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Supplier

Revision as of 12:14, 2 February 2022 by Gelo (talk | contribs)

Supplier

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

Supplier Record List
Maintenance - Supplier - Record List.png


Notes:

Adding Supplier
  1. Go to Maintenance then click Supplier
  2. Click Add Supplier Button
  3. Fill up the necessary fields. Please make sure that all tabs are filled out then click Save.
Maintenance - Supplier - Add.png


Field Description Expected Values
1.Code •Reference Code of the Supplier •Alphanumeric
2.Company Name •Supplier's Company Name •Alphanumeric
3.Address •Address of the Supplier •Alphanumeric
4.Email •Email of the Supplier •Alphanumeric
5.Business Type •Business Type of the Supplier's Company •Individual/Corporate
6.Contact Number •Contact Number of the Supplier •Number
7.First Name •First Name of the Contact Person •Alphanumeric
8.Last Name •Last Name of the Contact Person •Alphanumeric
9.Payment Terms •Days on completing the sale •Number
10.TIN •Tax Identification Number of the Contact person •Number

Notes:

  • Code is a required unique field on Supplier Module. This cannot be edited once created.
Editing Supplier
  1. Go to Maintenance then click Supplier
  2. Click Add Supplier Button
  3. Fill up the necessary fields. Please make sure that all tabs are filled out then click Save.
Maintenance - Supplier - Edit.png


Field Description Expected Values
1.Company Name •Supplier's Company Name •Alphanumeric
2.Address •Address of the Supplier •Alphanumeric
3.Email •Email of the Supplier •Alphanumeric
4.Business Type •Business Type of the Supplier's Company •Individual/Corporate
5.Contact Number •Contact Number of the Supplier •Number
6.First Name •First Name of the Contact Person •Alphanumeric
7.Last Name •Last Name of the Contact Person •Alphanumeric
8.Payment Terms •Days on completing the sale •Number
9.TIN •Tax Identification Number of the Contact person •Number

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.
Maintenance - Supplier - Export.png


  • When Importing the records, the user should follow the following steps provided in the Importing Supplier Screen such as
    • Downloading the template link provided under Step 1.
    • Filling up the information needed for each columns of the template
    • Uploading the updated Template
Maintenance - Supplier - Import.png


Customer Import Details
Field Description Allowed Inputs Input Restrictions Required Field?
1.Supplier Code Supplier's Reference Code *Alphanumeric

*Dash "-"

*Underscore "_"

*Up to 20 characters

*Other Special Characters

*Space

Yes
2.Company Name Company Name of the Supplier *Alphanumeric,  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 *Up to 100 characters

*Other Special Characters not mentioned

Yes
3.Address Address of the Supplier *Alphanumeric,  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 *Up to 105 characters

*Other Special Characters not mentioned

Yes
4.Email Email of the Supplier *Alphanumeric

*Dash "-"

*Underscore "_"

*Must follow the format ___@__.__

*Up to 150 characters

*Any Special Characters except Dash and Underscore

No
5.Business Type Business Type of the Supplier's Company *Individual

*Corporation

*Any inputs not mentioned in the allowed inputs Yes
6.Contact Number Contact Number of the Supplier *Numeric *Up to 11 characters

*Any inputs except numbers

No
7.First Name First Name of the Supplier *Alphanumeric,  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 *Up to 20 characters

*Other Special Characters not mentioned

No
8.Last Name Last Name of the Supplier *Alphanumeric,  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 *Up to 20 characters

*Other Special Characters not mentioned

No
9.Payment Terms Payment Terms of the Supplier *Numeric *Up to 5 characters

*Any inputs except numbers

Yes
10.TIN Tax Identification Number of the Supplier *Numeric *Up to 12 characters

*Any inputs except numbers

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
Maintenance - Supplier - Activate1.png


  • Using Activate Button for activating multiple record
Maintenance - Supplier - Activate2.png


Deactivating Supplier Record

Supplier can be deactivated in two ways:

  • Using drop-down arrow of a record can be used in single record deactivation
Maintenance - Supplier - Deactivate1.png


  • Using Deactivate Button for deactivating multiple record
Maintenance - Supplier - Deactivate2.png


Deleting Supplier Record

Supplier can be deleted in two ways:

  • Using drop-down arrow of a record can be used in single record deletion
Maintenance - Supplier - Delete1.png


  • Using Delete Button for deleting multiple record
Maintenance - Supplier - Delete2.png


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.
Categories:
Modules
Maintenance Maintenance | Supplier
Purchase Purchase | Import Purchase Order | Purchase Order | Purchase Receipt
Financials Accounts Payable | Debit Voucher | Disbursement Voucher | Payment Voucher | Petty Cash
Inventory Purchase Return