Suppliers in the system enable you to manage interactions and transactions between your business and your suppliers.
Suppliers are trading partners and the central element of the Purchasing/Supply Chain activities in the system.
A Supplier Document enables users to manage and track suppliers and sales activities in the Salesorder app.
Before you add your first Supplier to the system, we insist you read this whole document.
To access Suppliers in the system, go to:
PURCHASING > Suppliers
A new supplier can be defined in the following ways:
|To bulk import Supplier data, go to : SETUP > Import Data > Suppliers You can use the Import functionality to import all your Supplier data into Salesorder. To learn more about the import functionality, refer Using Import Data After running import, to verify all imported Supplier records, go to: PURCHASING > Suppliers > List All Suppliers|
Use Supplier Master
|To manually create a new Supplier in Salesorder, go to: PURCHASING > Suppliers > +|
You can set any Supplier as the preferred supplier on Item Masters.
The purpose of the preferred supplier function is to support purchase order automation in
- drop ship,
- just in time (special),
- back-order and
- stock replenishment tasks.
Each of these tasks requires the selection of a preferred supplier to create the related Purchase Order.
For more details, see Using Preferred Suppliers.
Transactions on Suppliers
|Transaction Type||More Information|
|Purchase Quote||Refer Using Purchase Quotes|
|Purchase Order||Refer Using Purchase Orders|
|Cash Purchase||Refer Using Cash Purchases|
|Item Receipt||Refer Using Item Receipts|
|Bill (Purchase Invoice)||Refer Using Bills (Purchase Invoices)|
|Supplier Credit Note||Refer Using Supplier Credit Notes|
|Supplier Refunds||Refer Using Supplier Refund|
|Payment to Supplier||Refer Using Supplier Payments|
For more information how to create and view above transactions, refer Supplier Document: Settings (Actions section).
Supplier Document: Configuration
To configure Supplier document, go to:
SETUP > Configuration > Supplier
PURCHASING > Suppliers > Select Supplier > Configure
The following configuration options are available –
Manage 1099 Categories
|If you are a Customer in the US, Salesorder is setup with a pre-defined list of 1099 Categories associated with the 1099 tax form. Using this option, you can add, remove or edit the existing list of Categories and set thresholds for each category.|
|A Supplier document consists of fields, sections and tabs. The Salesorder app allows you to customize all the parts of the document. You most probably have a policy or process for opening accounts with new Suppliers. Your process will determine what data you need to capture when you add the supplier record to the system. If you don’t have all of the fields (or the functionality) you need, you can add custom fields to store and use additional data. To customize fields, sections and tabs in the document, refer to Using Customization|
|You can set the email options for the Supplier here:
|Reference # Generation tab|
Use Auto-generated Ref #
|Reference numbers can be set to auto-generate by checking this option.|
Ref # Prefix
|You can prefix reference numbers for meaningful distinction and recognition. For example:
Current Sequence Number
|Reference numbers can be set to increment from a fixed starting point. For more details on customizing Ref #s refer Using Ref #s (Reference numbers)|
Supplier Document: Reference
|Supplier Name||Supplier Company Name|
|Ref #||A unique identifier for the document.|
|Owner||The user creating or owning this document. To learn more, refer Using Owners|
|Balance||The credit balance derived from Accounts Payable. In other words, the amount of money you owe to the Supplier.|
|Currency||Currency in which your Supplier transacts. This is a very important step. When you create a Supplier make sure you define the right currency. The default will be the base currency of your General Ledger. Once this currency value is set, you will not be able to edit or modify it. For more details on currencies, refer to Using Currencies|
|Credit Limit||Manually set the value of your credit limit with this Supplier. This is only a reference value, there is no automation here.|
|This tab is used to store the default contact details of the Supplier.|
This tab stores the following details:
|You can add notes to the document. To learn more, refer Using Notes|
|This tab provides a granular view of all the transactions for a Supplier under one dashboard. For eg. For a given Supplier, you can view the Purchase Orders, Bills, Payment to Suppliers, Cash Purchases, Supplier Refunds, etc.
For a selected Supplier, you can view:
|You may track or schedule events or assign tasks using memos. For example: You can schedule a meeting or assign a task to a team member using memos. For more details, refer Using Memos.|
|You can add additional contacts, shipping and payment addresses to a Supplier account. Using this tab, you can view all the contacts and addresses assigned to the Supplier account. To learn more, refer Using Contacts, Using Addresses.|
|You can send and receive emails from Outlook, Google and other mail systems. Email is automatically filtered at the Supplier contact level, so you only see and can send emails related to the Supplier and its contacts. For more details, refer Using Email.|
|Refer Using Classifications|
Supplier Document: Settings
The document settings are available when creating | editing | viewing a Supplier document (create | edit | view mode).
The following settings are available:
Save(available in Create | Edit mode)
|Saves the Document.|
Save and New(available in Create mode)
|Saves the new Supplier details and refreshes the screen for creating the next Supplier.|
Edit(available in View mode)
|Switch the Document to edit mode.|
Create | Edit | View mode)
|Takes you to the Supplier Document configuration screen. Discussed in the Configuration section in this article.|
Edit | View mode)
|You can use this option to view all the transactions on Supplier account:
|Actions can be used to perform various tasks on a Supplier account -
New Purchase Quote
Create a Purchase Quote to send to Supplier. Refer, Using Purchase Quotes
New Purchase Order
Capture a new Purchase Order. Refer, Using Purchase Orders
New Cash Purchase
Capture a new Cash Purchase. Refer, Using Cash Purchases
New Item Receipt
Records a new Item Receipt. Refer, Using Item Receipt
New Bill Invoice
Create a new Bill. Refer, Using Bills
New Credit Note
Issue a new Credit Note. Refer, Using Supplier Credit Notes
New Supplier Refund
Issue a refund. Refer, Using Supplier Refunds
Initiate and make a payment to the Suppplier. Refer, Using Supplier Payments
View the Accounts Payable (Purchase Ledger) for this Supplier.
Create new contact for Supplier account. You can define multiple contacts for a Supplier account. Refer, Using Contacts
New Payment Address
Define a new payment address for the Supplier account. Refer Using Addresses
New Shipping Address
Define a new shipping address for the Supplier account. Refer Using Addresses
View audit trail on the Supplier account .
You can transfer Supplier account ownership using this option.
DeleteThis option permanently deletes the Supplier account from the Salesorder app. You cannot recover the account once it is deleted. If the Supplier has associated transactions then you will not be able to delete the Supplier account.
|You can send emails directly from the Supplier account. To learn more , refer Using Email|
Create | Edit |
|Takes you to the Salesorder help documentation.|