Supplier Window

Purpose: Understand the Supplier window.

Environment: Comsense Enterprise

In this article: 

Supplier Information

Click image to enlarge
Supplier window; shows the location of the supplier information fields.
Image 1: Supplier Information Fields

 

Table 1: Suppler Information Field Details
Field Name Description Notes
Supplier Code Unique reference code May be automatically assigned by the system or manually assigned, this is a preference in system options
Supplier Name Name of the supplier This field is not labeled and is located next to the Supplier Code field
Address Mailing address for purchase orders, checks, or supplier returns There is a tab for a secondary address if the supplier has a mailbox that is different than the physical location

Note, Phone, Fax,

Email

 

 

Contacts Tab

The properties tab is a list of contacts at the supplier. To add a new contact, Right-click in the Contacts pane and Click Add Contact.

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Supplier window; shows the location of the Contacts tab.
Image 2: Contacts Tab

Profile Tab

All red fields are mandatory fields you must complete to save the supplier.

Click image to enlarge
Supplier window; shows thelocation of the Profile tab.
Image 3: Profile Tab

 

Table 2: Profile Tab Details
Field Name Description Notes Mandatory Field
Remit To Supplier The supplier that receives check payment or the credit card (as a supplier)  Only use the credit card as a supplier if supplier payments are made via credit card No
Parent Supplier An accumulator for separate suppliers that are part of the same group   No
Currency     Yes
Status Determines if the supplier is active for transactions

 

Yes

Terms Terms for discounts, discount days, grace days, etc.

Create terms in the Terms window 

Yes

Reporting Class Categories to sort transactions with the supplier

 

Yes

Payment Status Determines if the supplier is active for payment

Payment status may be on hold if you want to hold your payments to the supplier

Yes

Payment Group Categorizes suppliers for the purpose of check runs

These payment groups are filters in the Check Run window

Yes

Credit Limit  

 

No

P.O. Typical Check if the purchase order a standard document with items in a list

Hollow metal door or frame purchase orders are not typical

No

Allow Transactions Check if you are allowing transactions

There can be active suppliers not allowing transactions i.e. sales agencies where you get quotes but do not send a purchase order or checks

No

Authorize for

Pre-payment

Check if you make deposits to the supplier

 

No

Inhouse Supplier Allocates costs to the general ledger account assigned to the inhouse supply costs

Inhouse suppliers have work orders instead of purchase orders

No

Review Cycle Default inventory review cycle for managed products from the supplier

 

No

Default Lead Time  

The product master uses this lead time for the supplier's products

No

Website Supplier website

 

No
1099 Check if the supplier requires a 1099 tax form

 

No
Identifier Taxpayer identification number

 

No

Contract Payment

Box

Class of 1099 tax form

i.e. For suppliers, installers, services etc.

No

DUNS Number Unique business number with Dun & Bradstreet

Allows you to access the supplier in the Data Cloud to predict reliability and/or financial stability of the supplier

No
Freight % The value added to the material cost Determines landed cost for inventory and is included in sales order line item cost before markup No
Restocking Charge % Suggested restocking charge for supplier returns

This charge does not populate anywhere

No
Net Extension     Yes
Discount Extension Extends the discount terms that are selected in the Terms field   Yes
Discount Taxes Check if the supplier allows discounts taxes Not common No
Discount Freight Check if the supplier allows discounts on freight Not common No
Review Start Date Day to start inventory review   No

Segregate PO Lines

by Order

Check if you want the line items segregated by order number

Line items will bulk onto one line if not checked

No

Preferred Transport Guidelines for transportation of supplier product

 

No

Minimum Order

Values

 

Important to include to allow or not allow orders below a minimum value

No

Minimum Order

Values for

Free Freight

 

Important to include to allow or not allow orders below a minimum value

No

Purchasing Notes Notes for the purchaser

i.e. Available skid lot discounts

No

Special P.O.

instructions

Appear on the purchase order

i.e. Always ship complete

No

 

Divisions Tab

List all divisions that use the supplier. Any division not listed will not be able to purchase from the supplier. Each division can have its own freight percentage and supplier customer account number. The tabs in the bottom pane are specific to the division selected in the pane above.

