To create a new supplier record

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The procedure to create a new supplier record is as follows:

  1. Navigate to Quick Menu > Purchasing > Configuration > Suppliers. The Suppliers window is displayed.
  2. Click on Add Supplier 1. All fields are activated ready for data entry.
  3. Specify the contact group relevant to the supplier record: (a) Click on the spy-glass icon () adjacent to the Supplier name - The Search Group window is displayed 2; (b) Enter the Group name or other unique identifiers into the fields provided and click on Search - The Select Group window is displayed; (c) Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria - The contact group is displayed in the Supplier name field.
  4. Where the supplier is linked to a parent company: (a) Click on the spy-glass icon () adjacent to the Parent supplier code - The Supplier Search window is displayed; (b) Enter the Supplier code or other unique identifiers into the fields provided and click on Search - The Select Supplier window is displayed; (c) Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria - The chosen supplier is displayed in the Parent supplier code field.
  5. Using the Primary address drop-down field, select an address entry linked to the contact group that will be used for all correspondence pertaining to this supplier.
  6. Enter the Supplier code, Branch code, Account reference, Account name and External supplier reference details pertinent to this record into the corresponding fields provided 3.
  7. Using the Supplier group drop-down field, select the desired parameter value to categorise the supplier's industry sector e.g. Builders Merchant, Electrical Supplies, Plumbing Suppliers, etc. 4.
  8. Use the Supplier analysis drop-down field to assign a further classification parameter to this supplier record 5.
  9. Use the Opening hours and Comments fields to add contextual information pertinent to the contractual arrangements with this supplier.
  10. Using the Raise purchase order status drop-down field, select a parameter value to denote whether orders can be submitted directly to this supplier i.e. Active or Inactive.
  11. Using the Process invoice status drop-down field, select a parameter value to denote whether invoices will be received directly from this supplier i.e. Active or Inactive.
  12. Using the Companies drop-down field, multi-select all companies served by this supplier record, or choose the All option, as required 1.
  13. Choose an Effective from date for this supplier record i.e. the date on which it came into effect 6.
  14. Choose an Effective to date if the supplier record is to be reviewed on a specific date or to capture a change of circumstances; a blank field means it will never expire.
  15. Where the supplier record is also maintained within an incumbent bookkeeping solution, activate the Finance system account tick box provided.
  16. Click on Save. The new record is displayed in the hierarchical list, underneath the parent supplier code heading (where assigned).


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the Add Supplier button is inactive.

2 A matching contact group must exist before a supplier record can be created.

3 The system preference Auto Generate Supplier Code determines the method by which the unique record identifier is captured (automatic or manual); a corresponding automatic reference number convention must also be defined for the Supplier Reference entity.

4 These custom values can be populated by the end user via the system parameter entitled Supplier Group.

5 These custom values can be populated by the end user via the system parameter entitled Supplier Analysis.

6 The Effective from date defaults to the current system date and cannot be left blank.


See related topics...

Purchasing supply chain maintenance overview

To configure the finance control measures for a supplier record

To create a new purchasing agreement for a supplier

To define a reference number syntax