Suppliers

A supplier is a Contact account that can be used in a number of purchase Document types throughout the system.
See Contact accounts for more information on how to manage contacts.
If needed, a supplier can be a resource as well. This is used in special circumstances e.g. if you have contractors submitting timesheets through the system and you wish to create self-billing invoices for them. This scenario would require them to be a resource and to have access to timesheets in the system as well as being a supplier to invoice.
The screenshot below shows a sample grid of suppliers, which includes some information about the suppliers.

How to view Suppliers

View Suppliers

Select Purchases / Suppliers from the Main section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select Purchases then Suppliers -

or enter Suppliers in the Quick Launch Side Menu.

This will then show the Suppliers on the system where normal customisation of Sets can be used.

Tip

To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

Note

If Enforce data access control is set on the Contact group, you will need the correct Data Access Control access on the Legal entity to see the correct records.

How to create a new Supplier

Create a new Supplier

Select Suppliers from one of the options as shown above in View Suppliers.
Press New.
Enter the account name.
Fill in the required fields.

Required field explained
- Account Name: Enter the account name to identify the contact account.
- Tick boxes: Tick the type of contact account that you would like the supplier to be.
  
  Tip
  
  You can tick more than one.
Depending on the type of accounts selected, will depend on the Tabs that will be displayed.

The Tabs
This section will present the contacts that you have listed for the supplier. Press Edit then Add to list more contacts under the supplier.

You can also Assign or Unassign a contact to be the supplier.

Supplier details are kept in this tab e.g. VAT and Company number.

If a Supplier group is selected in the Supplier tab that has Enforce data access control option ticked in Contact groups, then Legal entity is a mandatory requirement.
Note

If a Supplier group is selected that has Enforce data access control option ticked in Contact groups, then Legal entity must be specified in the Details tab and is mandatory.

General:
- Supplier group: the supplier will inherit defaults set to that group e.g. payment terms and tax band. To inspect the group and view these defaults hold down the Ctrl key then press the supplier group.
- Currency: default currency for the Supplier.
Hold:
- Hold: ticking this box will place the supplier on hold meaning documents can be made as drafts but cannot be posted to the general ledger.
- Stop: ticking this will mean no documents can be made for this supplier.
Payment:
- Payment methods are selected in this tab.
Tax:
- Tax authority - this is defaulted from the Supplier Group but can be overwritten. It is also used to determine the available tax bands & tax codes which can be used for documents created for the Supplier
  
  When Multi is ticked, Multi tax authorities field appears to allow for multiple tax authorities to be entered. This will allow buying from suppliers with different tax authorities.
  
  Domestic reverse charge: This is a VAT procedure used in the UK. Ticking this option will mean the responsibility for reporting VAT shifts from this supplier to the buyer. This means that the buyer accounts for the VAT on their VAT return instead of the supplier.
Defaults:
- Select defaults that will be evaluated when processing related documents. e.g. AP Automation.
  
  Cost centre and Department have the ability to fix these defaults, when you want to enforce the specific entry.
  
  Note
  
  Account and Product defaults have higher priority when evaluating these fixed defaults.
AP Automation:
- Tax inclusive where ambiguous - if ticked, use the default behaviour for scanned documents where it is not clear if the tax is included or not.
- Override currency - tick if you wish to override the currency value determined by the document intelligence with the currency of this supplier.
- Disable line item creation - if ticked, registered document line(s) will not be created when using AP Automation. NB - The invoice check total will still be populated.
- Combine line items - if ticked, this will create a single line on related registered documents. NB - This will sum the lines value.
  
  If there are more than one items on the scanned document, the description will show as Combined line items.
  
  If there is one item on the scanned document, then the description will be the one showing on the document.
  
  Note
  
  You cannot have both Disable line item creation or Combine line items ticked together. Once one is selected, then the other will be greyed out.
- Ignore Their Ref - Tick this checkbox to stop matching the supplier based on the Their Ref field on the supplier record and the Their Ref on the document in AP Automation.
- Aliases – used to provide alternative Supplier names for matching purposes during AP Automation process.
- Credit note – Enter a text filter to prevent the creation of credit notes when the specified text is detected on a document processed by Accounts Payable Automation. If left blank, the system will follow the default process for identifying and creating credit notes.
This tab will only show if the Supplier is also a resource.

The resource management is setup in this section e.g. allowing timesheet and tasks.

Resource group and department is set in this section which will result in the resource inheriting defaults set for the groups or departments e.g. authorisations or absence entitlement.

The resource manager is set in this section which will affect Authorisation Workflows sent to the resources manager.

A list of the Supplier's documents is stored in this tab e.g. Invoices.

The transaction history for the Supplier is stored in this tab. There are also analytics available to customise how you see the data.

This is where the Suppliers old documents will be stored.

The Supplier's bank accounts are added here. More than one bank account can be added, and you can set one as the default account for transactions.

If this Supplier is an Irish supplier that is going to use the PSWT option, then tick the PSWT Deduction option.

Fill in the mandatory fields -

For Non-Resident option, the fill in following mandatory fields -

How to amend Suppliers

Amend supplier's information

To amend a pre-existing supplier's information, select a supplier then press Amend.
Make the required changes to the selection criteria then press Apply.

How to merge Suppliers

Merging suppliers

Merging Suppliers will transfer data from one Supplier to another Supplier and then lock the original supplier. Situations where this can be used is where a duplicate supplier has been created by mistake. So, instead of re-entering everything again, they can just merge from the old supplier to the new one.

