You can access the Supplier register in section Purchases.
The registers consist of partial registers, which are the Supplier register in the Purchases section, Customer register in the Sales section and the Person register in the Travel and expense invoices section. You perform different actions on business partners - i.e. customers, suppliers and persons - and edit their information. It depends on the user’s rights, which partial register’s information he or she has access to.
You can search suppliers by the supplier name, customer number, ID, supplier group or main group.
When you search by the name, ID or customer number, you can also enter part of the search text only. If you search a supplier named Procountor, you can enter Pro or Countor in the search field, if Further searches are not in use. You can freely include * and ? characters in the search text. The * character represents any character string (also null, i.e. the search text Pro*Countor also yields Procountor). The ? character represents any single character (a character, e.g. space, must exist, i.e. the search text Pro?Countor does not yield Procountor).
Next to the Supplier group drop-down list you can find the Search button, which opens the supplier group search window. You can find the group that you want when you enter part of the group name in the search window.
Click the Search suppliers button at the top of the page, when you have selected the search conditions. If you search Suppliers only, without any other conditions, you do not need to click the button if the Automatic search is in use.
The search result is displayed below the button bar under the search criteria.
Click the Management button if you want to search suppliers by management information. This modifies the search condition section in the upper part of the view to enable search by the information in the Supplier management page. You can search by the supplier’s current status or person in charge. When searching by action, you can specify the time interval, when the action occurs or does not occur. When searching text in the notes, you can use free text search. When you click the Management button again, the system returns the basic search condition view.
In the search result list, select the supplier and click the Show management button to go to the supplier’s Management page. You can also access the Management page from the supplier’s basic information page by clicking the Management button.
The Clear button clears all selected search conditions.
By the Edit multiple button you can edit the information of several suppliers at the same time. The button opens the Edit multiple business partners view, where you can search the suppliers to edit. You must select the business partner type and you can limit the search with several other conditions, e.g. the business partner group. The Search business partners button shows a list of the suppliers according to the search conditions.
Select the suppliers you want to edit by ticking the box in the leftmost column or by clicking the Select all button.
Click the Edit business partners button, when you have selected the suppliers. The system displays a confirmation request with a list of the selected suppliers. You can reply whether to continue or cancel. If you continue, the system opens a window for selecting the information to edit.
The functionality allows you to e.g. edit the verifier/approver information, when changes in the personnel occur. The bank account edit function contains the alternative “Change to IBAN”, which changes the bank account number of the selected suppliers to IBAN format. If you replace a character string in the name, it is replaced in the name, in the billing address name and in the delivery address name The selection Autonumber unnumbered assigns a customer number to the selected suppliers that do not have one yet.
Supplier information available for edit
The Back button takes you back to the Business partners view.
Show basic info
Read more in basic info.
The Show management button opens the supplier’s Management view, where you can enter information related to management of suppliers. You can use the information for searching suppliers from the business partner register and to the Business partner report. You can check the customer management information from the CRM report, which can be found in register reports. In the management information, you can enter e.g. quality of deliveries information for suppliers and meeting notes information for persons.
Click the Save button to save the changes in management information. If you added, removed or edited available statuses or actions, those updates need not be saved separately.
The Show basic info button opens the supplier’s basic info view.
The Statuses button allows you to add, remove and edit the available statuses. If you remove a status, it will be removed from all business partners to whom the status has been applied. Procountor has no predefined statuses, but each company can define statuses applicable in their operations.
The Actions button allows you to add, remove and edit the available actions. If you remove an action, it will clear the Action column from all action rows to which the action has been applied. The action row itself is not deleted. Procountor has no predefined actions, but each company can define actions applicable in their operations.
The HTML button opens the supplier’s management information in HTML format in a new browser window.
The Excel button transfers the supplier’s management information to an Excel worksheet.
The Previous and Next buttons allow you to browse suppliers. The buttons are only shown if you came to the Management view from the business partner search and the search result contained more than one supplier.
In the upper section of the view, select the supplier’s status and person in charge. You can also enter an unlimited amount of notes. For the person in charge you can select any of your company’s users.
