Maintain Supplier

Menu: Supplier | Maintain Supplier...

Introduction

• To keep the Supplier profile data such as addresses, telephone, fax, email, contact person, credit limits, credit terms, etc. In other words, it is your supplier contacts list.

New Supplier

• To create NEW supplier, CLICK on NEW button. See screenshot below.

• You will get a blank form to be fill-in with the supplier data.

• You may start input the following fields:

Field Name	Explanation & Properties
Company	Input the supplier billing company name. Field type : Alphanumerical Length : 100
Description 2 (UNDERLINE below Company)	An optional field recommended to input Chinese translated name, former company name, company register no, etc. Field type : Alphanumerical Length : 100
Control A/c	Select an appropriate Supplier Control Account wish to be posted to GL when customer documents are created. Field type : Lookup from the Maintain Accounts (Special Type: Customer Control Account) Length : 10
Code	AUTO/MANUAL generate the Supplier Code. Field type : Alphanumerical Length : 10
Cust Category	Categorize your supplier for reporting purpose. Field type : Lookup from Maintain Company Category Length : 15

General

Field Name	Explanation & Properties
Branch Name	You may maintain multiple set of addresses by differential the Branch Name. Default Branch Name: BILLING Field type : Alphanumerical Length : 100
Address (4 lines)	Input the company addresses. Field type : Alphanumerical Length : 40 (each lines)
Attention	Input the contact person. Field type : Alphanumerical Length : 70
Phone 1 & 2	Input the telephone no. Field type : Alphanumerical Length : 30
Fax 1 & 2	Input the fax no. Field type : Alphanumerical Length : 30
Email	Input the email. Field type : Alphanumerical Length : 60
Area	Select a default Area. Field type : Lookup from Maintain Area Length : 10
Agent	Select a default Agent. Field type : Lookup from Maintain Agent Length : 10
Currency	Select a default Currency. Field type : Lookup from Maintain Currency Length : 6
Credit Terms	Select a default Terms. Field type : Lookup from Maintain Terms. Length : 10
Credit Limit	Set the credit limit. Field type : Numeric
Statement	Select a default statement type, ie. Open Item or Brought Forward. Field type : Option Default : Open Item
Aging On	Select a default Aging type, ie. Invoice Date or Due Date. Field type : Option Default : Invoice Date
Price Tag	Set the price tag to the items. Field type : Lookup from Maintain Stock Price Tag. Length : 10

Note

Field Name	Explanation & Properties
Account Open Date	Creation date Field type : Date
Remark	This remark will show in Inquiry | Account Inquiry... Field type : Alphanumerical Length : 80
Biz Nature	Input supplier business of nature. For example, Chemical Manufacturing, Car Service, etc. Field type : Alphanumerical Length : 100
Note	Record the supplier knowledge base. You can use the "Date Stamp". Field type : Alphanumerical Length : Rich Text
Status	Active - Allow to create official documents and select to print Supplier Statement. Inactive - Not allow to create official documents, but cannot select to print Supplier Statement. Suspend - Not allow to create official documents, but can select to print Supplier Statement. Prospect - Allow to create official documents and select to print Supplier Statement. Pending - Allow to create official documents and select to print Supllier Statement.

Purchase Tax

Field Name	Explanation & Properties
Tax Exemption No	Input the Tax Exemption Account no. Field type : Alphanumeric Length : 50
Expiry Date	Set a Expiry Date. This will be tax exempted before the expiry date. Field type : Date
GST NO	Insert supplier's GST Number
Tax	Insert the correct tax code of supplier

Edit Supplier

• You can EDIT the supplier, CLICK on EDIT button. See screenshot below.

NOTE : 
1. User able to EDIT the supplier data depends on the user access rights granted.
2. Any EDITING the system will be audited (logged) with changes made.

Save Supplier

• You have to SAVE the supplier data before can be used. See screenshot below.

Delete Supplier

• You can DELETE the unwanted supplier data. See screenshot below.

NOTE : 
1. User able to DELETE the supplier data depends on the user access rights granted.

Supplier Code Format

• Supplier code can be AUTO generate or overwrite it manually. See screenshot below.

IMPORTANT : 
1. Every supplier code is unique. 
2. If the system found there is an duplicate code trying to save, users will be notify by warning message.
See screenshot below.
  

• You can set the supplier code format via Tools | Options...(Supplier). See screenshot below.

• Explanation of the Supplier Code Format:

• For example,

Company Name	Customer Control Acc	Format	Result
ABCD SDN BHD	401-000	%.1s-%.1s%.1d	4-A-1
ABCD SDN BHD	401-000	%.2s-%.2s%.2d	40-AB-01
ABCD SDN BHD	401-000	%.3s-%.3s%.3d	401-ABC-001
ABCD SDN BHD	401-000	%.4s-%.4s%.4d	401--ABCD-0001