Supplier Records and Settings

Settings

These settings relate to Supplier records and transactions.

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• 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 users 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 users 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 users to select the one used to record Supplier Payments.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

• 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 users 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.

Transaction Access Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• 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. Allows users to only view the form, and not the profit margins.

  • Status (Up only): Allows the user to 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.

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• Accounting > Supplier Age Analysis - Access Allowed: Checkbox. If checked, access is allowed.

• General > Supplier Payments - Access Allowed: Options are:

  • None: No access is allowed.

  • User: The user may view and edit the supplier payments.

  • Full Access: The user has access including all the context menu functions. 

• General > Supplier Summary - Access Allowed: Options are:

  • None: No access is allowed.

  • Limited: The user may view the customer summary.

  • Full Access: The user has access to all the context menu functions.

• Setups > Suppliers - Access Allowed: Checkbox. If checked, access is allowed.

• Setups > Suppliers Accounting - Access Allowed:  Checkbox. If checked, access is allowed.

List View

Buttons Explained

• View: Generates a list of Suppliers based on the selected filters.

• New: Creates a Supplier Record.

• Actions: Allows changes to all the selected records:

• • Batch Update: Changes all the selected records when Update (button) is clicked. The options are:

• • • Status: Changes the Status to the one selected from the dropdown list.

    • Terms: Changes the Terms to the one selected from the dropdown list.

    • Credit Limit: Changes the Credit Limit to the one selected from the dropdown list.

    • Category: Changes the Category to the one selected from the dropdown list.

    • VAT Type: Changes the VAT Type to the one selected from the dropdown list.

    • Region: Changes the Region to the one selected from the dropdown list.

    • Entities: Changes the allocated Entity to the one selected on the dropdown list. Only applicable if more than one Entity was created.

    • Groups: Adds or removes the selected group.

• • Format: Formats the names so each word starts with a capital letter.

• Output: Displays the allocated templates, or a message that no templates are linked.

• Menu

• • Reset Data Filter: Resets all the data filters.

• • Settings

• • • Edit Categories: Interface to create or edit categories.

    • Edit Regions: Interface to create or edit regions.

    • Edit Positions: Interface to create or edit job positions.

    • Edit Groups: Interface to create or edit groups.

• • Export

• • • Email Excel

    • Export Grid

• • Layout & Grids

• • • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Category: Filters the data to include All or only a specific Category.

• Region: Filters the data to include All or only a specific Region.

• Group: Dropdown list of groups. Shows only records matching the selected Group unless All is chosen.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number allocated to the entry.

• RID: The system-generated number allocated to the entry.

• Status: The status of the supplier record.

• Name: The supplier's name.

• Code: The supplier's code (account number).

• Category: The category allocated to the supplier.

• Region: The supplier's region

• Terms: The supplier's terms.

• Groups: The group/s allocated to the supplier.

• Telephone: The supplier's phone number.

• Website: The supplier's website URL.

• Credit Limit: The supplier's credit limit.

• VAT Type: The supplier's VAT Type.

• VAT No.: The supplier's VAT registration number.

• Vendor No.: The supplier's vendor number.

• Currency: The supplier's currency.

• Bank Name: The supplier's bank details: Bank Name.

• Bank Branch No: The supplier's bank details: Branch Code. 

• Bank Account No: The supplier's bank details: Account Number. 

• Bank SWIFT Code: The bank's international clearing code.

• Note:

• Created by: The User who created the entry.

• Created: The date on which the entry was created.

• Updated by: The name of the User who last updated the transaction.

• Updated: The Date on which the transaction was last Updated.

• Menu (...): A submenu to:

• • Open Supplier: Opens the supplier record for editing.

• • Delete Supplier: Deletes the supplier record if it has not been used in any transactions or linked to any service tickets.

• • View Supplier Summary: Displays the supplier summary.

Edit View

Buttons Explained

• ⬆ ⬇: Arrows to scroll through supplier records.

• Output: Displays any output templates, or a message that there are none.

• New: Creates a Supplier Record.

• Delete: Deletes the record if it has not been used. 

• Save: Saves the changes (greyed out if there are no changes).

• Menu

• • View Supplier Summary: Displays a summary of the supplier's transactions and activity as specified under General Settings.

• • View Changelog: Displays a note with a summary of all the changes.

• • Layout & Grids

• • • Save

    • Save (All Users)

    • Restore Default (All Users)

Fields Explained

• Name: A field to enter the Trade Name of the supplier.

• Category: 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:

• • 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.

Categories

• Suppliers can be linked to Categories (e.g. hospitality, manufacturing).

• Categories are created from Supplier List View > Menu (button) > Edit Categories.

Regions

• Suppliers can be linked to Regions. 

• Regions are created from Supplier List View > Menu (button) > Edit Regions.

Positions (Job Descriptions)

• Positions can be created to specify the positions held by Supplier's Contact staff (e.g. Manager, Bookkeeper).

•  Positions are created from Supplier List View > Menu (button) > Edit Positions.

Groups

• Suppliers can be grouped. 

• Groups are created from Supplier List View > Menu (button) > Edit Groups.

Related Topics

• Reference: Supplier Age Analysis

• Reference: Supplier Debit Notes

• Reference: Supplier Invoices

• Reference: Supplier Payments

• Reference: Supplier Portal

• Setup: Supplier Age Analysis

• Setup: Supplier Payments