Suppliers

Having more than one Supplier and price list for a certain product could make all the difference to a healthy profit margin. The Supplier database contains all your Suppliers in one single system, so that everyone in the business has access to the same list, with the same prices.

This topic shows you how to set up your Suppliers.

Discover Suppliers

Get Started

The Suppliers module is a fixed module that needs to be added to the Main Menu or/and to the Tile menu using Setup > Menu Manager.

Access needs to be granted in Main Menu > Settings > Users > Setups > Suppliers - Access Allowed .

Suppliers Interface

Navigation

Main Menu > Setup > Suppliers > View

Category Filter - This allows you to filter the Suppliers displayed in the data grid by Category.
Data Grid - The Suppliers data grid displays the ID, Name, Account number, Category, Telephone number, Fax number, VAT Type and VAT number of the Supplier. If the Active check-box is not ticked, then the Supplier will not be available in the Transaction modules.
By right-clicking on a Supplier in the data grid provides the following additional functionality:
- Open Supplier - This will open the Supplier Setup.
- View Supplier Summary - This will open the Supplier Summary side-panel.
- Delete Supplier - This will delete the selected Supplier.
Menu - The Menu button provides the following additional functionality:
- Edit Categories (see below)
- Edit Job Description

Edit Categories

When selecting Edit Categories from the Menu button, a side-panel will appear, allowing you to add or edit Supplier Categories.

Navigation

Main Menu > Setup > Suppliers > Menu > Edit Categories

To add a Supplier Category simply click on the Add button and enter a Name for the Category. To delete a category, click on the X in the desired Category's row.

The Menu button allows you to save or restore the Supplier Categories data grid.

Edit Job Description

When selecting Edit Job Description from the Menu button, a side-panel will appear, allowing you to add or edit Job Descriptions.

Navigation

Main Menu > Setup > Suppliers > Menu > Edit Job Description

To add a Job Description simply click on the Add button and enter a Description. To delete a Job Description, click on the X in the desired Job Description's row.

Suppliers Setup

Navigation

Main Menu > Setup > Suppliers > New

Main Menu > Setup > Suppliers > View > Select Supplier > Double-click / right-click and Open Supplier

Company - This is the name of the Supplier's Company.
Category - Select a Supplier Category from the Category drop-down list.
Detail - The Detail (image below) tab allows you to enter the following details of the Supplier:

a. Telephone - This will be the Supplier's reception telephone number.

b. Fax - The Fax number of the Supplier.

c. Postal Address - Here you can enter the Postal Address of the Supplier.

d. Street Address - Here you can enter the Street Address of the Supplier.

4. Accounting - The Accounting tab (image below) allows you to specify the following Accounting information of the Supplier:

a. Active - If the Active check-box is not ticked, the Supplier will then be hidden when performing Transactions.

b. Contact - This drop down list will be populated with the Supplier's Contacts (5), select the contact person responsible for Accounting.

c. Account No. - Enter the Supplier's Account number here.

d. Vendor No. - Enter the Supplier's Vendor number here.

e. Credit Terms - Specify the Supplier's Credit Terms here by selecting the desired Credit Term from the drop down list.

f. Credit Limit - Enter the Supplier's Credit Limit here.

g. VAT Type - Specify the VAT Type that applies to the Supplier here.

h. VAT No. - Enter the Supplier's VAT number here.

i. Warning - Any warnings you wish to record can be entered here.

Note

User-defined Fields can be added to Suppliers. For more about User Fields, click here.

If User-defined Fields are created for Suppliers, and additional tab will be available. See image below:

5. Contacts - The Contacts data grid will list all the Contact persons of the Supplier. Click Add to create a Contact (more below).

6. Menu - The Menu button provides the following additional functionality:

View Supplier Summary - This will open the Supplier Summary side-panel.
Save/ Restore Layout - This will save or restore the Layout.
Restore Default Layout - This will Restore the Default Layout.

Note

If any changes are made to the form’s layout or to the Input Fields, you need to Restore Default Layout to make the changes visible.

7. Created / By - This indicates when the Supplier was first entered and the User who entered the Supplier.

Supplier Contacts

To add a new Contact, click Add, and the data grid will populate with a new row. There are two ways to capture Supplier Contacts: you can simply complete the First name, Surname, Position, Tel, Mobile and E-mail fields in the data grid or you can right-click or click on the Ellipsis on a Contact row and select Edit Contact. By selecting Edit Contact, BOS provides more functionality for data capture than the data grid. See image below:

Navigation

Main Menu > Setup > Suppliers > New > Add Contact > Right-click on contact in data grid > Edit Contact

Once you've selected Edit Contact an Edit Contact interface will open. See image below:

Image - This field allows you to add an Image of the Contact Person.
General Details - Here you are able to enter the general details of the Contact Person. Complete the following fields:
- Title, First name and Surname - Enter the Contact's name here.
- Display as - This is the description that will be used throughout the application to represent the Contact.
- Company - This field will automatically populate, showing to witch Company the Contact is linked to.
- Position - Here you can specify the Contact's position in his/her Company.
Contact Details - The Contact Person's contact details can be captured here. The Tel field will automatically populate with the Tel number entered in the Supplier Setups.
Birthday - Enter the Contact's birthday here.
Note - Any additional notes regarding the Supplier Contact can be entered here.

Note

User-defined Fields can be added to Supplier Contacts. For more about User Fields, click here.

Once you are finished, click on the Arrow button next to the Edit Contact heading top-left and you will return to the Contacts data grid. All the fields of the Contact will automatically be populated in the grid. See image below:

Note

The Image, SMS and Fax fields in the Supplier Contacts Setups can be hidden. To do this navigate to Main Menu > Setup > Settings > General tab > CRM Group > Supplier Contacts - Hide fields: Image,SMS,Fax.

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