In this guide, we show How to Add a New Supplier in the MAT Finance Module. Specifically, we show:
- How to Add Supplier Identification and Commercial Relationship Information
- How to Add Bank Details and Payee Details
- How to Add a Product Catalogue
- How to Add Contacts, Addresses, Telephones and Emails
- How to Manage Documents
Access: To Add a New Supplier, there are a lot of permissions needed from within the Finance Module section of Config > Setup > Roles & Permissions. They are listed here:
To begin, from the left Menu, go to Finance > Routines > Suppliers.
This will bring up a list of Suppliers already in the system.
To add a new Supplier, press New.
How to Add Supplier Identification and Commercial Relationship Information
The first stage of Adding a New Supplier is to start with the Supplier Identification section.
Note: All fields marked with an Asterisk are mandatory.
Next, fill in the information for the Commercial Relationship. Again, all fields marked with an Asterisk are mandatory.
If the processing of Delivery Notes in the Procurement process is required, tick the Process Delivery Notes for Supplier box.
Note: If this box is left unticked, it is not possible to process the Delivery Notes for this Supplier.
Once all Supplier information has been added, press Save.
Some additional sections open up at the bottom of the page, which can now be filled in.
How to Add Bank Details and Payee Details
Complete Bank Details if making payment via BACS.
Complete the following fields: Bank Name, Account Name, Account Number, Sort Code, Account Type and Payment Reference.
If the Supplier is a Payee Account Holder, press Add and complete the Payee Details Box.
Once complete, press Save.
The Payee Box will turn red. This is due to awaiting Authorisation of the details.
Once all fields are complete, scroll up and press Save.
The Bank Details box will also turn red as this information needs Authorising.
Note: It is not possible to process payments until the Payment Details have been Authorised.
How to Add a Product Catalogue
Tick Catalogue In Use and then click on Import Catalogue to Import the Catalogue.
When the Catalogue upload request has been successfully submitted, the following message is shown.
The Catalogue items are displayed and can be used for ordering.
How to Add Contacts, Addresses, Telephones, and Emails
Click on the + symbol.
From the headings, select which information to add and Click to add the information.
Enter the information and select the Priority. This determines the order in which the system selects the information. Click Save.
The added information is shown under the heading.
How to Manage Documents
In the Documents section, click New to add a New Document.
Browse for the Document and then click Save. Tick Tag as important, if necessary.
Uploaded Documents can be Selected and then a number of actions undertaken.
Don’t forget to click Save at the top of the page to Save any changes.
The Supplier is now visible in the Supplier list.
To amend the details of this or any other Supplier, select the Supplier from the list and press View/Edit.
