Supplier Details

Maintain details for new or existing  suppliers

Supplier Code

Alpha or numeric can be used


Supplier Type

Optional posting structures can be created based on client type - such as maintaining separate General Ledger AR control accounts for supplier types.  Several reports in Accountability allow you to select/filter according to the supplier type. New supplier types can be created under the menu choice "Set Up Files" / "Supplier Types". If you define General Ledger AR control accounts based on supplier type, you will not be able to change the client type on an existing client if invoices have been created for the client


Default Task Type

Acts as the default when entering supplier invoices and purchase orders for billable job costs - not mandatory.



Default GL Account

Acts as the default when entering supplier invoices and purchase orders for non-billable costs - not mandatory.



Default Tax Code & Tax %

The default applicable VAT/GST Tax structure applicable to purchase orders and supplier invoices.  When an order/supplier invoice is added for the supplier, this code & %  will be applied by default but this may be varied for individual orders and supplier invoices as required. New Tax Codes can be created under the menu choice "Set Up Files" / "Tax Codes".


Tax ID No

Appears on Tax Reports



Create 1099-MISC Form?

US suppliers only - check this box if this is a 1099 supplier



Default WHT Code

The default applicable withholding tax structure applicable to supplier invoices.  When an invoice is added for the supplier, this code will be applied by default but this may be varied for individual invoices as required. New WHT Codes can be created under the menu choice "Set Up Files" / "Withholding Tax Codes".



Supplier Account No.

Appears on Payment Remittance Advice.


Payment Terms

Used to calculate the default Due Date on supplier invoices created for the supplier.


Office

Optional - assign the Office if this supplier usually only issues invoices for a single office.


Currency

The default currency applicable to estimates and invoices.  When an estimate/invoice is added for the client, this currency will be applied by default but this may be varied for individual estimates and invoices as required. New Currencies can be created under the menu choice "Set Up Files" / "Currencies".



Default Payment Type

The default applicable when a payment is created for the supplier.  New Payment Types can be created under the menu choice "Set Up Files" / "Supplier Payment Types".



Employee

Links the supplier to an employee - when the selected employee submits an expense claim, the supplier invoice record created will be assigned to this supplier.


Master Supplier

Where multiple individual suppliers have been created to segregate activity for various divisions of an umbrella 'master supplier' - they can be assigned as belonging to a master supplier. This is essentially an optional grouping used for payables reporting and supplier payments entry. For example payables aging reports can be optionally grouped or filtered by master client, and a payment to a master supplier can pay invoices relating to multiple individual suppliers linked to that master supplier.




Company Number

Appears on Tax Reports for invoices assigned to the supplier. Usually this the official government tax registration number applicable to the supplier.



Note:

You can attach any source documents to the supplier record by clicking the symbol and attaching a file to the supplier entry.  After attaching your file, you can add a description of the document.  Make sure to click to save your attachments for later reference.