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Unlimited number of suppliers. Fast search on code. Fast search on name. Find your information fast. See all transactions immediately, either current year or historical. Close dormant accounts. Send email direct to supplier. Multiple discount system, link to product departments. Credit limit on purchases per month. See purchases per month, per supplier, over 36 months. Assess supplier as taxable or not, depending on source. |
You cannot delete a supplier to whom you owe money. Recurring monthly items, eg. debits for a service received, can be set up against each supplier, and on processing at month end, load debits automatically. |
| Screen shot.[Colors, fonts, text and Icons, User configurable]. |
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| List options | Features accessed from the supplier list. Go to top of page |
| Use F5 | To add a new creditor or expense account code. |
| Use F6 | to access the account record, and edit items like address. |
| Use F8 | To delete an unwanted account code. You will only be able to delete a code on which you owe no money. If you re-use a deleted code, all the history will be returned to this code, as transaction records are never deleted. It is better not to delete a code, rather mark it as closed and set the access level to 7. It will not be seen. |
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| Supplier record | Each supplier has a unique record in your system, and this list is also used to keep records against some accounts which never have a balance owing, such as "Wages", "Salaries", "Receiver", etc. The reason for this is that a general ledger account such as advertising, can have entries from many different sources, who can be named here as suppliers, all pointing to one G/L code. This helps in searching for historical information, as you have two options to use, either search on Supplier, or Ledger code. |
| Code | Use an alpha numeric code here, preferably starting with the first three letters of the supplier, e.g. EXH001 for The Exhaust Shoppeh, SMI002 for Smith Timbers, etc. You can have as many suppliers as you want, and new suppliers will automatically be indexed. However, the search is case sensitive. |
| Name | There is no search on name for suppliers, as we find the code search sufficiently selective, if entered as described above. |
| Address, line 1 | Street address, usually. |
| Address, line 2 | Postal address, usually |
| Town or City | Whereabouts. |
| Postal Code | Postal or Zip code. |
| Country | Not necessary. |
| Telephone number | Do not forget the dialling code. |
| Cellphone number | ? |
| Supplier`s Bank clearing number | This number is useful to you if doing electronic payment to your supplier. |
| Supplier`s Bank account number | This number is useful to you if doing electronic payment to your supplier. |
| Email address | Enter your supplier`s email address |
| URL or Internet web address | Your Suppliers web page, like http://www.greatmargins.com |
| Fax number | Your supplier fax number will be brought up on the purchase order, when you process one, so that you may fax the order expeditiously. |
| Tax number | This number is usually a GST number, for reference, but is not necessary for VAT. |
| Discount | Type in a discount if you generally receive a specific discount, otherwise leave at zero. Discounts can be overridden at point of purchase. Alternatively, there is a discount system that links discounts to particular departments, which will override the standard discount. A supplier can have unlimited departments for discount, with up to 3 discount percentages. |
| Open/Closed | When closed, you will not be able to make purchases from this account. |
| Taxable | On purchases, most suppliers are vat vendors, but if you import, or you receive goods from un-registered vendors, a zero here will default to non vat on any purchase from this supplier |
| Total | This is the total amount owing to your supplier. If a negative amount, he owes you the money. |
| Current | The value for the current month. Aging is done at the end of each month, when you do a "supplier month-end" in Internal, Company Details. These value fields can only be accessed with a level 7 access code, as altering ANY amount will automatically throw thr trial balance out of balance, unless the relevant transactions are updated. |
| 30 Days | The value for 30 days. When entering a payment, you will be able to enter the payment against the correct period, which in most cases, is usually the oldest outstanding amount. We do operate an open item system which is easily accessable when entering the payment, to see all the outstanding invoices from the supplier. |
| 60 Days | The amount due from purchases made 60 days ago. |
| 90 Days | The amount due from purchases made 90 days ago. |
| Over | The amount due from purchases made over 90 days ago. |
| B/F | The amount due at the end of last month |
| Month to Date | Purchases, month to date. |
| Year to Date | Purchases, year to date. |
| Last year | Purchases, last year. |
| Year end balance | Amount due at the end of last year. |
| Purchase limit | A zero purchase limit is in fact unlimited purchases, any other figure will warn of purchases above the limit. |
| Special month end | A special month end is not a very satisfactory arrangement for you, as it is better to age all creditors together, but a special month end will allow you to age a creditor seperately from the others, on a different day. |
| R.P.Factor | This figure is used to calculate reorder points in inventory, against items from this supplier, as an effect that lead time has on stock safety levels. A default of 1 will allow one month stock level before reordering, 0.25 will allow one week safety level, which, if you order once a week, will be too late. Check Products |
| Access level | Regulate the level at which operators can access this account. |
| Rebate ? | Do you get rebates from this supplier ? If so, they must be linked to a code which is initiated in Internal, Company Control, Rebates. |