Supplier records
Supplier records hold all the Supplier's details including: VAT status; Currency; Bank details; current balance and turnover for the year.
From the Supplier's record, you can display and print details of all the transactions that have been posted to this Supplier.
Before you can insert a Supplier who is to trade with an EU State or a Non-EU State in a foreign Currency, you must have set up the Trading Currencies, and then the Countries.
Supplier ribbon
Insert - On most of the record list windows, e.g. Customer/Supplier, Analysis code, Project and Cost Centre, Stock item etc., the Insert button displays a simplified record window on which you can enter a basic new record 'on the fly'. e.g. for Customers. It is important that records entered 'on the fly' are completed, or at least reviewed later, to ensure that all the necessary details have been entered and are correct. When using an Access Workspace unlock and completing a record 'on the fly', there is a Postcode Lookup function.
Next /Previous
Find - The key find fields are Code, Name, Post Code, Phone, Sort Key, User Sort fields1 to 3 and the first field on the Contact tab.
Scroll - These buttons enable you to scroll through the available tab cards, when there are more than can be displayed on the window. They are usually located on the window toolbar, just above the tabs. When a button appears to be dimmed, this means that there are no more cards in that direction.
Custom
Info.
Terms
VAT
Address - see also Postcode Lookup
CIS
IR Approver
Documents
Correct
Transactions
O/s Ords
Age Cred
Supplier List
Selecting the Customer or Supplier List option displays a selection window with a choice of list options.
Show report with :-
Financial Info Includes Balance and Turnover figures. If selected, additional options become available.
Full Details Includes full Account Names and additional information.
Terms Prints the information entered on the Terms window.
Turnover Prints all thirteen period’s individual Turnover for the current year, last year and all previous years.
Bank Details Prints the details of the Customer's bank, as entered on the Bank tab card.
Communication Details Prints the Internet details, as entered on the Communications tab card.
Notes Adds the contents of the Notes tab card.
Addresses Prints all of the addresses stored for each Customer/Supplier.
User Keys Adds the three user definable User Key fields and their contents.
Show Subtotals Only Available if show Financial Info is selected and a Subtotal option is selected on the Sort Order/Subtotal window.
New Page For Each Record Will ensure that each Records details are printed on a separate page.
If using Currency and Financial Info is selected:
Home values Shows all records with Home values.
Home and Currency Shows all records with Home and Currency values.
Currency values Shows Currency records only with Currency values.
Use the Simple Search option to filter the records that will be retrieved for the report. Running the report without filtering out the records that you do not require might result in a large and unnecessary report being produced.
The report will default to Suppliers only but if you have the CIS module installed, the Simple Search window will enable you to change this to Subcontractors Only or Both. You can also select to Include inactive subcontractors in the list.
The list will default to Suppliers only as there is a separate Subcontractor List report.
Set the Sort and Subtotal options for the list.
Supplier record
Code - Take great care when deciding the scheme that you use for identifying your Suppliers, as meaningful codes will be much easier for all those who use them. A simple scheme would be to use the first few characters of the Supplier's name followed by a numeric suffix: Using this simple scheme you can enter the first few characters of the Supplier's name and click on the Code button to list all those Suppliers starting with those characters. Clicking the Search button opens the Suppliers List. You can choose to have automatic numeric codes by enabling Automatic supplier code numbers in System > Options > Purchase Ledger Options.
Name - If you will be paying your Supplier by BACS and no Account Name is entered on the Bank tab, this name will be used in the BACS remittances and you should avoid using characters that are invalid for SWIFT transmissions.
GB VAT drop-down menu - When you make a selection from this menu, the VAT window will open.
You should enter the Supplier's VAT Registration number if it is known.
If you have selected EU State, you should select the Country from the drop-down list on the VAT window. The selection that you make here will be used to validate the VAT rates entered on transactions for this Supplier.
If you have selected Non-EU State, the drop-down list on the VAT window will contain all the Non-EU State countries you have created and you can select the appropriate one. Country records are created using Country Records. The selection that you make here will be used to validate the VAT rates entered on transactions for this Supplier.
You can optionally select or enter a Purchase Analysis Code which, subject to other Analysis Code precedents, will record your purchases from this Supplier.
You should then enter or select the VAT Code for this Supplier.
You can optionally select or enter a Bank Analysis Code which, subject to other Analysis Code precedents, will record your purchases from this Supplier.
