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Creating Suppliers (Vendors)

From the menu Payables tab, under Maintenance, click on "Add A New Supplier". The new details entered are only committed to the database as a new supplier once the user clicks on the button to "Insert New Supplier". If the user moves to another screen without clicking this button any entries are lost.

Supplier Code

This field is used as a unique identifier for the supplier (maximum of 10 characters of text - letters or numbers). This allows faster searches for suppliers - rather than the full text of the supplier name - and keeps the size of the database at a minimum since it is referenced on all supplier transactions, purchase orders, shipments and supplier contacts. It is also used in the narrative of purchase order receipts.The system will force this code to be in capitals and will not allow the use of spaces, the ampersand (&), * or hypen - or inverted commas (").

Note: A supplier code can be altered retrospectively but because of the large scale of the changes required to the system to update stock movement transactions, purchase orders, supplier contacts and supplier transactions it could present a significant drain on resources. The option to change a supplier code is therefore in the utility menu Z_index.php - which must be entered as a manual URL and is only accessible by the system administrator. Such changes should only be undertaken when there are no other users on the system.

Supplier Name

The name of the supplier is used extensively in lookups. Proper capitalisation and use of the full name of the supplier is recommended. The maximum length of the name is 40 characters.

Address Line 1, 2, 3 and 4

This is the address of where invoices and statements are to billed from. These fields will allow a maximum of 40 characters and are optional.

Supplier Since

This defaults to the current date - at the location of the web-server. This is purely a memo field for use in externally generated reports. Any valid date of the format defined in config.php for DefaultDateFormat can be entered.

Bank Particulars, Bank Reference

These fields are used in the export of a payments file to a bank software payments system - these are the fields that a supplier will see as references on direct credits into their bank accounts. These fields accept up to 12 characters.

Bank Account Number

This is used in the export of a payments file to a bank software payments system. The bank account number is the account number where the funds will be transferred to when a payment run is processed. Bank Account Number accepts up to 16 characters.

Payment Terms

The payment terms are the terms under which trade with the supplier takes place. The appropriate payment terms can be selected from the drop down list. If necessary, new payment terms can be defined separately from Setup tab of the main menu under the receivables/payables section.

There are no restrictions on altering payment terms for a supplier at any time. The system records the due date for an invoice at the time of entry - the due date is defaulted based on the terms defined for the supplier at the time of entry. The due date can be overriden manually should a special arrangement on any particular invoice be required.

Supplier's Currency

This is a compulsory field that identifies the currency in which the supplier invoices. All invoices and debit notes entered for the supplier will use this currency and the rate will be defaulted in transaction entry from the rates set up in the currency table - accessible from the Setup tab under General. The currency rates should be maintained at least monthly.

Note: that the rate is recorded in the transaction not the currency. If a supplier changes the currency in which they are invoiced it is possible to allocate a new currency receipt against invoices (invoiced in the old currency) in which case the system will calculate large differences on exchange. Note: There is no error check on this and care should be taken, should this occur, to ensure invoices are matched off in the currency in which they were originally created - the cross rate between the new and old currency will provide an equivalent amount of the old currency for entry and allocation.

Remittance Advice

If the supplier is flagged as requiring a remittance advice the payment run will create a report showing the make up of the invoices and debit notes being paid by the payment.

This feature is not currently implemented.

Tax Group

The tax group determines the tax authorities to which the supplier reports and must collect taxes for. It is this field in conjunction with the inventory location record that determines the rates of tax used in the automatic calculation of tax on suppliers invoices and credits. These rates can be over-ridden at invoice entry time.