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Supplier Accounts - Account Details

Supplier Accounts - Account Details​

  • Supplier Type: Selecting a supplier type (accessed by clicking the arrow to the right of the field or pressing F3 and choosing from the list displayed) ensures that:

  • Inactive Suppliers appear in reports and statements but cannot receive transactions.

  • Active Suppliers appear in reports and can receive transactions.

  • Supplier Name: Enter supplier name details as they appear on purchase orders and remittances. Supplier name, such as XYZ Manufacturing Ltd., can be up to 35 characters in length. Having the information at hand when you start saves time searching for purchase orders later.

  • Account Code: Create a supplier code for each account (up to 16 characters) for quick reference possibilities later. This code should be unique in order to differentiate between suppliers with similar names. For example, two suppliers, Microsoft Ltd. and Microsol Ltd., can be given respective customer codes of MS001 and MS002. Typing just this code in the Account Code field will bring up all the details. This allows you to access the account without typing the full name, and also speeds up the recording process for sales invoices.

  • Supplier Group: Create a supplier group by typing a name or selecting from existing groups. Click the arrow to the right of the field for a selection or press F3. If the group that you require does not exist, you can add in a group. See Setting up Supplier Groups.

  • Category: This is a user definable field and can be used for subsequent reporting options.

  • Remarks: Record remarks or special instruction notes for the chosen supplier, for example, 'Deliver before 10.00 AM'. This can also be used to record special purchase order references for the account.

  • Account Manager: The Account Manager is the person responsible for this supplier. This can be useful for reporting purposes, and for filtering the screen view to show accounts associated with a selected account manager.

  • Branches:

If you are using branches then you can assign a supplier to a particular branch, or assign to all branches as required.

  • Country Currency: Type the first part of a country name to bring up a currency, or alternatively, click the arrow to the right of the field for a selection (press F3 for the same selection). New currencies can be added by typing them in manually. See Setting up Foreign Currencies for more details.

  • Tax Status: Select the Tax status of the supplier from the drop-down list.

  • Supplier's ABN/VAT Number: Enter the supplier's Tax number. It is a legal requirement that you obtain a supplier's Tax number for certain circumstances.

  • BSB Number/Bank Sort Code: Entering the BSB number or Bank Sort Code for a particular supplier facilitates electronic payments to this supplier. This can help to speed up the payment process.

  • Bank Account Number: The Bank Account Number for a supplier is required for electronic payments.

  • Payment Reference: Some electronic payment systems issue a reference number that should be keyed in here for reference if required.

  • Sub-Contractor: Select this option if the supplier is to be a sub-contractor for job records. The following fields will appear:

  • Tax/C2 Certificate No: Enter the Tax Certificate Number for this sub-contractor if supplied.

  • Expires: Enter the date at which the sub-contractor's tax certificate expires. (Note: this field is not applicable on an Irish database)

  • Insurance Expires: Enter the date at which the sub-contractor's insurance expires.

  • RCT tax rules apply (Ireland only): Select this option id the sub-Contractor is subject to RCT( Relevant Contracts Tax).

  • Report Taxable Payments (Australia Only): Select the check box to signify that this sub-contractor should be included in the Sub-Contractor Payments Report.

  • Sub-Contractor is Private Individual (Australia Only): If the Sub-contractor is a private individual, as opposed to a company, then select the check box. ** Note:** If you select private individual you will need to have a contact for that sub-contractor setup in the contacts section. If no contact is setup a message informing you to set it up will appear.

  • Trading Terms: Select from the drop-down list the time at which the supplier's invoices become overdue.

  • Prompt Payment Discount: Enter the rate of discount that is applied to you if the account is settled within the credit term agreed with the supplier.

Account Information

  • Trading Terms: This allows you to select credit terms as agreed with your supplier, so that overdue amounts will be promptly categorised if the set terms have been exceeded. It can also show if purchases are COD or otherwise.

  • Prompt Payment Discount: Enter the rate of discount that is applied to you if your account is settled within the credit term agreed with your supplier. This can be typed or selected by clicking the button to the right of the field. This can be used in reports to ensure that you pay within your agreed credit terms to receive the discount.

  • Last Payment: This field outputs the last payment made to this supplier at the date shown in the 'On field. This can be useful for quick reference.