Suppliers are used for Purchase Ordering and to identify who you purchased from. Also, we can use this information when posting to the finance system.

Finance System Posting

Information added to a new supplier will post a new supplier account in your finance system; Many of the fields are designed to be sent through to the finance system however you will need to complete the setup in your finance system and afterward information from the finance system will be used in this screen.

The fields in the header section - Account, Name, and Supplier of - should be filled mandatorily. Tabs on this page are explained below.

Supplier Maintenance Tabs:

1 Supplier Details
2 Credit Control
- 2.1 VAT Details
- 2.2 Credit Review
3 Bank Details
4 Defaults
- 4.1 Discounts
- 4.2 Export Option Details
5 Contacts
6 Products
7 Transactions

Supplier Details

As a minimum, you need to enter the following details in the fields provided:

Address
Contact information
Country code

Purchase Order Send to Supplier - Using the POP Documents to send via email or print you will need to complete the email information and select to send this by email to your supplier.

Credit Control

Terms

The yellow (read-only) fields come from the finance system.

If the Credit Limit is not set, then the account has unlimited credit, where it is set, the system will check to see if the amount you wish to add to the purchase order takes the account over the credit limit.

Credit Control

VAT Details

The VAT Code and the Currency are mandatory fields and need to be entered or looked up using the F11 function.

Credit Review

This contains the Memo field.

Bank Details

The details on this are used to pay your supplier and are provided to the finance system when the account is created. You need to fill in the bank name, address, and account details.

Defaults

Analysis

This allows you to specify alternative analysis information for this supplier. In general, we use product analysis, and this is not required unless you wish to use supplier analysis. However, this needs to be set up at the original configuration time.

Nominal Account → This can be used to override the Default Nominal codes for this specific supplier.

Discounts

Set the percentage of discount that can be provided.

Export Option Details

When using the POP Documents option to print or email the purchase order, this section is used to determine what would normally happen for this supplier.

You can select how you would like to receive PO Acknowledgement - by email or print or both ways.

Country Specific PO Acknowledgement → This is only applicable for FR suppliers where the purchase order will be sent in French.

Contacts

Enter your supplier contacts into the list and maintain them from the same place.

Only those with the Email PO selected with receive a copy of the emailed purchase order.

Products

This screen will show the list of products.

A product translation matrix is stored for customers & suppliers, on their respective screens. The customer/supplier's own product codes can now be stored and these are visible and available to search by during POP / SOP creation.

For customers, SOPs communicated to the warehouse now contain the customer's own product code, should the warehouse wish to output this information on delivery notes etc. The customer's product code is now also available on sales invoice templates alongside the company's product code.

For suppliers, similar changes to POP have been made as described for SOP above but for the POP documentation only, this information is not submitted to the warehouse.

Transactions

Use the “Get Accounts Data” button to populate the transactions on this screen when you are linked to your finance system, the open transactions then appear on the form, all these are read-only.

The money values shown come from the sending system and they may display to only single decimal places.

The ‘Type’ column also comes from your finance system, so you need to consult this system to find out what the codes mean.