Create a New Supplier
Previous Top Next
1.        Select Gx Purchase on the toolbar.
2.       Select Supplier Details from the menu.
3.       Enter the Account Code for the new supplier. 
4.       Use the option tabs along the lower half of the screen to set up the information required about this supplier.  The tabs are:

·        Contact Details - to set up supplier address and contact details
·        Balances - to set up your credit terms with this supplier
·        Accountancy - to set up accountancy options for this supplier
·        Options - to set a quick access code, minimum order values and bank details for this supplier

                       It is advisable to work through each option tab in turn to ensure you do not miss out any of the details required for this supplier. 

Supplier Contact Details
1.       Click the Contact Details tab and fill in the supplier's name, address, telephone number, fax number and website address on the left side of the screen.   
2.       To record details for the contact person(s) you deal with at this supplier, click the Contacts button.  Click here for instructions on entering supplier contacts.  
3.       If purchase orders to this supplier are sent to a different address, you will need to set up this address.  Click the P/Order Address button. Enter the purchase order address details into the popup window and Save.     
4.       If remittances are not sent to the main address set up for this supplier, click the Remittance Address button and enter the address details into the popup window and Save.
5.       You can set up various warehouse addresses for the supplier.  Click the Warehouse Addresses button.  Click the new address button to allocate the next address reference, it will start with Address Reference 003 since 001 is reserved for the purchase order address and 002 for remittances.  Enter the delivery address details into the popup window and Save.  Create any other warehouse addresses for this supplier by using the next available Address Reference.
6.       Select the Area Code for this supplier.  See also: Create Supplier Area Codes
7.       Select the Supplier Type.  See also: Create Supplier Type Codes
8.       Select the Market Class for this supplier.  See also: Create Supplier Market Class Codes
9.       Select the Selection Group for this supplier.  See also: Create Supplier Selection Group Codes
10.     Select the Settlement Discount for this supplier.  See also: Create Supplier Settlement Discount Codes
11.     You can enter a Memo about this supplier account. 

back to top

Supplier Credit Terms
1.       Click the Balances tab.
2.       Select the Number of Days Credit you have been given by this supplier from the drop-down menu. 
3.       Enter the Account Addressee name for this supplier account. 
4.       Enter your Credit Limit with this supplier.

back to top

Accountancy Options
1.       Click the Accountancy tab.
2.       If purchase orders for this supplier are to be consolidated to another account on your Purchase Ledger, enter that account code in the Consolidate Purchase Orders To Account Code field. 
3.       Select the Currency Code for this supplier from the drop down menu. 
4.       Select the Country Code from for this supplier the drop down menu. 
5.       Enter the supplier's Company Registration.
6.       Enter the supplier's VAT Registration No.
7.       If remittances for this supplier are to be consolidated to another account on your Purchase Ledger, enter that account code in the Consolidate Remittances To Account Code field. 
8.       Select the Accounting Method to be used, open item or brought forward .
9.       Select the method of calculating the Payment Due Date from the three options.  The number of days credit you have with this supplier will be added to the invoice date according to the selection made here, to calculate the date it is due for payment.

back to top

Other Options
1.       Click the Options tab.
2.       Enter an Sort Access String for this supplier.  This is a ' quick access code ' to allow the easy retrieval of an account if you do not know or wish to type in the full account code.  The sort string can be up to six characters long, and where prompted for an account code, you can type all or part of the sort string to find the supplier. 
3.       Enter the Lead Time from this supplier in days.  This is used to calculate the delivery date for the purchase order.
4.       The Account Status should be left as 'Active' for this new supplier.
5.       Enter the number of Months History that should be retained for this supplier.  This will automatically use the number of months entered in Purchase Ledger Setup Options unless you overtype it.  When the purchase ledger period end is run, any transactions that have aged beyond the number of months history set up here will be removed from the system. 
6.       Select the Default Nominal Code to be used when entering transactions for this supplier.  This should be a purchase nominal code. Note: electronic invoicing will overwrite this with the correct purchase nominal code attached to the products being invoiced. 
7.       Their Reference for our Account should be filled in with the account code the supplier uses for your account with them.
8.       Default Commodity Code - from the drop-down menu, select the commodity code that best represents the type of goods you normally buy from this supplier.
9.        Default Delivery Terms - this freetype field allows you to key in your delivery terms with this supplier, a detail that is necessary when reporting Intrastat purchasing details from within the EEC.  
10.       Default Mode of Transport - this freetype field allows you to key in terms this suppliers transportation mode fro shipping goods to you, a detail that is necessary when reporting Intrastat purchasing details from within the EEC. 
11.     Default Transaction Nature - this freetype field allows you to key in your usual transaction nature with this supplier, a detail that is necessary when reporting Intrastat purchasing details from within the EEC. 
12.     Communications Link - if you use electronic ordering to this supplier, select the relevant communication link from the drop-down menu.  Click here for instructions on setting up the options in this menu. 
13.     Minimum Warehouse Order Value - enter the minimum order value you can place with this supplier.  This will show on the shopping list to help you decide when you are ready to generate the purchase order. 
14.     Minimum Direct Order Value - enter the minimum order value you can have for direct deliveries by this supplier. 
15.     EDI Delivery Charge - select an additional charge from the drop down list. The charge selected will be automatically added to the supplier's purchase orders to reflect any delivery charges they have confirmed via EDI. 
16.     Select the Payment Method normally used for this supplier from the drop-down menu.  See also: Create Supplier Payment Methods
17.     Enter the suppliers bank details if you pay directly into their account. 
18.    Tick the Consolidate Purchase Order Documents box if you wish to use this facility on the Gx Stock - Purchase Orders menu. The facility allows you to send all purchase orders and delivery notes associated with a sales order to the supplier. If this is ticked the shopping will not print purchase orders for this supplier.

back to top