Suppliers
Supplier (Vendor) master
Suppliers - need to know
‘Suppliers’ (aka Vendors) enable you to manage interactions and transactions between your business and your Suppliers.
Suppliers are trading partners and the central element of the Purchasing/Supply Chain activities in the system.
From the Supplier Master, you can track the respective AP balances, credit terms, and credit status.
See also 'Preferred Suppliers'.
Supplier Fields
Supplier Name
Unique name of the Supplier's company.
Ref #
Auto-generated unique reference number
Owner
This is the Worker who owns the Document. By default, this is the name of the Worker that first created the Document. However, the Owner can be re-assigned at any time. The list of Owners is the current list of Workers that have login permission.
Balance
Supplier balance
Currency
The operating currency.
Credit Limit
Use this field to enter the credit limit the Supplier has set for you.
Set the correct trading currency
When you create/set up a Supplier make sure you set the correct Currency. The default will be the base currency of your General Ledger. See ‘Currencies'
Customization: additional fields and functions
If you don’t have all of the fields (or the functionality) you need on the Supplier Master, you can add Custom Fields to store and use additional data. Data from Custom Fields on the Supplier Master can be inherited by child Documents (e.g. Purchase Orders) See 'Customization'.
Contacts, Billing and Shipping Addresses
If you have only one Main Contact, it's the default Contact, and Billing address. You can add additional Contacts, and Billing addresses from the Action dropdown on the Supplier Master.
Alternatively you can import Contacts (including Shipping addresses) using the Import Contacts sheet which you'll find under Import Data in Setup.
You can view your Contacts, and Shipping addresses on the Contacts tab.
You can find your Contacts, and Shipping addresses using the Find Actions.
Supplier Accounting
Balance
The creditor balance derived from Accounts Payable.
Credit Limit
Manually set the value of the agreed credit limit.
Profile
Stores preset information inherited by transactions:
Default Trading Information (Tax code and ID, Site, Terms, Price List, Shipping, Check info)
Bank Details
1099 status (See 1099)
Minimum Order Value
If you're using Checks to pay Suppliers, make sure you add 'Name used on Checks'.
Transaction History
List find and review all transactions.
Email
Send and receive emails from Outlook, Google and other mail systems. Email is automatically filtered at the Supplier contact level, so you only see and can send emails related to the Customer and its contacts. See ‘Email’.
Notes
Notes are free text areas. Notes are saved with the author (owner) and time/date stamp.
Memos
Track events and tasks.
Search and review Memos. See ‘Memos’.
Classifications
For Reporting
Attachments and Links
Look for the Paperclip Icon on the header
Attach or link files and Documents. See 'Attachments and Linking'.
1099
Manage 1099 Categories
Set the thresholds for each category. Go to, Supplier>Configure>Manage 1099 Categories.
The Threshold relates to the amount paid to a Supplier; if the amount is greater than the specified Threshold the associated Supplier will be included in the 1099 Tax Report.
For official guidelines on 1099 Thresholds see:
https://www.irs.gov/forms-pubs/about-form-1099-misc
Set 1099 Supplier
To recognize and track a 1099 Supplier go to,
Supplier>Profile>Trading Information>1099 Supplier, and check the box.
1099 Reports
If the 1099 Supplier box is checked, this Supplier will then be included in the 1099 Summary and Detail reports.
Go to, Reports>Standard Reports>US Tax>
Actions
As well as creating transactions, e.g. Purchase Order, or adding a Contact, Payment, or Shipping Address you can:
View Account
View a list of AP transactions and balance
Show History
Show change history for this Master.
Take Ownership
Change Owner
Configuration
See 'Suppliers ⛭'.
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