Purpose: Understand the Supplier window.
Environment: Comsense Enterprise
In this article:
Supplier Information
| 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, |
|
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.
Profile Tab
All red fields are mandatory fields you must complete to save the supplier.
| 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 e.g. 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 |
E.g. 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 |
E.g. available skid lot discounts |
No |
|
Special P.O. instructions |
Appear on the purchase order |
E.g. 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.
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.
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 e.g. 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.
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.
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 e.g. 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.
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.
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.
Associated Suppliers Tab
Lists all suppliers with the same parent supplier.
Recoverable Tax Tab
Only applies in Canada for HST or GST.
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
Insurance Certificate Tab
Holds any insurance certificates regarding your relationship with the supplier e.g. joint payments.
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 e.g. 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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