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The Supplier Records screen

An overview of the Supplier Records screen, covering how to navigate, search, filter, and access supplier data and related purchase transactions.

Updated over a week ago

Access the Supplier Records screen

  1. Click Creditors then click Suppliers.

    • Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the 3 small horizontal lines and choose from the available filter list, then click OK.

The Supplier Records screen holds all your suppliers created in your database, and enables you to access other areas of Dimensions Cloud directly from the screen like the purchase transactions enquiry.

To create a new supplier, please refer to our Create a supplier record article.

All of our enquiries and record list screens use the same look and feel as well as functionality for consistency purposes.

  • You can run enquiries against all records or just a specific record.

  • You can apply filters to ensure that only the records you're interested in are displayed in the records window.

  • Access to different areas of Dimensions Cloud is controlled by your permissions.

When you start your journey on the Supplier Records screen, and select a supplier then access other areas of Dimensions Cloud, the enquiries will be based on your selected supplier.
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You can access a supplier's purchase transactions directly from the Supplier Records screen to filter transactions that are related to your selected supplier record.

Access purchase transactions directly from the Supplier Records screen

  1. Click Creditors then click Suppliers.

    • Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the 3 small horizontal lines and choose from the available filter list, then click OK.

  2. Select the checkbox in front of a supplier you wish to work with.

    • Note: The Action Panel automatically opens from the right-hand side of the screen.

  3. Select the Purchase Transactions action card.

  4. The Purchase Ledger Enquiry screen opens filtering on your selected supplier and displays all their purchase transactions.

You can also access the Outstanding Orders (outstanding purchase orders) enquiry or the Aged Credit enquiry for your selected supplier.
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The Action Panel tabs gives you direct access to enter notes or tasks for an existing supplier and access documents depending on your security profile permissions.
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The Supplier Records screen is made up of the following sections:

Sections

Description

Search field
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  • You can search on Supplier Code or Name.

  • Tip: You have to know the first few characters or numbers to be able to search as these searches are what we refer to as Begins With searches.

  • You can search for the beginning of each word in the available quick search fields, no matter where they are.

  • Example:

    • If you wish to search for an Account Name of "The Access Group", you can now enter the words "The", "Access", or "Group" and Financials will intelligently find this result.

  • For more ways to search for a customer record, please refer to our search for a supplier article.

Saved Filters List

  • A list of any saved filters that are available.

  • Filters are saved using the advanced filter panel, for more information please refer to how to use the advanced filter.

Advanced Filter
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  • Opens the advanced filter panel for advanced filtering.

  • Number indicator displays the number of applied filter criteria to the enquiry list.

  • For more information, refer to the advance filter articles we linked above.

Cog

  • Contains a list of actions which can be carried out on the enquiry.

    • Configure Columns - Customise the displayed columns in the best order to suit your needs. For more information please refer to Configure Columns.

    • Clear Criteria - Clears all the filter criteria that you have added directly for a column displayed. Doesn't clear the filter you have added to the Advanced Filter panel.

    • Reset Sorting - Removes any sorting that you've set on all displayed columns.

    • Reset Default Column Width - Resets all column widths to their default size.

    • Export to Excel - All - Exports all the suppliers for the columns displayed on the screen.

      • If you wish to see all columns available on your export, you have to add all columns in the configure column option.

        • The current limit is set at 50,000 rows to protect the performance.

    • Export to Excel Current View - Exports the currently displayed or loaded records and columns, the default is to load 100 records.

      • If you wish to see all columns available on your export, you have to add all columns in the configure column option.

      • Once you scroll past the 100th record, this loads another 100 records. This is done to make sure that you don't come across any performance issues when you have hundreds of thousands of records.

The Grid

  • Default columns are displayed when the Supplier Records screen opens. You can change the columns position by pointing to the column label and once the cursor changes to a little hand, hold down your left mouse key and drag it to your desired position. For more information on how you can design your columns, please refer to our Configure Columns article.

  • Each column is sortable and you can sort on multiple columns at the same time.

  • You can filter on all of the columns by pointing to the column label with your mouse and clicking on the 3 small horizontal lines to open the filter window.

  • You can increase and decrease the column width and the settings are saved for you so you to only have to do this action once.

Hyperlinks - Code and Name

  • You can click on the hyperlinks on the Code and Name columns to view your supplier in detail as well as setting the supplier to be in edit mode which depending on your security permissions opens in edit or view mode.

    • If you don't have access to supplier records, you will not be able to access the Supplier Records screen.

Action Panel - Access other areas and options

  • Select the checkbox in front of a supplier to open it.

  • The Action Panel automatically opens on the right-hand side of the screen where you can access action cards.

  • The Actions tab displays all action cards that are available for your security permissions.

  • On the Tasks tab, you can enter tasks for the selected supplier. You can only select one supplier at a time to enter a task for.

  • On the Documents tab, you can upload, download, preview, delete, and view a list of documents for a supplier.

  • On the Notes tab, you can add notes for the selected supplier. You can only select one supplier at a time to enter notes for.

  • You can close the Action Panel by clicking on the arrow icon in the middle of the panel. You can also open it again manually by clicking on the arrow icon on the right-hand side in the middle of the Supplier Records screen.

Related Articles
The Customer Records screen
The Nominal Transactions Enquiry screen
The Outstanding Purchase Order Enquiry screen
The Purchase Transactions Enquiry screen
The Sales Transactions Enquiry screen
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