How to Add a Supplier

In this guide, we show how to:

Add a Supplier within the Finance Module
Add a Member of Staff as a Sundry Supplier within the Finance Module

This Guide forms part of the ACCOUNTS PAYABLE USER GUIDE. Click to see Related Guides.

How to Add a Supplier

Access: The minimum permissions required to Add a Supplier are found in the Finance Module section Config > Setup > Roles & Permissions.

Pre-requisites: The Finance Module has the option for the system to generate the Supplier Code, or for the user to manually enter their chosen Supplier Code. If a system generated Supplier Code is required, a Supplier Code Book will first need to be added. See: How to Create a Supplier Code Book

Related guides:

To begin, go to Modules > Finance > Finance Home Page > Accounts Payable > Suppliers.

From the Supplier Home Page, click New.

As a minimum requirement, the following information must be entered:

Type
Supplier Name
Supplier Code
Credit Limit
Terms
Minimum Order Value.

Once the details have been entered, click Save.

If Purchase Orders are to be sent by email, the Order Method must be set to Email PDF and an email address must be entered in the eOrdering Email field.

If Remittance Advice is to be sent by email, the Send Remittance Advice Emails box must be ticked and an email address must be entered in the Remittance Advice Email field.

If Delivery Notes are to be processed for this Supplier, the Process Delivery Notes for Supplier box must be ticked.

See also: How to Add a Delivery Note

From the Supplier page, scroll down to navigate to the appropriate panels to enter Bank Details, Payee Details, Product Catalogue, Contacts, and Documents.

Once any further changes have been made, press Save again to ensure the details are stored.

How to Add a Member of Staff as a Sundry Supplier

Selecting Type – Staff allows a Staff Member to be added as a Sundry Supplier.

The Sundry Supplier checkbox will be automatically ticked and cannot be unticked
Staff Name can be selected from the Supplier Name dropdown, and the Staff Code will be updated in the Supplier Code field
Related Parties checkbox will also be ticked but can be unticked if needed

On clicking Save, the following panels: Bank Details and Addresses, Telephones, and Emails will update with the Staff Member’s information, taken from the MIS.

Note: Addresses, Telephones and Emails information will not copy over Emergency Contacts.

The BACS Payable Supplier checkbox will be ticked automatically if there are Bank Details set up in the Staff Record (Staff > Staff Details > Profile > Banking).