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.

Note

To view the legacy version, please select Legacy User Guide.

How to view Suppliers

View Suppliers

As per Generic Navigation options, either from left-hand navigation panel, select Suppliers from the Purchases folder or enter Suppliers in the Search option.

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

Tip

To modify the columns displayed, select option on the right of the column display, 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.
Select New.
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/s that you would like the supplier to be.
  
  Depending on the type of accounts selected and the User roles, will depend on the Tabs that will be displayed.
The Tabs
This section will present the contacts that you have listed for the supplier. Select 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

This Legal entity value will show when Exporting the Supplier details.

When Importing the data, the Legal Entity code must exist in order to populate the Legal Entity on the contact record.

Select the ? help option to give further input details for each field.
Select the ? help option to give further input details for each field.

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 select 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.
- Cash purchase – Enter a text filter to prevent the creation of cash purchases 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 cash purchases.
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.

Note

If the User account has Supplier: Read Only (excluding bank accounts) as a User role, then this Bank accounts tab will not show and the Supplier record will be Read only.

If the User account has Supplier: Read Only as a User role, then this Bank accounts tab will show and the Supplier record will be Read only.

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 -
Select either Submit once happy with details or Create as draft to be able to edit further before submitting.

Note

Returning to this document via the Edit option will notify other users viewing the same document that it is being edited.

Submit draft Suppliers

This allows Users to Submit draft Supplier records directly from the finder view list instead of having to open each record individually to submit it.
The feature supports selecting multiple draft Suppliers.

Select Suppliers from one of the options as shown above in View Suppliers.
Select the draft Supplier to Submit directly.
Select Submit on the Action Bar.

How to amend Suppliers

Amend supplier's information

To amend a pre-existing supplier's information, select a supplier then select Amend for the option.
Make the required changes to the selection criteria then select 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.
From the option, 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, a message warns the user that bank account(s) will be included in the merge.
Note

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

... then the option 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.
  
  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/Export Supplier details

Import/Export Supplier details

Select Suppliers from one of the options as shown above in View Suppliers.

Select Supplier Import from the option.
Enter options for Import.
- File: The source file created and saved previously.
- Apply supplier group defaults: Tick this option for defaults.
- Submit: Tick to import Suppliers as Submitted. Leaving blank will leave imported Suppliers in draft state.
- Net Amount and Account Id on detail lines will be determined from related Product.
- Legal Entity, Currency, Fund, UOM and Bank Account are all required parameters.
- Department, Cost Centre and Fund will be added to the posting attributes on the detail lines from the import.
- If the product is not identified, the import will fail.
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.

Note

An error message will displayed if the URL type does not exist in iplicit.

Warning

iplicit allows a maximum of 5,000 rows in a single Import.

If your Import is too large, an error message will tell you that the Import cannot be processed and will advise you to create smaller Import files.

If the latter is not possible, please contact Customer support.

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 select Lock from the option.

Updated September 2026

Suppliers

Note

How to view Suppliers

Tip

Note

How to create a new Supplier

Required field explained

The Tabs

Note

How to submit a draft Supplier directly for finder menu

How to amend Suppliers

How to merge Suppliers

Note

Note

Warning

Warning

Note

How to Import/Export Supplier details

Tip

Note

Warning

How to lock Suppliers