How do I add a new supplier?

 

NOTE - Before you can create a customer, please create the relevant approval status, currency and VAT group for the supplier you are adding.

 

To add a new supplier, navigate to Data⇒Organisation⇒Supplier. 

 

Click on the New icon to create a new supplier.

 

TIP - You must fill out all the red mandatory fields to be able to save a new supplier. Red mandatory fields are on the Basic, Address and Finance tabs.

 

Enter the supplier’s name and complete the other fields on the Basic tab as applicable.

 

• Alternative Name - for if your supplier is known by any other names
• Internal Approval Status  - if your company has a list of approved suppliers, it can maintained through the system if the approval status of each supplier is kept updated. The drop down field options are XXXXX
• Upload File - any supporting documents relating to the approval status e.g. certificates can be uploaded for reference
• Scope of Approval - enter details of the goods/services that the supplier is approved to provide your company
• Expiry Date - enter the date the supplier's approval is next due for review
• Standard Delivery/Transit Time - delivery time to be taken into consideration when a purchase order is being planned e.g. items for import may take additional days to be delivered

 

Once you have completed the Basics tab, click on the Address tab.

To enter an address, click the New Address button

Fill out the mandatory Site/Name field, such as Head Office or London branch - this field is a label for the address and will not appear on any documentation. Fill in the rest of the  address details

Then click the Update button to add the address to the list on the left. This will also select the address you have just entered as the Supplier's default order and payment addresses.

Click on the Clear button. If you have more addresses to add, click on New Address and repeat the steps above. Use the drop down lists to select the correct default invoice and delivery addresses as required.

Once you have completed the Address tab, click on the Contact tab.

Click on the New Contact button to add a contact.

Fill out your contact's details then click Update.

If you want the contact to receive purchase orders via email, use the drop down box and select Yes, then click the Update button. Click the Clear button and repeat the above process for any additional contacts.

 

Then click on the Finance tab.

Complete all the fields you have information for.

<>TIP As a minimum, you must complete all mandatory fields before saving the new supplier. Any additional information can be added later if required.

• Accounts Code - the code associated with this supplier in your accounts package
• Payment Terms - the payment terms as per your agreement with your customer
• Pro-forma - if Yes is selected here, users raising a purchase order on this supplier will be warned that it is  a pro-forma account.
• Credit Limit -  this field is for reference only
• On Stop - if Yes is selected here, the system will require authorisation before allowing any purchase orders for this supplier to be created
• Currency - the currency the supplier works in
• VAT Group - the VAT group the supplier belongs to
• VAT Number - the customer's VAT number
• M.O.C. - The Supplier's Minimum Order Charge

Once you have entered the data, click the Save button.

Click Close to go back to the supplier list, your new supplier will now show in the list.