Use the Add button to add a new action to the supplier. This adds a new action row. The default date is the current date. Click the field in the Action column, and select the action from the drop-down list. The default person in charge is the person selected in the upper section, but you can select any of the persons on the drop-down list.
In the Additional information and Next action fields you can enter free text. You can open both of those fields in a separate window by right-clicking and selecting which field to open from the drop-down. You can enter an unlimited amount of text in both fields. You can add an unlimited amount of action rows.
The Delete button deletes the selected action row from the supplier.
In the Additional information, you can enter additional information on the supplier. The information in the Additional information section affect e.g. invoices. Other entries are for information.
The supplier’s Default VAT-% is used when adding rows to the invoice without using products from the product register.
You can specify a default reference for the supplier. It is always included in the business partner’s invoices and orders as the bank reference. The default reference can be a maximum of 20 characters long.
The Defaults button opens the window, where you can select whether you want to process the supplier’s Default accounts, Default dimensions or Default products. If you do not want to do any of these, click Cancel.
The Default accounts option opens a page where you can set the supplier’s default accounting accounts for invoice entries. You can change the default accounts by selecting the account and clicking the Change account, and selecting the new account in the chart of accounts. If the accounting entries are created at the invoice row level and products with a default account are used, the accounts from the products are used.
In the Default accounts view, you can also define the supplier’s default VAT status.
The Business partner report also shows the default VAT status, when you select the Default accounts information in the report search conditions.
The Default dimensions selection allows you to define which dimension is used for posting the business partner invoices.
The Default products option takes you to the page where you can enter default products that are always included when you create an invoice to that supplier. Note! If the default amount is zero, the product is not inserted automatically in the invoice.
The Save button saves the additions and deletion of the supplier’s default products.
The Add button is used to retrieve the supplier’s default products/services from the product register. Select the desired product from the list that opens. The list shows the purchase products entered for the suppliers.
Use the Search products button to limit the search by the product name, code and group. Select the product by clicking the row. You can select several products by using the Ctrl and Shift keys. A product can occur only one time as a default product.
The New product button in the Purchase product register view can be used for adding new products in the register.
The Select product button moves the products to supplier defaults. If you select several products at the same time, the button opens a window, where you can enter information that is updated to all the selected products. The Product card button takes you to the product card of the selected product.
The basic information of the default products come from the product register, but you can define a Business partner-specific price, discount percentage, VAT percentage and default amount for them. If you tick the box different price, you can enter a price that differs from the one in the product register. If you tick the box different discount, you can enter a discount percentage that differs from the one in the product register. If you tick the different VAT box, you can enter a VAT percentage that differs from the one in the product register. If the default amount is zero, but a different price, discount or VAT has been defined for the product, the product is not automatically included when you create a new invoice for that business partner. If a product like this is selected to the invoice, the customer specific price/discount/VAT is used. You can also enter a default row comment for the product.
The Delete button removes the selected default product.
The Delete all button removes all default products from the business partner. Verification is requested before deleting.
The Validity periods button allows you to define the time periods, when each product is automatically included in invoices.
When running the Business partner report, select the register information Default products in the search definition to include information on the amount of default products defined to the business partner.
Use the Add button to add a new supplier. In the drop-down list, select the supplier type. The system opens an empty basic information view for the selected supplier type.
Enter the supplier information, and set the default accounts, products and dimensions and the additional and management information through the buttons at the upper edge of the view. It is possible to import business partners from other systems through the Import data functionality.
You can copy the selected supplier from the search results using the Copy button. First the system asks if you also want to copy the business partner’s default accounts, dimensions and products.
Then the system asks if you want to show the copied partner’s information in the view when copying is completed. Extension (copy) is added to the name of the new partner. The Business ID/social security number and customer number are not copied.
You can delete a supplier selected from the search results using theDelete button. The system asks if you want to delete or inactivate the supplier. Inactive suppliers are not shown in the registers, unless you select option Show inactive suppliers.
Create invoice for partner
The Create invoice for partner and Add to invoice buttons allow you to create a new invoice to the supplier.
The Search invoices button shows all invoices targeted at the supplier as the search result.