Select Suppliers from one of the options as shown above in View Suppliers.
Identify the 'From' Supplier that is to be merged and the 'To' Supplier that it will merge into.

e.g.
Select and open the 'From' Supplier that is to be merged.
On the icon, select the Merge supplier option.
- A message will show a warning that the merge process is permanent.
- If payments have been made via this Supplier, then Bank accounts should be included in the merge. If this is the case, the following message will show.
Note

If the Supplier is also linked to a Customer ...

... then the icon will also have the Merge customer option.

Note

This Merge supplier option will not be available for Suppliers that are Interco, a Legal entity, a parent or have a parent contact account.
Enter the 'To' Supplier to merge to.
- Lock: This option will be ticked as default so that the 'From' Supplier will be locked and not available for use in the future. If, for some reason, this Supplier will still be required, then untick this option.
Merge options:
- Attachments: Tick to copy any Attachments from the 'From' supplier to the 'To' supplier.
  
  'To' supplier will show all Attachments once merged.
  
  Warning
  
  Deleting an Attachment from the 'To' supplier that has been merged from the 'From' supplier, will also delete the Attachment from the 'From' supplier.
- Bank account(s): This option will be ticked (or should be) when payments have been made to any of the bank account(s) on the 'From' supplier.
  
  The 'To' supplier will show all Bank accounts once merged.
- Note(s): Tick to copy Notes from the 'From' supplier to the 'To' supplier.
  
  'To' supplier will show all Notes once merged.
  
  Warning
  
  Deleting a Note from the 'To' supplier that has been merged from the 'From' supplier, will also delete the Note from the 'From' supplier.
- Defaults: Tick to copy default values from the 'From' supplier, if they exist, to blank default options in the 'To' supplier. If any default options are populated in the 'To' supplier, these will not be overwritten.
  
  e.g. Default values in the 'To' supplier -
  
  Default values in the 'From' supplier -
  
  So, Cost Centre and Department will not be overwritten as they exist in the 'To' supplier defaults, but as Location is blank in the 'To' supplier, then it will be populated from the value that exists in the 'From' supplier.
- Reason: Enter a reason why the Suppliers are being merged.
  
  Note
  
  If none of these options are ticked, it will still do the merge but only merge the appropriate documents, such as Purchase invoices and GL records to realign them to the 'To' supplier.
Select Apply to complete merge.

Once the 'From' supplier has been merged and the Lock option was ticked, then the Merge supplier will no longer show on the option.

Also, any documents that were linked to the 'From' supplier will now be linked to the 'To' supplier.

How to Import Supplier details

Importing Supplier details

Select Suppliers from one of the options as shown above in View Suppliers.
Select Supplier Import from the button.
Enter options for Import.
- File: The source file created and saved previously.
- Apply supplier group defaults: Tick this option for defaults.
Tip

To create an Import file with the correct formatting, Export a file first and save to your external source. Then use this file to add updated Supplier details.
Select Submit.

How to Export Supplier details

Exporting Supplier details

Select Suppliers from one of the options as shown above in View Suppliers.
Select Suppliers Export from the button.
Enter options for Export.
- Supplier groups: Enter Supplier groups to export from the dropdown list.
- Include closed: Tick to include closed Suppliers.
Select Submit.
The Export file is created as an Excel spreadsheet.

This file can now be opened in Excel to show the following fields -

code description company_no tax_no contact_classification legacy_ref parent_contact_account_code is_parent their_ref country_code sic_code contact_type company_name title first_name middle_name last_name suffix job_title contact_supplier_group currency warning_message payment_method pay_recipient_contact_account_code allow_self_billing send_remittance pay_term credit_limit product_price_band discount_rate allow_invoice_duplication default_tax_authority is_multi_tax_authority multi_tax_authority_codes default_tax_band fixed_tax_band is_resale is_reverse_charge default_cost_centre fixed_cost_centre default_department fixed_department default_account default_product default_project default_stock_location default_responsible_resource default_legal_entity default_bank_account ignore_prepayment ap_automation_is_gross ap_automation_override_currency disable_line_item_creation combine_line_items ignore_their_ref ap_automation_aliases ap_automation_credit_note_filter ext.FlagTest ext.Custom1 ext.Custom2 ext.Custom3 ext.Custom4

How to Import Bank details

Importing Bank details

Select Suppliers from one of the options as shown above in View Suppliers.
Select Contact Bank Import from the button.
Enter options for Import.
- File: The source file created and saved previously.
- Update top bank: If a bank already exists for the contact account and you've input new details, ticking this box will update the top bank account's details.
Tip

To create an Import file with the correct formatting, Export a file first and save to your external source. Then use this file to add updated bank details.
Select Submit.

How to Export Bank details

Exporting Bank details

Select Suppliers from one of the options as shown above in View Suppliers.
Select Contact Bank Export from the button.
Enter options for Export.
- Supplier groups: Enter Supplier groups to export from the dropdown list.
- Include closed: Tick to include closed bank accounts.
Select Submit.
The Export file is created as an Excel spreadsheet.

This file can now be opened to show the following fields -

contact_account_code bank_account_name account_no sort_code bic iban routing_code bank_ref bank_currency bank_address bank_country_code bank

How to lock Suppliers

Lock a supplier

By locking a supplier, they will no longer be available for use in documents used in the features throughout the system.
To lock a supplier, select a supplier then press Lock.

Updated January 2025

Suppliers

How to view Suppliers

Note

Tip

Note

How to create a new Supplier

Required field explained

Tip

The Tabs

How to amend Suppliers

How to merge Suppliers

Note

Note

Warning

Warning

Note

How to Import Supplier details

Tip

How to Export Supplier details

How to Import Bank details

Tip

How to Export Bank details

How to lock Suppliers