When you click on the Suppliers tab in the Invoice section, the Supplier List will display.
This consists of:
The Supplier List is the main window of the Purchases section of Invoice Manager.
The Supplier List can be sorted by Supplier Code, Supplier Name, Contact Name or Phone by clicking on the column heading at the top.
A triangle to the right of the column name will indicate the sort order of the column: an ‘up’ triangle indicates ascending order, and a ‘down’ triangle descending order.
To quickly and easily search for an existing supplier, sort by Supplier Name and then type the first letter of the name. The closest match will be highlighted in the list.
To the right of the Supplier List are buttons for the common functions undertaken
in the program. These are divided into groups: Functions, Information and Suppliers.
Each function button performs a different task in the program. They allow you to add or edit purchase orders, purchase invoices, returns, apply payments and overpayments. To use a function, select a customer by clicking on their name, and then click the function button desired.
For example, if you need to edit a supplier’s details, click on their name in the Supplier List and then click on the [Modify Supplier] button.
Add, Modify or Manage a Supplier
To add a new supplier, click the [Add Supplier]button.
Record the supplier’s details, and make sure a unique Supplier Code is included. You can ‘Tab’ through the fields, or press ‘Enter’.
Click the [Save] button at the bottom to save and exit the supplier’s details, or click [Save & New] to add another supplier.
To avoid retyping the same information if the shipping/delivery address is the same as the mailing address, tick the checkbox next to Use Company Address.
Four extra fields can be used for any extra information you require for this supplier. To enable these extra fields, click the [Extra Fields] button, and a new window will appear. Record the details you require, and click [Save]. You can rename the title of these extra fields by positioning your mouse over the name and double clicking. A box will appear to change the title.
Each supplier can also make use of customised layouts. Click the [Customised Layouts] button to choose which layouts will be used for printing. You can change the layout used for the Purchase Order, Purchase Invoice and Return printouts.
If you have selected the ‘Use Taxable Payments for Contractors’ option in Options, Advanced Preferences, a check box will appear to identify whether that supplier is a
‘Taxable Payments Contractor’ for Building and Construction Industry Taxable Payments Reporting requirements.
Ensure a tick appears for any supplier that meets the criteria.
Note: If the ‘Taxable Payments Contractor?’ button has been checked, and no ABN is recorded, the program will advise that you need to withhold PAYG. This will be automated at the time of recording a payment to the contractor.
Once a supplier is added, you can modify their details by selecting them from the list, then clicking the [Modify Supplier]button.
To hide a supplier, click on the [Manage Supplier]button. Tick the checkbox, next to
the supplier, in the [Hide] column, and click [Save].
A supplier can only be removed from the list if there has been no activity for that supplier in the last 12 months (i.e. created invoices, outstanding payments, etc.).
Note: The Supplier Code used by the deleted supplier cannot be re-used. However, you can change the Supplier Code in the supplier’s details before deleting.
Restore a Hidden Supplier:
If you have hidden a Supplier, they can be restored, or shown. Click on the
[Manage Supplier] tab, and click the [Hidden] option.
The Supplier Diary allows you to record notes in relation to the employee. These are purely for your records, and do not affect any other part of the program.
To add, view or delete entries in the Supplier Diary, select the supplier in the Supplier List and then click on the [Supplier Diary] button.
A list of recorded notes is displayed together with the date. You can sort the list by clicking on the column headings. Clicking again will sort the list in reverse order.
1. To add a new note, click on the [Add] button.
2. Type in the note, with a maximum of 250 characters.
3. Set the date for the note at the top. Today’s date will be set as default.
4. Click on [Save] to record the note, or click [Cancel] to exit without saving.
To edit a note, select the note in the list, and click on the [View/Edit] button. Make the changes, and click [Save]to save changes.
To delete a note, select the note in the list, and click the [Delete] button. The note will be removed. To print diary notes, click on the [Preview] button to show a print preview.
The Supplier Inquiry page shows a history of transactions in your supplier's account. A transaction can be viewed by double-clicking on it.
You can select to view Finacial Transactions Only, and All Transactions. Financial Transactions Only will not display Purchase Orders.
To print a selection of the Supplier Inquiry transactions, click on the [Print Inquiry]
button. Select the dates to include and click on [Print]