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.

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’.
On 'Configure' on the Supplier Master there is an 'Email Options' setting. Here you can specify:
  • Email address to use for Purchase Orders
  • Email address to use for Bills

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:

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