Supplier Reference
To access the suppliers area select Section|Suppliers from the main menu.
For information on keyboard navigation see: Keyboard Short-Cuts.
This part of the system is used to determine the financial status of a supplier and to enter or alter supplier details.
For a guide to supplier menu options consult the topic: Supplier Menu
The fields in supplier accounts have the following meanings:
General Account
Code
The account code.
Each supplier account requires a unique identification code. It is best to use a consistent coding scheme that is easy to remember. If you do not already have one, we suggest the code consist of the first two or three letters of the first name of the firm and the next two or three letters of the second name. When the firm has only one name, use the first 6 letters of the name as your code.
A code is a short-cut. Its designed to let you access an account quickly. If you can't easily remember or work out the code from the account's name, then it will not correctly serve this purpose.
Category
This is another code that you may optionally use in order to sub-divide your accounts into different groupings for reporting purposes.
Name
The name of the account.
Address
The address of the account.
Suburb
The suburb of the account.
State
The state of the account.
For
foreign country addresses place the state or province in the address line.
Postcode
The Australian postcode of the account.
If
you are entering an overseas account leave this blank and place the postcode, zip code or other reference
as part of the Country field.
Country
The country of origin of this supplier.
Phone
The phone number of the account.
Fax
The fax number of the account.
Contact
The contact name for this account.
Account
The account code that your supplier has given you. It is used for their reference.
Credit
The credit limit your supplier has issued you.
Comment
Comment lines hold miscellaneous information about the account. Remember that you can also store up to
99 note pads of information for each account. To do this click on the note button
or select Note pad Management from the pull-down menu.
Comment
Miscellaneous comments regarding the account.
Account On Hold
Click on this this field to put this account "on hold." CAPITAL will then refuse to process payments for this account. It will still accept invoices.
Ask For Expenses
Click on this to let CAPITAL prompt you for expense dissection information when entering supplier invoices, etc. If you are working with the general ledger this option is not applicable, as all expenses must be allocated. If you deal with this account solely for purchasing stock, you need not specify an expense dissection, since the purchase order and invoicing systems maintain your stock automatically.
If ticked 
CAPITAL does not calculate tax on line items when users enter purchase orders or stock receipts. This
allows the operator to enter the tax (e.g., GST) component of the purchase manually, if applicable. This
is also useful when there is a need to enter an order that only shows purchase prices inclusive of tax.
A second purpose for ticking Inclusive Tax is when the purchase order is for overseas goods and GST is not paid to the supplier directly, but to the taxation office. In this case the GST would not be included in the supplier invoice total, and can be entered as a separate transaction under the applicable account.
For further information on this topic consult: Purchase Orders & GST.
If this account is an expense account, you may wish to optionally include a chart of accounts code or company expense code here if applicable. When entering a supplier invoice and allocating your invoice to various expense categories, this code will then appear automatically. You can always override the default expense code during expense entry.
If
the supplier account is a trade account normally involved with the purchase of resaleable goods, and you
are running the general ledger, CAPITAL can be set to automatically allocate the applicable purchase accounts
in your general ledger. This field should then be left blank. For more information see the topic: Purchases
Dissection By GL Set.
Account Type
The type of supplier account. Accounts may be either standard or internal.
STANDARD ACCOUNTS. Regular trade or expense accounts, including those you purchase stock from, as well as those that provide services such rent, electricity, etc.
INTERNAL ACCOUNTS. Normally an account or department within your organisation. Since expenses can be assigned an expense code and a department code, CAPITAL allows you to analyze operating expenses by the divisions or profit centers within your firm. Transactions assigned to these accounts do not normally appear in your sales, expenses and other trading reports.
Department
An account may be linked to a specific department by specifying the department here.
You
may not specify the department if the account type is already set to "internal".
If
Departmental
Restrictions apply, then once a supplier account is assigned to a department, users who do not have
permission to work in this department, will be unable to assign new transactions to this supplier. If
you do not wish to enforce such a restriction, leave the Department field
blank.
This
option is not available for editing if multi-department
mode is not activated.
Purchase Buy
If specified, this becomes the default purchase price ex taxes for accounts assigned to this department.
Discount Formula
The calculation that is used to override the Stock Control default buy price.
Access Level
A number between 0 and 9. The security access level assigned to this account.
See
the topic Security
for more information on access levels.
Head Office
Check this selection if this account is a head office for the purposes of central billing.
Buying Group Code
The account this account should be billed to for central billing purposes. For example, this account may be a branch of a supplier chain or group which has a head office that receives payments. The head office account code would be entered here if applicable. Note that CAPITAL still maintains each account separately, but can produce combined statements for organizations that require them.
For more information on this see the topic: Central Billing Concepts.
Lead Time
Enter the default supplier lead time in days for stock purchases if applicable. This is the number of days (on average) that it takes stock purchases from this supplier to arrive, from the date of the purchase order. For example, if you ordered on a Monday and stock arrived on a Wednesday, the lead time required would be 2.
If you do not have or do not intend to use CAPITAL's Stock Requirement Forecasting System then you do not have to specify any numbers here.
