Supplier List
This part of the system is used to manage your company’s supplier bookkeeping, view existing supplier accounts, booked and unbooked entries etc.
Related topics: Automatic matching of entries.
To set up a new supplier
It is necessary to define at least one supplier group and a default supplier setup before setting up a new supplier.
1.Click ‘Bookkeeping’ > ‘Searches and lists’ > ‘Supplier list’
2.Click ‘New supplier’ above the list area
3.Edit the fields Details
4.Click ‘OK’
Details about the fields
Note that not all fields are mandatory.
| Field | Action |
|---|---|
| Number | Enter the desired supplier number. The number must be unique to this supplier. Numeric only. If you selected “Automatic numbering proposal” under “Supplier setup”, the field is filled in automatically |
| Name | The name of the supplier |
| Supplier group | Include the supplier in this group |
| The e-mail address of the supplier | |
| Access | Select ‘Barred’ to prohibit entries on the account. E.g., if the supplier is no longer used by your company |
| Automatic contra account | This expense account will be suggested but can be edited |
| Corporate registration number | The public registration number of the company |
| Address | Street name, number and PO Box |
| Postcode | The postal (US: zip) code of the supplier |
| Town/city | Town/city of the supplier |
| Country | Country of the supplier |
| VAT zone | Indicate whether the product was purchased domestically, in the EU or abroad |
| Currency | This currency will be suggested |
| Terms of payment | Select existing or create new Terms of payment |
| Bank account | The supplier’s bank account number |
| Attention | Your contact person at the supplier |
| Your ref. | Select existing or create a new contact person |
| Our ref. | Select existing or set up the employee in the Employee list. This field can be used to manage e.g., sales commissions |
| Supplier mark-up | A percentage added to the entry |
| Automatic text | Text for internal purposes that is suggested, but can be edited each time you register an invoice from the supplier. Maximum 500 characters |
| NOTE | Once entries are posted, the account cannot be deleted |
Supplier ledger card
The supplier list contains a ledger card for each supplier. Ledger cards show all entries on an account for the current (not yet closed) accounting periods, and enable editing of the entries. You can view a ledger card by clicking on Entries on account to the right of the relevant supplier.
Supplier invoices
To view outstanding supplier invoices on a certain supplier account:
1.Click ‘Bookkeeping’ > ‘Searches and lists’ > ‘Supplier list’
2.Click the ‘Open entries’ icon to the right
To manually match a booked supplier invoice with a payment:
3.Click ‘Match’ to the right
4.Click ‘Yes’
When you match supplier entries in foreign currencies, any exchange rate differences are placed automatically on the ‘Exchange rate difference, suppliers’ system account.