Add a Supplier
This topic will guide you through the creation of a new Supplier.
Before you start:
There are no System Control Options for Purchase Ledger records, but you will need to decide how you are going to identify your Suppliers.
Take great care when deciding on an identification, meaningful codes will be much easier for all those who use them.
A simple scheme would be to use the first two characters of the Supplier's name followed by a numeric suffix, e.g. GR04 for Greens Stationery Ltd.
Alternatively, you might use a prefix to indicate some characteristic, such as WHolesale, REtail, or perhaps the geographical location, such as SE, NW, NO, SO.
Within the Accounts:
Select Purchase Ledger from the main toolbar.
Select Suppliers from the Purchase Ledger menu window, to display a blank Supplier record window.
Click Insert, this prompts for entry of new records and activates the OK and Cancel buttons in the toolbar.
will terminate the Insert command.
will accept your entries and the System will save the new record to file.
Enter the Supplier Code.
A Supplier code must be entered to create the record but most of the remaining information can be entered later.
The code can be changed until transactions have been posted to the record, after which it becomes locked against change.
Press the Tab key to move to the next field.
Enter the Supplier Name.
Enter the main Company Address, pressing Enter between each line in this field.
Enter the Town, County, Post Code, Phone Number and Fax Number.
Enter the Supplier's email address if this is known. This enables the email functions to work with this Supplier.
The Suppliers VAT registration number can be recorded on the VAT window, opened by clicking on the icon on the toolbar.
If you have agreed terms of business with this Supplier, enter them on the Terms window opened from the Terms icon on the toolbar.
On the right hand side of the record window there are several tab cards which are used to hold additional information about the Supplier:
On the Sort Key tab you can apply keys to the record to identify it for sorting and reporting purposes. Your ability to change the Sort Keys may be restricted by your Security Profile. See Restrict Sort Key use Help topic for more information.
Information about the person who you would usually contact at the suppliers should be entered on the Contact tab.
Bank details can be entered on the Bank tab. This will enable you to pay your Supplier by BACS bank transfer.
Click on the Comms tab to enter the Suppliers Web site URL and ISDN number if you know them.
On the Documents tab you can select the default delivery method for the documents produced when trading with this Supplier.
When you have entered all the details you have, click OK or to save the record.
The Supplier record can now be used.