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Add Supplier F10

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    Posted: 12-Mar-2007 at 09:13

            Add Supplier F10

The Add button is used to add a new Supplier.

 
Enter the new Supplier code. It is preferable to use consistent coding for suppliers, making sure it is easily remembered.

The code should preferably be of the same length (6 to 8 characters is a good standard). The code can be alphanumeric.

If you wish to borrow the details of an existing supplier click the option that the base of the add supplier screen or press F5. If you are using this option make sure that you review the required supplier immediately prior to press the F10 add button.

If the supplier code already exists then you will be notified and you will have to select another Supplier code.

Supplier Details

 
Name
The Supplier name is the name that will appear on orders, invoices and statements. Consideration should be given that the details will fit in a windowfaced envelope. For this reason it is normally sent to a maximum 40 characters.
 
Postal
There are three lines of postal address and a postcode box. The postal address will be used for statements and the Invoice To details on an invoice. If the postal and delivery address are the same there is no need to enter the delivery address at the base of the screen.

It is normally best to enter the suburb or town on the third line of address. By entering a partial suburb or town a list box of matching postcodes should be displayed, and full details entered into the third line of address and postcode upon selection.

Postcodes can be imported by clicking the import postcodes button in the Database tab of the Setup Business screen.

Active Checkbox
The active checkbox should be ticked for all Suppliers who are current.
 
Backorders Checkbox
The backorders checkbox should ticked where Suppliers wish to receive backorders. If a part is short supplied at point of invoice entry and the Supplier backorders checkbox has been ticked the order column will be filled with the difference between the order quantity and the supply quantity.

This can be overwritten as required. A Supplier backorder report is provided in the Supplier reports section

Supplier Contact
 
 
Phone
The phone should be the primary phone number for the Supplier’s business. It is a good idea to decide on the standard format for entering the phone number.

Try and use the same convention for the country, area code and general spacing.

Fax
The fax number for the client should be entered here with country and area code if applicable. This number is designed for use with automatic faxing software.
 
Contact 11 & Contact 2
The contact persons that you would normally deal with at the Supplier
 
E-mail
The Supplier’s e-mail address should be entered in lower case. The e-mail address will be used for automatically e-mailing invoices and other details to Suppliers.
 
Edi
This means Electronic Data Interchange Number, which is provided by your supplier if they support EDI. It is used for transferring orders & shipping advises.
 
Tpid
This is a supplier trading partner Id code that is provided when using EDI.

Supplier Payee

 
Payee
The name used when paying a supplier if it is different than the supplier name. It is primarily used when using computer cheques.
 
Delivery
The delivery address should only be entered where the Supplier has a different delivery address from the above postal address. At point of invoice the specific delivery address will be displayed and printed. It is normally best to enter the suburb or town on the third line of address. By entering a partial suburb or town a list box of matching postcodes should be displayed, and full details entered into the third line of address and postcode upon selection.
 
Postcodes can be imported by clicking the import postcodes button in the Database tab of the Setup Business screen
 
No G/L & Creditor Link in Goods In
Normally goods in and batch creditor invoices update both the individual supplier balance owing and the relevant general ledger accounts.

Ticking this option prevents the update of both the Supplier and General ledger. This is often used for the purpose of building kits and when using a supplier code for internal transfer of goods.

Ordering

 
Min Wks, Max Weeks
The min and max weeks represent the normal time in weeks it takes stock to be delivered after placement of order. These levels are used to determine the min and max levels on each product. Refer to Generate Min Max Levels in the Supplier Menu.
 
Min Sea, Max Sea
This represents the normal time in weeks it takes stock to be delivered by sea after placement of order. Only use this option when differentiating between air & sea shipments.
 
ABN
The ABN number should be entered for every Supplier as a reference for GST purposes. It is essential to have the Supplier’s ABN number to claim your tax credits. It will print out on Supplier orders.
 
Ave Mths
This is used for re-ordering purposes and represents the number of months you wish to use in averaging products sales Refer to Generate Min Max Levels in the Supplier Menu.
 
Cycle
The order cycle may be used for re-ordering stock on a regular basis.
For example some supplier may be coded W for weekly order and other maybe M for monthly orders. When printing a suggested supplier orders the cycle may be specified.
 
Method
This is optional and may be used when defining the method of shipment.
 
Disc %
Some suppliers offer a set discount from a list price. At point of goods in the net cost from the supplier will be calculated using this percentage.
 
GST Eligible checkbox
This must be ticked in addition to entering the suppliers ABN number in order to claim the GST input credit
 
Pre Tax check box
Tick this option where the supplier issues invoices with costs excluding GST.
 
Kit Manufacture check box
This option is only used if it is standard practice for standard kit production. When you have selected your internal supplier code to be used for kit production it is necessary to tick this option.
 
Import Check box
This option must be ticked on all overseas suppliers
 
Markup checkbox
This should be ticked for all suppliers where product markup codes are to apply at point of goods in. Refer to Product Markup Codes in the Utility Menu.

Financial

 
LC Factor
The landed cost factor can be used to convert the foreign currency into Australian dollars.
 
ACN Number
The ACN number is used where the Supplier is a company. The ABN number replaces much of the need for the ACN number, however it is still a requirement at this stage.
 
Account
Provided by the suppler. It will then print on the supplier order.
 
Bank
The name of the Supplier’s Bank, branch or BSB number, and the Drawer or Account Number can be entered here. These details will print out on the bank deposit report. If no drawer is specified the Supplier name will be used as the drawer name at point of Supplier receipt. The bank details will be displayed at point of Supplier receipt where they can be overwritten if necessary. If the details are overwritten at point of Supplier receipt, the Supplier control screen will be updated.
 
BSB and Account Number
The BSB and account number can be entered here if not already entered above. These fields are for reference only and do not print on the bank deposit report.
 
GL Code
Enter the default general ledger code for each supplier. This would often be the purchases account. At point of goods in or batch creditors invoices, this default code will be displayed and can be over written.
 
Days and Discounts
If a cash discount is allowed for prompt payment, into the discount to defend without percentage sign and in the day field enter the number of days. For example a discount of 10 if paid within 30 days.
 
Balances Outstanding
Current, 30 day, 60 day and 90 day balances are displayed for each Supplier together with the total outstanding. These balances are produced at point of invoice, and reduced at point of Supplier payment.

Each balance is represented by the sum of all unpaid invoices for that period. Future balance, although not displayed here, relates to all invoices dated ahead of the current period. Future invoices are not shown on statements or in the total balance outstanding. When a new period is run all future invoices that relate to the new period now become current. The opening balance field is balance outstanding at the end of the prior month when new period was run.

Last Paid and Last Amount
This records the date and amount of the last payment entered through Supplier
receipts for this Supplier. These details print on the aged Supplier and unpaid
invoices report.
 
Last Chq
This is the cheque number or payment ID, which was used when paying the last
account.

Statistics

 
Purchase MTD, YTD and LY
The $ expenditure month to date, financial year to date, and last year is accumulated at Point of Goods in. The statistics are based on the subtotal excluding GST and freight.
 
Orders MTD, YTD and LY
The orders month to date, financial year to date and last year is calculated at
point of supplier order.

The Transfer Only Checkboxs is used when sending goods between branches and will not update supplier balances or product purchase statistics. It will only update the quantity on hand.



Edited by Susmita - 13-Mar-2007 at 07:26
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