This
setting is a default number that CAPITAL will fall back on if a lead time has not been assigned to a specific
stock item in Stock Control. For example, your supplier may deliver, on average, in 5 working days for
most goods, but may take twice that for special items. In this case, you should specify the increased
lead time by locating those stock records in Stock Control where this applies, and assigning the increased
lead time by individual product.
Forecast Cover
This field is only used by CAPITAL's Stock Requirement Forecasting System. It is used to specify the number of days of cover that is to be used as the basis for stock reorder quantities. You can specify the forecast cover period when running the forecaster utility, however if you specify a quantity here, this is always used in place of the range entered on the utility.
Currency
The foreign currency code, if applicable, for this account.
GL Set
The general ledger set code.
Trading Terms
Terms
The trading terms in days that you have extended to this account. The default is 30 days. If this number is entered, 1 Month will appear next to this field. Invoices fall due on the first day of the next month if calendar month ageing applies to this account.
If this account has been set to age by terms or transaction due date, any transactions assigned to this account will fall due on the date of the transaction plus the number of days held in the Terms field.
When ageing by due date, the Terms setting is a default suggestion only. Users may override the terms by changing the Due date in order to either extend or decrease the terms for each individual transaction.
Age By The Month
Select this option if you want to age this account by standard calendar month. This is the default setting. If this option is selected you may change the account Terms to a number other than 30 days (1 month) but ageing will still be calculated monthly.
Age By The Terms
Select this option if you want to age the transactions assigned to this account by the actual date of each transaction, rather than by the period the transaction was created in. Ageing by terms is particularly useful if you need to keep track of short terms, such as 7 or 14 day accounts.
Age By Due Dates
Ageing by due date is similar to ageing by terms, but you have the option of controlling the terms by individual transaction. Each transaction in CAPITAL that affects supplier or customer accounts has a due date calculated automatically, based on the date of the transaction plus the account's terms. When ageing by due date you may either extend or reduce the terms by individual transaction, by changing the due date.
Changing
the terms of an account that is being aged by due dates does not update any unpaid transactions with the
new terms! These must be changed manually.
For example, if you are reducing the terms of an account but do not edit the unpaid transactions and adjust the individual due dates for each, it will appear as if you have issued extended credit to these transactions.
Print Statements
If this option is set to No, then when you are printing statements/remittance advices, this account will automatically be skipped over. (You may still print a statement by specifically asking for this account and pressing the print key, if required.)
On-Screen Ageing
Supplier accounts may be aged by credit terms or standard (calendar month) periods on-screen when the button is pressed. If you are ageing the account by terms or due dates, then the ageing periods may be displayed as multiples of the account terms. I.e., 7 day accounts may be displayed as 0, 7, 14 and 21+ days on screen. By default, CAPITAL ages each account by calendar month on-screen because this is quick, efficient and simple to do.
Many present day computers do not have the processing power to make ageing by terms practical, since CAPITAL
must re-age every account accessed, each new day. This can drastically reduce the performance of your
system. Nonetheless, even if on-screen ageing by terms is not selected, the correct ageing will appear
on printed reports. An alternative is to "age" your accounts over-night, so that there is no
performance loss during the day. You can also request that a "statement ageing" view of the
account be calculated and shown on-screen.
The settlement discount as a percentage. Leave blank if there is no settlement discount offered. As a consequence you will not be asked to enter discount details when entering transactions.
Settlement Terms
The terms by which you must pay this account in order to be able to claim an early payment/settlement discount. Used when allocating payments, and also by the Cash Requirement Report.
Retention Rate
Withholding Tax rate for this supplier. If a retention rate is specified, CAPITAL will calculate the portion of the retention rate that should be withheld from payment to your customer. You must set-up the Retention system via INSTALLATION Workshop program before you can use this facility.
Retention tax is not supported for foreign currency accounts. If the account is foreign currency, you
will not be permitted to enter a retention rate.
Electronic Banking
Tick
if payments entered against this account will be processed as EFT (electronic fund transfer) direct deposits.
When ticked, the Create EFT Payments utility may be used to create a direct transfer banking file for upload into the software provided by your bank.
If unticked, you may use the Write/Print Cheque utility to print cheques for this account.
BSB Number
The supplier's bank's BSB number. This is required if you intend to pay this account via EFT.
This
stands for Bank/State/Branch number. Each branch in Australia has a unique BSB number. It consists of
6 digits separated by a hyphen.
Bank Number
The supplier's bank account number. This is required if you intend to pay this account via EFT.
Bank Account
The bank account name is the supplier's bank account that you will be transferring funds to via EFT. For example, "John Smith & Co Pty Limited."
Enter a EFT narration ID (also referred to as a lodgement reference) if you wish to assign this to your EFT transaction file when paying particular suppliers.
Consult the topic: Create EFT Payments for more information on Narration ID's.
EMail & Internet
Enter the supplier's e-mail address if applicable.
Web Site
The supplier's web site if applicable.
Finding Suppliers
To find a supplier account you have several options:
Click on the Find Button
Click on the Find icon 
on the tool bar.
Select Edit|Find from the menu.
Click on the List View tab button and scroll through the list.
Use the arrow key buttons to move to the top or bottom of the supplier file or scroll through suppliers one record at a time.
____________________________
Related Topics:
Supplier Transaction Reference
 |