add contacts and to specify contact people for the supplier. An Add Contact button opens a form to type in the necessary contact details.
Accounting (tab)
Options to provide the following information:
Field
Description
Status
A dropdown list of statuses to select one.
Contact
A dropdown list of statuses to select the person who should receive the invoices.
Contact (Statements)
A dropdown list of statuses to select the person who should receive the statements.
Code
A field to generate a code (click the ellipses (...)) or type a code.
Vendor No.
A field to type a vendor number.
Reg No.
A field to type a registration number.
VAT Type
A dropdown list of VAT types from which to select one.
VAT No.
A field to type the supplier's VAT Registration Number.
Currency
A dropdown list of currencies to select one.
Credit Terms
A dropdown list of credit terms to select one.
Credit limit
A field to type the supplier's credit limit.
Bank Detail
Bank: A field to type the name of the supplier's bank.
Branch No: A field to type the bank's branch number or code.
Account No: A field to type the account number.
SWIFT Code: A field to enter the bank's international clearing code.
Supplier Payments > Discount
A field to type the settlement discount that is received on supplier payments.
Warning (Display on Transactions)
A field to type a warning that will appear on transactions.
Attachments (tab)
Options to add attachments which can be uploaded files or URLs. An Add Attachment button opens an interface from which a file can be uploaded, or URL inserted.
