Suppliers

 

Back Office > Suppliers > Supplier Records

 

Description

 

This menu item is used to search, add and edit Suppliers.

 

Supplier Records

 

 

This screen is accessed from here.

 

In this example, the Supplier with ID Metcash_3 is an example of a Location based Supplier. Metcash being the Parent Supplier.

 

Header

 

 

Grid

 

  • # - Displays the Supplier ID.
  • Name - Displays the Supplier's Name.
  • Location/s - Displays the Locations to which the Supplier is assigned. A value in this column indicates the Supplier is a Location based Supplier. Note : This column will only be visible, when the Enable Location Based Suppliers option is selected. A Parent Supplier can be identified as one that does NOT have a value in this column.
  • Postcode - Displays the Postcode of the Supplier's address.
  • Contact - Displays the name of the contact person.
  • Phone - Displays the contact number. Note : The data displayed in the grid cannot be edit in this screen and can only be edited in the Supplier Full Edit screen.

 

Footer

 

  • New - Select from the drop down list one of the following:

 
  • New Parent Supplier - Select to add a Parent Supplier. Note : For this feature to be visible, the Enable Location Based Suppliers option must be selected. A Parent Supplier can be identified as one that does not have a value in the Location/s column.
  • New Location Supplier - Select to add a Location based Supplier. Once added a Location Supplier will inherit most of the details from the Master Supplier, with the exception of Location specific details. Note : For this feature to be visible, the Enable Location Based Suppliers option must be selected. A Location Supplier can only be added if a Parent Supplier is selected in the grid.

 

  • Full Edit - Select to edit the selected Supplier.
  • Delete - Select to delete the selected Supplier. Note : Suppliers can only be deleted under specific circumstances.
  • Close - Select to exit.

 

Details

 

Used to enter all the details specific to a Supplier.

 

 

When a new Supplier record is created, the Edit Supplier Tab is displayed with default values in the Supplier ID and Supplier Name fields.

 

Header

 

  • ID - Enter a unique Supplier's ID when adding a new Supplier. When editing an existing Supplier this field cannot be edited. You can change the Supplier ID from here
  • Name - Enter the name of the Supplier.
  • Active - Select to flag the Supplier as active. By default this is selected when adding a new Supplier. Note : Purchase Orders and Invoices can only be created for active Suppliers.

 

Address Details

 

  • Address Details - Enter the Supplier's Address details in the fields provided.

 

Other Details

  • ABN - Enter the Supplier's ABN. Note : The label ABN may vary depending on the ACN/ABN/Company No setting.
  • General Ledger - Used for the GL Export of Supplier Information.
  • Account - Enter the Account/Customer No assigned by the Supplier. Note : This is generally used in electronic invoices and therefore it is important to ensure this field is populated as some imports of electronic imports require this field. Also, in the case of Foodbuy this field may display multiple values separated by a semicolon (;). For more information ...
  • MYOB AR Card ID - Displays/Enter the Card ID assigned to the same Supplier in MYOB AccountRight. Note : This field will only be displayed when the a site is registered for MYOB AccountRight.
  • Rebate Account - Select to open the Search Accounts screen to select an Account that has been specifically created for Rebates pertaining to the selected Supplier. Supplier Rebate Accounts are used to facilitate the tracking of Rebates accrued (from sales) and paid (by Suppliers). Account related Product Rebates are configured here and Rebate PLUs are assigned to Product Groups here. Sales of Products that have a rebate applicable will generate a Rebate transaction that will result in a charge to a Supplier Rebate Account specified here. Rebates will ONLY apply to sales made via the Back Office Basic Invoicing screen, and NOT when sold via a SwiftPOS Touch terminal. When payments of Rebates are received from a Supplier, these can then be allocated/processed as per the normal Process Payments screen. Note : This column will only be visible if the site is registered for Advanced Host Integration.
  • Manual POs Only - Select to ensure the Automatic Orders feature will not be available for this Supplier. Note : This option MUST BE selected to ensure the workflow of PO Authorisations functions correctly for Manual POs. See also Clerk Authorisation limits and Supplier PO Authorisation Limit. When the use of  Automatic Orders is appropriate for the selected Supplier, then ensure this option is NOT selected.
  • Track Back Orders - Select to enable the tracking of back orders.
  • Send To Remote Clients - When enabled, this will add the Supplier to the Generic Price Book.

 

Contact Details


  • Contact Details - Enter the Supplier's contact details in the fields provided.

 

Financial Details

 

  • Last Purchased - Displays the date/time of the Last Purchase made from this Supplier.
  • Payment Terms Code - Enter the code that determines the Payment Terms applicable. Note : This will only be enabled if the site is registered for either MYOB Greentree or Oracle Financials.
  • PO Authorisation Limit($) - Displays/Enter the maximum value limit for which NO authorisation is required. If a Purchase Order is authorised that exceeds the limit then authorisation will be required from those Clerks/Staff Members that have been assigned to the Email Group set here. Note : See also Clerk Authorisation limits and Manual POs Only option.

