When we gain a new supplier, we will need to add their details to our Accounts Payable module
To create a new supplier
3. Open Accounts Payable. Ensure you are in the correct Company
4. Click on the New button or select a menu path of File Ø New.
5. The following window will be displayed
6. Enter a code
for the new supplier in the Code text box
The Code field is a short reference
description. It should be meaningful and unique. The Program will always convert
the code into uppercase.
7. Click on the Account Group drop down box, and choose an account group. The Account Groups are created from the Accounts Payable Maintenance menu. The Account Group field is used as additional filters for Reports, Payment Runs and Balance Sheet differentiation. You may leave the value as defaulted and press the Tab key. You can specify the General Ledger Control Account that all suppliers in this Account Group will link to.
8. Choose the Entity Type for the supplier. Notice the personnel details become available if we choose individual. The Entity Type field is used denote the type of Supplier you are creating. If this supplier is a subcontractor, we can choose subcontractor here. The Subcontractor tab will activate, and allows us to store additional information such as policy details
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If the Entity Type selected is not equal to Sub Contractor, the Sub Contractor tab will not be enabled |
9. Enter a value into the Last Name field. This is the name of the Company.
10. Position your cursor in the Aging Type field. Open item is recommended, as this will show all invoices when making dissections from cashbook. Balance Forward will show a total for each period. You may leave as defaulted, to move to the next field press the Tab Key.
11. The Billing Cycle is defined in the Maintenance Menu of the Accounts Payable module. It is used as a filter to separate certain creditors for reporting and payment purposes, e.g. 7-day account creditors have a separate billing cycle than 30-day account creditors. This enables you to separate weekly and monthly cheque runs with ease.
12. If the supplier is a Reportable Supplier ensure the check box is ticked and all details – Name, Address and ABN are included.
13. Once you have entered all relevant details, click on the OK button to save the supplier.
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Ensure that
you always save the details of a record by pressing the
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14. Select the Payment Details tab. The following window will be displayed:
15. The Retention portion of the window is used if you are retaining a value until a subcontractor has practically completed the work undertaken. Practical completion is where a body of work is deemed complete even if it is only near on completion. For the purposes of this exercise, leave the fields blank and position your cursor in the Terms pick list.
16. The Terms pick list is
used to assign terms of payment to the Supplier. The default is 30
days. The Based On 
radio buttons are used to instruct the system
when to begin calculating the due date. It is typically the payment terms
from Invoice Date. A term code must be entered for all suppliers.
17. The On Hold 
checkbox is
used if you do not want invoices to be processed against the Supplier.
18. If there is a Purchase Limit to be assigned to this Supplier, you may enter a figure in this field. Leave the field blank and position your cursor in the Bank field.
19. If the Supplier is paid directly into their bank account, this window allows you to specify banking details.
20. Enter a Bank name into the Bank field. Press the Tab key.
21. Enter a value into the Branch field. Press the Tab key.
22. Enter a value into the BSB field. Press the Tab key.
23. Enter a value into the Account field. Press the Tab key.
24. If the supplier is to be paid by EFT check the EFT Supplier box (bottom right). Bank details can be added for both EFT and Cheque printed suppliers.
25. If the supplier is to be paid by BPay check the BPay Supplier box (bottom right). You can enter the BPay Biller Code & Reference details.
26. Press the Save Button
27. Select the Notes tab. The following window will be displayed:
28. The Notes window allows you to enter general information regarding the Supplier. Enter some information into the Notes field and press the Save button
29. The Supplier is now saved and ready to have a payment recorded against them.
