Contents

Create a supplier account

Caroline Buckland Updated by Caroline Buckland

The process

Before a transaction can be processed, a supplier file must exist. The supplier code will be required on the invoice header.

The system will use the codes and controls held on the supplier when processing the transaction.

There are four types of supplier account:

1

Normal Supplier

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standard suppliers used on a regular basis

2

Employee

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used for employee expense claims, note that normal suppliers can also be used for employee accounts and be assigned a differetn payment method.

3

Sundry

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ad-hoc suppliers with whom the business carries out ‘one-off’ transactions

4

Factor

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used so that numerous suppliers can be consolidated into a single payment.

The following components make up the supplier file.

  • Master Details - this includes code, name and currency
  • Addresses - address lines and email addresses
  • Purchasing Controls - used to categorise, settlement terms and discount terms
  • Tax Registration - details tax rate and tax tolerance
  • Accounts Payable Controls - Payment Details
  • PM Controls - Tolerance relating to order and invoice price matching, delivery lead time and order turnover maintenance
  • Elements - only used for Multi company accounting and allows you to enter which companies (elements can use this supplier)

New supplier accounts are to be manually entered and maintained. This document will describe the steps required to create or maintain a supplier account.

Creating a new supplier

To access the supplier creation screen: Accounts Payable- AP Processes-Suppliers-Maintain Suppliers.

Use the Insert button.

The supplier Name screen is displayed. 

Supplier: depending on how your organisation numbers suppliers will define what needs to be entered

  • Manual Numbering - enter a account number of choice
  • Automatic - leave blank and on update the system will allocate a number
  • Automatic with a prefix code - enter a prefix code and then on update the system will allocate a number

Name: the full supplier name.

Short name: a suitable abbreviated name that will be used to search for this account.

Currency: prompt for a code or use *** to allow multi-currency

If the field has a magnifying glass, it means that this field is promptable, and you can use Prompt to help find the code.
 Click the magnifying glass.
You can enter a code or description to limit your search.
Select the code and then select OK. This will return you to the screen you came from, with your chosen code in the field.

Address details

Address details need to be entered to represent the payment and purchase order address.

The roadmap at the top of the screen will indicate the next step. Select Supplier Addresses.

Enter at least one address line. The Address Number must be set to zero, this acts as the default address for the supplier and will be the payment address.

Other addresses can also be maintained such as old address details or different order addresses.

  • Payee Name: this will default to the supplier name
  • Address Lines 1 to 6: up to six address lines may be entered
  • Post Code: enter post code
  • Contact Details: enter a contact name
  • Telephone Number: enter contact telephone number
  • Fax Number: enter a fax number
  • Contact Details: enter a contact name
  • Supplier email: enter supplier email
  • Contact email: enter supplier contact email
Note: select the different tabs to locate the fields.

To move to the next screen select the Purchasing Controls tab.

Purchasing Controls

These controls relate to data entry, settlement terms and category used to categorise suppliers that can be reported upon.

Remember you can Prompt to find all of the codes.

Category Code:  enter a category code.

Press enter on the keyboard (or select Save) to validate fields and you will moved to the next mandatory field.

Settlement Terms: enter a code that represents the payments for that supplier.

Discount Terms:  enter a code for the discount received

Custom fields are also available by selecting the Custom Fields 1 and 2 formats

To move to the next screen select the Tax tab.

Tax Controls

When a transaction is entered in the data entry scree this is the default code that is entered on the lines, this can be overridden at data entry.

Location: enter a location code

Tax Code: set a default Tax Code

Handling code: enter a handling code

Default Flag: set this to ‘Y’

Tax Type: will default

To move to the next screen select the Purchasing Controls tab followed by AP Controls tab.

AP Controls

These controls relate to how the supplier wants to be paid, we add the bank account details if they require a BACS payment.

This is how the supplier will be paid and is a mandatory format.

Method: select a payment method

Pay Code: enter pay code that represents the payment method

If bacs payment the following fields need an entry:

Sort Code: the sort code of the suppliers bank

Account: account number of the suppliers bank

Method: select Bacs or Manual Cheque

Pay Code: enter the code to represent Bacs or cheque

Select the PM Controls tab.

PM Controls

This format has no mandatory fields but must be visited or you will be unable to create purchase orders against this supplier.  

If not using ICA select Save. (ICA represents multi company accounting)

If you are using ICA select the Elements tab.
Enter the Elements the Supplier can trade with and enter a Y in the Balance and Turnover fields.

 Once complete select Save.

 

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