 

Order Send Settings

 

Configure the following settings when making use of the Automatic Orders feature.

 

  • Method - Select from the drop down list one of the following:

 

 

  • Type - Select from the drop down list one of the following:

 

  • Document Path - Displays/Select the folder path to which the document will be saved. Note : This will only be enabled if the Save to Folder option is selected in the Method above.
  • FTP Settings - Displays/Enter the required FTP settings below to enable the FTPing of documents. Note : The following will only be enabled if the FTP option is selected in the Preferred Sending Methods above.
    • Server
    • Username/Password
    • FTP Port
    • FTP Passive
    • PO Folder
    • Invoice Folder - Select to open the Browse For Folder prompt to select a folder in which Invoices will be placed for importing. Automatic importing of Invoices is done via the Auto Invoice Import interface in the Service Monitor. Also, the the Email Server Account Settings and Service Alert Account Settings will need to be configured to support the Auto Invoice Import feature. Select the options Email Errors, Email Failure Audits and Email Warnings to ensure that email notifications are sent for any invoices that cannot be imported.
    • Remote PO Folder
    • Remote Invoice Folder

 

Site Access Details

 

  • URL - Displays/Enter the Supplier's website address/URL.
  • Username/Password - Displays/Enter the login username/password to the Supplier's website.

 

Notes

 

  • Enter any miscellaneous notes about the Supplier that may need to be kept.

 

Footer

 

  • New - Select to add a new Supplier.
  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Print - Select to generate the Supplier Inventory (SSFE008) report, which reports on all the Products that are currently assigned to the selected Supplier. Note : This button is only enabled when the Current Supplier Products tab has been selected.
  • Close - Select to exit.

 

Products

 

 

This screen is accessed from here and is used to list all Products that are currently assigned to the selected Supplier. Removing Products from the list can only be achieved via the Product Full Edit > Suppliers button. Adding Products listed in this screen can be done either by selecting the New button or via the Product Supplier Records screen.

 

Footer

 

  • New - Select to add a Product to the list of Products displayed.
  • Clone - Select to open the Clone to Location Based Suppliers screen and clone the Products displayed in the grid to one or more Suppliers. Note : This button will only be displayed if the Products tab is selected and the Enable Location Based Suppliers option is selected.
  • Contract Pricing - Select to open the Contract Pricing screen and add/edit/view the current Pricing Contacts currently associated with the Product currently selected in the grid.  Note : This button will only be displayed if the Products tab is selected.

 

Back Orders Tab

 

 

This screen is accessed from here and is used to view all current Back Orders with the selected Supplier.

 

Activity

 

 

This screen is accessed from here. Used to view all recent activity for the selected Supplier.

 

Header

 

  • The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:
  • Apply

 

Grid

 

  • The grid displays the Location, Transaction Date, Amount, Posted By, Type, Status , Purchase Order and Invoice #. Note : Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Footer

 

  • Preview - Select from the drop down list to preview either the View Invoice or View Order associated with the currently selected row in the grid.

 

Clone to Location Based Suppliers

 

 

This screen is accessed from here. Used to select one or more Location Based Suppliers to which the selected Products will be cloned.

 

Header

 

  • Include Contact Costs - Select to ensure that Contract Costs are included when Cloning.

 

Grid

 

  • All - Select to ensure all Suppliers listed in the grid are selected. Unselect to ensure all Suppliers listed in the grid are unselected.
  • ID - Displays the Supplier ID
  • Supplier - Displays the Supplier name.
  • Locations - Displays the Locations the Location Based Supplier is assigned to.

 

Footer

 

  • Clone - Select to Clone.
  • Cancel - Select to exit.

 

Contract Pricing

 

 

This screen is accessed from here and is used to add/edit/view the current Pricing Contracts currently in place for the selected Product. Note : For Advanced Host Integration registered sites this screen displays the pricing information relating to Metcash Specials/Promotions.

 

Grid

 

  • From/To Date - Displays/Enter the date range of the period for which the Contract Price is valid. Note : Dates displayed in green are valid, whereas dates displayed in red are not. The Contract Price that is currently valid would be the one where both From/To dates are displayed in green.
  • To Date -
  • Case Price - Displays the Contract Price as calculated based on the Unit Price and the Case Qty.
  • Unit Price - Displays/Enter the Contract Price as agreed with the Supplier.
  • Min Cases - Displays/Enter the minimum quantity of Cases that have to be ordered.
  • Min Units - Displays/Enter the minumum number of Units that have to be ordered.
  • Rebate - Displays/Enter the Rebate amount.
  • Locations - Select to open the Locations screen to select the Locations for which the Contract Price applies.

 

Note : Contract Prices added to the grid cannot have Date ranges that overlap for the same Locations.

 

Footer

 

Add - Select to add another row in the grid.

Delete - Select to delete the selected row.

Save - Select to save changes.

Save and Close - Select to save any changes and exit.

Close - Select to exit.

 

Related Topics

 

  1. Suppliers

 

Published 28 Mar 2024