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The Supplier Maintenance option lets you create and maintain supplier and employee account details. Supplier account information includes the supplier's name and address, tax locations, purchasing, AP controls and ICA information if applicable.
For more information on how suppliers are used throughout the e5 system, See Common Purchasing.
There supplier types are:
| Type | Description |
| Supplier | Ordinary provider of either services or supplies. You can process invoices, credit notes and debit notes for type 1 suppliers. You can enter up to 2,100,000,000 addresses per supplier account. |
| Employee | Contains data entry screens for employee claims and advances. You can enter up to 2,100,000,000 addresses per employee account. |
| Miscellaneous/Sundry supplier | Miscellaneous/Sundry or ordinary supplier used once. You can only enter one address per supplier. This supplier type uses the same data entry screens as type 1 but requires a payment address when entering an invoice. |
| Factor supplier | You can only enter one address per factor supplier. This type of supplier is used for creditor suppliers to solve late payment or cash flow problems. For example, XX Corporation buys computers from YY Corporation for £100,000. YY Corporation sends an invoice to XX Corporation. YY Corporation is short on cash and the invoice is not due until next year. YY Corporation sells the invoice to WW Corporation for £90,000. XX Corporation pays the invoice of £100,000 to WW |
| Internal Supplier | An internal supplier is one that can be used only for the creation of Internal Orders and Invoices. |
Suppliers are set up for each company and each supplier must have a unique number. If multiple companies purchase from the same supplier, you must set up the supplier for each company. Each company controls how the system numbers suppliers. You can number suppliers and employee accounts manually or automatically. The fields that control the numbering methods are on GL/Numbering format of the Common Purchasing Company Controls screen MPAB. You can use different numbering systems within a company, for example, use one numbering system for supplier types 1 and 3 and another numbering system for supplier type 2.
Supplier numbers are composed of twelve alphanumeric characters and for automatic numbering consist of a prefix and suffix. The combined length of the prefix and suffix cannot exceed the twelve characters. The prefix and suffix share the same entry field. You cannot use prefixes and suffixes for manual numbering.
To use automatic supplier numbering, click the check box at Automatic Numbering Supplier and Automatic Numbering Employee on the GL/Numbering format of the Common Purchasing Company Controls screen MPAB.
Automatic numbering occurs in one of the following ways:
To use manual supplier numbering, leave Automatic Numbering Supplier and Automatic Numbering Employee blank on the GL/Numbering format of the Common Purchasing Company Controls screen MPAB.
If the company uses manual supplier numbering, assign the supplier's number when you create a new supplier. The system does not enforce consistency. For example, you can enter the following suppliers with these numbers: Ace Temporary Services - A01 andrews Office Supply - 1 and Smith & Sons Landscaping - 001.
Supplier associations let you create relationships among suppliers. You can view lists of associated suppliers, including the activity and outstanding balance for each supplier in the association, as well as the total activity and outstanding balance for the entire association.
When you associate suppliers, the system automatically links them together. You can add a new supplier to those already linked by referencing any of the suppliers already linked. The system automatically maintains the link whenever you add, amend or purge suppliers.
For example, Bmart Corporation is a department store chain with several stores.
Each location is independently owned and operated but you want to associate them for enquiry and reporting purposes. On the Supplier Purchasing Controls screen MPBD, you can set up suppliers with the following associations:
|
Supplier Number |
Name |
Associated Supplier |
| DOC00001 | Bmart, Store 104 | |
| DOC00002 | Bmart, Store 7509 | DOC00001 |
The system automatically updates supplier #DOC00001, with supplier #DOC00002 as the associated supplier.
If another store opens and you want to link it to the other stores, set up the new store as follows:
If you enter DOC00001, the system automatically updates supplier #DOC00002, with supplier #DOC00003 as the associated supplier.
|
Supplier Number |
Name |
Associated Supplier |
| DOC00001 | Bmart, Store 104 | |
| DOC00002 | Bmart, Store 7509 | DOC00001 |
| DOC00003 | Bmart, Store 8005 | either DOC00001 or DOC00002 |
The supplier short name is a quick way to reference a supplier or suppliers. You can use this feature to view related suppliers without activity figures. On most supplier and transaction lists you can enter the short name to access a supplier. If the short name is used for more than one supplier, you see a list of all suppliers with the specific short name.
In the previous example, all three suppliers have the same short name, Bmart. The short name is used in the selection window for the following enquiries:
If you use the short name to list related suppliers, you must create an association with Associated Supplier Company on the Supplier Purchasing Controls screen MPBD to view activities for related suppliers.
You can add a supplier with only the name and address details but you cannot enter documents for the supplier unless you enter purchasing controls, AP controls, a default tax location, PM controls (if using PM) and elements (if using ICA). You can access the following screens from the Supplier Name screen MPBB:
You set up the Supplier AP Controls screen MPBE after you set up the Supplier Purchasing Controls screen MPBD. You can add a supplier by completing the name and address screen but you cannot enter documents for the supplier until you complete all the supplier maintenance screens.
Purging a supplier marks the supplier for deletion. You must submit the AP Supplier Deferred Purge process, PF3, to physically delete the supplier from the database.
Many of these screens, such as Supplier Purchasing Controls screen MPBD, Tax Registration Location screen MPBI and Supplier AP Controls screen MPBE are only accessible by using an action on the Supplier Name screen MPBB. The following steps can be performed in any order, unless otherwise noted. Also, once you have accessed a certain screen, you do not have to return to the Supplier Name screen MPBB to access additional screens.
From the Supplier Name screen MPBB:
Click Elements to enter elements on the Supplier Element screen MPBF if using ICA.
Click Addresses to add the supplier's address on the Supplier Address screen MPBC. Enter 0 in the Address Number and enter Address Line 1 and 2 (if supplier type = Supplier) on the Supplier Address screen MPBC. Repeat these steps for each additional address. You cannot enter additional address codes for supplier types 3 and 4.
Click Pur Cntrls to enter purchasing controls for this supplier on the Supplier Purchasing Controls screen MPBD. You must enter Category Code, Settlement Terms and Discount Terms. Click the Tax button to add tax locations on the Tax Registration Location screen MPBI.
On the Tax Registration Location screen MPBI, enter either the Location and Tax Type or the Tax Code. You can enter multiple tax locations. However, you must designate one location as the default for the supplier. To do this, enter Y in Default and also enter a Handling Code. Click the Update button to add the tax locations. Click Pur Cntrls to return to the Supplier Purchasing Controls screen MPBD.
Click AP Cntrls to enter AP controls for this supplier on the Supplier AP Controls screen MPBE. You must enter Payment Method and Payment Code. You must enter the purchasing controls before you can enter the AP controls.
Click PM Cntrls to enter purchase order processing controls for this supplier on the Supplier PM Controls screen MPBJ if using the PM application. You must enter purchasing controls before you can enter purchase order processing controls.
If your business process requires it, you can optionally add a step to the supplier creation process to force new suppliers to be approved.
To do so, you must set the relevant control at the Common Purchasing company controls level and also provide a central user charged with the approval of suppliers.
When a new supplier is then created, the supplier's status will be set to Unapproved and a BEM event sent to the nominated approver. The approver can then choose to accept the supplier, in which case it becomes active, or to reject it. When a supplier is rejected, then the user who created the supplier will be notified via a BEM event.
Only approved suppliers can be used within the system and any rejected suppliers will be automatically archived when the supplier archive process is next run.
See also
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© Advanced, Jan 2021 |
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