Overview

A supplier must be created as an entity in the directory and then it can be converted into a supplier record.

TABLE OF CONTENTS

• Overview
  • Create Entity in the Directory
  • Create a Supplier
  • Updating Supplier Details
  • Ledger Export & Print

Create Entity in the Directory

An Entity can be created via the directory. An entity can be created as follows:

1. Click on the Directory tab in the top menu and then click on All Directory.

2. Click on the Add button on the top right of the screen.

3. Select from one of the two entity types (Individual or Organisation) in the menu.

4. Complete the entity details on the top part of the screen.

5. In the Contact Numbers field, click on the plus sign to add contact numbers. Multiple numbers can be added.

6. In the Addresses field, click on the plus sign to add billing, postal and street addresses. Multiple addresses can be added.

7. Complete the bank details section of the screen. These details will automatically populate on the payment screen when processing payment to the supplier, where EFT is selected.

8. Select the supplier notification preference in the Notification Preferences section at the bottom of the screen. Suppliers will be notified of the payment using this method if the notification toggle is selected on the payment screen.

9. Click Save.

Create a Supplier

Once the entity has been set up, it can be turned into a supplier as follows.

1. On the entity card, select the Make Supplier button from the menu.

2. Enter the details of the supplier on the Supplier Details screen. If the Supplier Number is left blank, the supplier number sequence will be used from the global sequence settings.

3. Click Save.

Updating Supplier Details

Supplier details can be later updated as follows:

1. Click on Directory - Suppliers from the top menu.

2. To further search by supplier name or email, click on the Add Filter button on the supplier results page.

3. Select an option (Email or Name) to search on from the list.

4. Enter the details and click Apply.

5. Select the result from the list.

6. To update contact and bank details, click on Update Entity.

7. To update supplier details (such as supplier number, tax code or payment terms), and to disable or archive the supplier, click on Update Supplier from the menu.

8. At the bottom of this screen, click 'Verify supplier'.

9. Click Save.

Ledger Export & Print

The Supplier ledger can be exported or printed as follows:

1. Select Directory - Suppliers from the top menu. Select the relevant Supplier. 

2. Select View Supplier Ledger from the Entity Actions Menu.

3. Click on Export to export the report into Excel.

4. Or to Print, click on Actions, then select Print Ledger.

5. To print a copy, click on the printer Icon.

 6. To Save a copy, click on the drop down arrow and save a copy as PDF, XLS etc.