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.
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 .
Main Menu > Setup > Suppliers > View
When selecting Edit Categories from the Menu button, a side-panel will appear, allowing you to add or edit Supplier Categories.
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.
When selecting Edit Job Description from the Menu button, a side-panel will appear, allowing you to add or edit Job Descriptions.
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.
Main Menu > Setup > Suppliers > New
Main Menu > Setup > Suppliers > View > Select Supplier > Double-click / right-click and Open 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.
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:
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.
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:
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:
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:
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.