Cash Book
Bill of Materials
Purchase Orders
Control, Security
Price list, Support
How do I ?

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].

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.
Supplier record

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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.

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