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.
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 in the top right of the page, then tick/untick the information you want to see or not.
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
Depending on the type of accounts selected, will depend on the Tabs that will be displayed.
The Tabs
Supplier details are kept in this tab e.g VAT and Company number.
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:
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.
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.
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.
Aliases – used to provide alternative Supplier names for matching purposes during AP Automation process.
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 manger.
A list of the Suppliers documents are 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 Suppliers bank accounts are added here. More than one bank account can be added and you can set one as the default account for transactions.
Amend suppliers information
To amend a pre-existing suppliers information, select a supplier then press Amend.
Make the required changes to the selection criteria then press Apply.
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 February 2024