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.

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

Bank Account

Field Name	Explanation & Properties
Bank	Select the correct Bank
Account No	Key in the account number of supplier
Account Name	Insert the name
ID Type	Select the ID type that you want
ID	Insert the ID
Active	Tick it when active Untick when inactive

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