Using Suppliers

Configure Using Suppliers

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

New Suppliers

A new supplier can be defined in the following ways:

Import Suppliers

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 > +

Preferred 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

Once a new Supplier is defined in the system, Salesorder allows you to perform following transactions on Suppliers through the Supplier Document.
 
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

Or

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.

Customize Fields

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

General tab

Email options

You can set the email options for the Supplier here:

  • Email address to use for Purchase Orders
  • Email address to use for Bills
You can choose from the email addresses defined in the primary contact, payment or shipping addresses.
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:

  • Sales Invoices can be prefixed as SI345
  • Purchase Orders can be prefixed as PO987
  • Customer Payments can be prefixed as CP234.

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

Fields
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.
Tabs

Main Contact

This tab is used to store the default contact details of the Supplier.

Profile

This tab stores the following details:

  • General information: Details related to the Supplier account.
  • Trading Information:

    Tax Code|Group , Supplier is VAT Registered , VAT No.|Tax ID: Using these fields, define the sales tax and value added details of a Supplier.

    Is from other EC Member State: Check if the Supplier is a member of the EC. This field setting is used by the EC Sales List Report.

    1099 Supplier: Check this field to define a supplier as 1099 Supplier.

    When this option is checked, this Supplier is included in the 1099 Summary and Detail reports.

    Default Site: Set the Site (i.e. Warehouse) to which this Supplier will ship Items requested by you.

    This will set the default Ship to Address to the address set in the respective Site.

    Terms: Define the Payment Terms with supplier here .

    Price List: If you have a preset/fixed price list/agreement with this Supplier, you can set up a specific Price List.

    This Price List will be inherited by Purchase Orders and transform SKU / Line Item costs appropriately.

    Ship via, Shippping method, Shipping terms - Set the Shipping details using these fields.

    Name used on Checks: Use this field, to set the name on checks issued to Suppliers.

  • Bank details: Bank account details and payment preference of the Supplier.

  • Ordering: Ordering details of the Supplier like:

    • minimum order quantity,
    • minimum order value,
    • average lead time.

Notes

You can add notes to the document. To learn more, refer Using Notes

Transactions

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:

  • Unpaid Bills
  • Overdue Bills,
  • Money Out transactions,
  • Money In transactions,
  • All Transactions.

Memos

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.

Contacts

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.

Email

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.

Classification

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.

Configure

(available in
Create | Edit | View mode)
Takes you to the Supplier Document configuration screen. Discussed in the Configuration section in this article.

Find

(available in
Edit | View mode)
You can use this option to view all the transactions on Supplier account:

  • Purchase Quotes
  • Purchase Orders
  • Cash Purchases
  • Item Receipts
  • Bills
  • Payments Made
  • Supplier Credit Notes
  • Supplier Refunds
  • Checks
  • Contacts
  • Billing Addresses
  • Shipping Addresses

Actions

(available in
View mode)
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

Make Payment

Initiate and make a payment to the Suppplier. Refer, Using Supplier Payments

View Account

View the Accounts Payable (Purchase Ledger) for this Supplier.

New Contact

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

Show History

View audit trail on the Supplier account .

Take Ownership

You can transfer Supplier account ownership using this option.

Delete

This 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.

Email

(available in
View mode)
You can send emails directly from the Supplier account. To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

In this article

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