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Supplier window; shows the locatin of the Divisions tab.
Image 4: Divisions Tab

Freight By Product Category Tab

*Note: The tabs in the bottom pane are specific to the division selected in the pane above

You can create exceptions to the freight policy by product category.

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Supplier window; shows the location of the Divisions Freight By Category tab.
Image 5: Division Freight By Product Category Tab

PO Report Types Tab

*Note: The tabs in the bottom pane are specific to the division selected in the pane above

Select the purchase order report types for the supplier i.e. Metal Door Purchase Order Report and Metal Frame Purchase Order report. Door and frame purchase orders are split by product category and include attribute fields, unlike a hardware purchase order that lists solely by product line item. Any supplier that sells doors or frames requires purchase order report types to properly list the order information.

If you have an EDI configuration for the supplier-specific report, Select a report in the Report column.

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Supplier window; shows the location of the Divisions PO Report Types tab.
Image 6: Division PO Report Types Tab

Service Center Delivery Programs Tab

*Note: The tabs in the bottom pane are specific to the division selected in the pane above

Any service center delivery programs are hardcoded into the system and maintained by the Comsense team. Select any delivery programs that apply.

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Supplier window; shows the location of the Divisions Service Centre Delivery Programs tab.
Image 7: Division Service Center Delivery Programs Tab

Attachments Tab

*Note: The tabs in the bottom pane are specific to the division selected in the pane above

Attachments are PDF documents you want to include at the end of certain reports such as purchase orders i.e. terms and conditions for each purchase order. Any attachments in this tab will be included on the purchase order report by default. You can choose to not include the attachment in the Generate Report window when you export the purchase order. 

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Supplier window; shows the location of Divisions Attachments tab.
Image 8: Division Attachments Tab

Manufacturers Tab

Lists the different manufacturers sold by the supplier. There must be a new manufacture line item for each division that purchases from that manufacturer.

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Supplier window; shows the location of the Manufacturers tab.
Image 9: Manufacturers Tab

PO Address Tab

Location to input the purchase order address. This is the location where you send items back to the supplier on a supplier return. If it is the same as the main address, Check the Same As Main checkbox.

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Supplier window; shows the location of the PO Address tab.
Image 10: PO Address Tab

Associated Suppliers Tab

Lists all suppliers with the same parent supplier.

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Supplier window; shows the location of the Associated Suppliers tab.
Image 11: Associated Suppliers Tab

Recoverable Tax Tab

Only applies in Canada for HST or GST.

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Supplier window; shows the location of the Recoverable Tax tabs.
Image 12: Recoverable Tax Tab

Shutdown Days Tab

Shutdown days represent the days the supplier is shutdown. When you use shutdown days, the supplier terms and lead times go by working days rather than calendar days. We do not recommend using this feature due to the level of maintenance. 

If you decide to use shut down days, you must manually input and update the shutdown days for:

  • Your suppliers
  • Your division
  • Your customers
Click image to enlarge
Supplier window; shows the location of the Shutdown Days tab.
Image 13: Shutdown Days Tab

Insurance Certificate Tab

Holds any insurance certificates regarding your relationship with the supplier i.e. Joint payments.

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Supplier window; shows the location of the Insurance Certificate tab.
Image 14: Insurance Certificate Tab

Payable Account Distribution Tab

The account selected in the Payable Account Distribution tab becomes the default general ledger account applied in the Manual Distribution tab in the Payable i.e. If the supplier charges freight, you can add the general ledger account for freight. Fill in the Payable Account Distribution tab for most miscellaneous (non-trade) suppliers.

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Supplier window; shows the location of the Payable Account Distribution tab.
Image 15: Payable Account Distribution Tab
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