CIS - Subcontractor information is added to the Supplier record by ticking the CIS option on the face of the record window to activate the Subcontractor icon. Clicking on the Subcontractor icon will open the CIS - Subcontractor window where you can enter CIS information including the Tax Status of the supplier under the scheme and their UTR (unique tax reference). There is more information available in the How to… CITB Levy topic.
On Stop - Ticking the option applies the 'On Stop' status to the record.
A Supplier can be put 'On Stop' to indicate that no further orders should be placed or processed.
The Stop status is applied to the Supplier record. Individual invoices can be flagged as being 'On Query' (i.e. stopped or on hold) from the allocation list window.
Address/ Phone/ Fax - When you are inserting a Supplier record, the details from these fields are copied automatically from this window into the first address on the Multiple Address window. Subsequent changes made to this address are always reflected in the first address on the Multiple Address window and vice versa. When you are unlocked to use Access Workspace, there is a Postcode Lookup function available.
Email - Once the Email address is showing on the main record and on the first address on the Multiple Address window, editing one will not change the other. This is to protect any changes you may have made to take advantage of the document defaults in both Sales and Purchase Ledgers. If required information is omitted, a warning message will be displayed when you save the record. If an Email address has been entered on the Customer or Supplier record, then clicking on the Email button will launch your Email software, with a blank message already addressed to this address. Email functionality is designed to be used with Microsoft Outlook and Exchange only.
T/o YTD - Clicking on the T/o YTD button at the bottom of the record window displays a window that allows you to view the Turnover for each individual period for the Current Year, Last Year, and the Previous Year(s). A total is shown for each year. Clicking on one of the Year buttons pulls down a menu, so that you can select either an individual Period in that Year, or All Periods This will display an Enquiry window showing individual Transaction lines for the Period selected, with further details of the Transactions shown underneath.
Any Currency - If ticked, transactions can be entered in any existing currency, not just for the currency assigned to the record. When entering a transaction, the popup list of Exchange Rates will include all currencies and rates. If not ticked, transactions can only be entered in the currency assigned to the record. When entering a transaction, the popup list of Exchange Rates will only have the rates for this currency.
Sort Key tab
The Sort Key tab contains User Definable Key fields for selection, sorting and subtotalling. You can also select the Preferred Payment Method for this supplier.
Notes tab
This Notes tab card allows you to enter free format text, up to approximately 8 pages.
Initially this may appear blank, but clicking on the white centre of the tab will display the Notes window. Once open, the window can be re sized and repositioned on the screen, so that when browsing through the records, you can see the Notes for each, without having to open it each time.
How you can use this window:
When the record is open in Edit or Insert mode, (and the Notes window is open), pressing tab will move the cursor from the last field on the record window into the Text field on the Notes window. As you tab through the fields, the Notes window may have been hidden, but if it is open, it will reappear when you tab into it.
If you open this window when you are not in Edit or Insert mode, a small black square will show instead of the cursor, and you will not be able to edit the Notes.
Pressing tab again will move the cursor back into the record window (unless there are any other windows open, to tab through). Alternatively you may use the mouse to click on the window, and then on the field where you wish to make an entry.
Clicking OK on the record window will save any entries you have made on the Notes window.
Contact tab
The Contact tab enables you to enter details for the contact person. These details will be used by the Labels and Letter writing reports. It also allows you to store a Job Title and a Salutation.
The system calculates the Contact field (on the main window) from the entries made in the Title, Initials and Name fields on this window.
Bank tab
Here, you can record the Sort Code, Account Number, Account Name, and Bank Name. Additionally, where required, you can record a BACS Reference, IBAN Number, and/or SWIFT/BIC Code.
SWIFT/BIC Code - These are ISO standard formats that are unique identifiers for international financial institutions. SWIFT (Society for Worldwide Interbank Financial Telecommunication), BIC (Bank Identifier Code), and IBAN (International Bank Account) are all ISO Formats; however, IBAN is earlier than SWIFT/BIC and is covered by a separate ISO Standard. The SWIFT/BIC Code is the agreed common format in implementing Single Euro Payments Area (SEPA) in the Eurozone. The SWIFT/BIC Code is an XML format. For further information and technical details you should see the ISO website.
Comms tab
The Comms tab holds contact details of this Supplier.
Custom tab
The Custom tab holds User definable data fields.
Documents tab
The Documents tab specifies the default delivery method for this Supplier's Documents. On this tab a Document Settings button opens a dialog window where you can set the Default Destination, Report Template and/or Email Template for Remittance and Order.
Workflow Forms pane
Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.