Supplier

Maintenance | Purchase | Inventory

Supplier

This maintenance screen allows the user to configure and add Supplier to be assigned when purchasing transactions

Supplier Record List

Notes:

• Supplier is required field on the transactions related to payments
  • The Supplier must be ACTIVE in order to use it on the following transactions:
    • Import Purchase Order
    • Purchase Order
    • Purchase Receipt
    • Accounts Payable
    • Payment Voucher
    • Debit Voucher
    • Disbursement Voucher
    • Petty Cash

Adding Supplier

1. Click Supplier under Maintenance Menu
2. Under Supplier Menu Screen, Click Add Supplier Button
3. Fill out the necessary fields then click Save. Note: Fields with * are require fields

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Field
1.Code	•Reference Code of the Supplier	*Alphanumeric *Dash "-" *Underscore "_"	Other Special Characters not mentioned	20	Yes
2.Company Name	•Supplier's Company Name	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Other Special Characters not mentioned	100	Yes
3.Address	•Address of the Supplier	*Alphanumeric *Special Character	None	105	Yes
4.Email	•Email of the Supplier	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any special characters not mentioned	150	No
5.Business Type	•Business Type of the Supplier's Company	*Individual *Corporation	N/A	N/A	Yes
6.Contact Number	•Contact Number of the Supplier	*Numeric	Any inputs except numeric	11	No
7.First Name	•First Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
8.Last Name	•Last Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
9.Payment Terms	•Days on completing the sale	*Numeric	Any inputs except numeric	5	No
10.TIN	•Tax Identification Number of the Contact person	*Numeric	Any inputs except numeric	12	No

Notes:

• Code is a required unique field on Supplier Module. This cannot be edited once created.

Viewing Supplier

1. Click Supplier under Maintenance Menu
2. Select a Supplier that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to edit the Supplier record upon viewing it.

Editing Supplier

1. Click Supplier under Maintenance Menu
2. Select a Supplier that needs to update its details. Click the drop-down arrow then click Edit.
3. Update the necessary fields then click Save.

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Field
1.Code	•Reference Code of the Supplier	N/A	N/A	N/A	N/A
2.Company Name	•Supplier's Company Name	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Other Special Characters not mentioned	100	Yes
3.Address	•Address of the Supplier	*Alphanumeric *Special Character	None	105	Yes
4.Email	•Email of the Supplier	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any special characters not mentioned	150	No
5.Business Type	•Business Type of the Supplier's Company	*Individual *Corporation	N/A	N/A	Yes
6.Contact Number	•Contact Number of the Supplier	*Numeric	Any inputs except numeric	11	No
7.First Name	•First Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
8.Last Name	•Last Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
9.Payment Terms	•Days on completing the sale	*Numeric	Any inputs except numeric	5	No
10.TIN	•Tax Identification Number of the Contact person	*Numeric	Any inputs except numeric	12	No

Notes:

• Code cannot be edited once created.

Importing and Exporting Supplier Option

1. Under Supplier Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.

• When Importing the records, the user should follow the following steps provided in the Importing Supplier Screen such as

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Field
1.Code	•Reference Code of the Supplier	N/A	N/A	N/A	N/A
2.Company Name	•Supplier's Company Name	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Other Special Characters not mentioned	100	Yes
3.Address	•Address of the Supplier	*Alphanumeric *Special Character	None	105	Yes
4.Email	•Email of the Supplier	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any special characters not mentioned	150	No
5.Business Type	•Business Type of the Supplier's Company	*Individual *Corporation	Any inputs not mentioned in the allowed inputs	N/A	Yes
6.Contact Number	•Contact Number of the Supplier	*Numeric	Any inputs except numeric	11	No
7.First Name	•First Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
8.Last Name	•Last Name of the Contact Person	*Alphanumeric *Special Characters (Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon)	Any special characters not mentioned	20	No
9.Payment Terms	•Days on completing the sale	*Numeric	Any inputs except numeric	5	No
10.TIN	•Tax Identification Number of the Contact person	*Numeric	Any inputs except numeric	12	No

Activating Supplier Record

Supplier can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record

Deactivating Supplier Record

Supplier can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Supplier Record

Supplier can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

Supplier Record Option

Notes:

• The user is allowed to edit the details when viewing the record.
• INACTIVE suppliers cannot be used in the transactions but can still be used if it is present in the past transactions
• Supplier records that has transaction cannot be deleted but can be deactivated.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.