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Suppliers

Written by Denisa Arjoca
Updated over a week ago

Supplier Details

Before accounts payable can be used, you need to enter key details about your suppliers. You can add details of new suppliers, or change the information about existing ones, at any time.

Before you start you will need to gather as much information about the supplier as possible, for example, address, telephone and fax number, GST code and contacts. You do not have to enter every field of information when you create the supplier file; some information can be added at a later date, but the more you have to start with the easier it will be to maintain the supplier file.

New suppliers are initially set up as companies in the Coins ERP+ Central Repository (see the documentation on Adding a New Company for details) and then they can be set up as suppliers in accounts payable, via suppliers using the methods described in this section.

Note: Accounts payable can be run independently of the Central Repository if required (see Creating a supplier Without Using the Central Repository). Although this will allow you to create a new supplier directly through suppliers, it will however, prevent the processing and sharing of data between other companies and ledgers within Coins ERP+.

To avoid any confusion, this section is documented assuming that all ledgers in your Coins ERP+ system are using the Central Repository. This is the method preferred and recommended by The Access Group.

Creating a New Supplier Account

To create a new supplier account, you allocate an account code to a company in the Company Information Workbench which does not yet have an account code.

To create a new supplier account:

  1. Go to Accounts Payable > Suppliers > Suppliers.

  2. Click Add to add a new supplier.

    Coins ERP+ prompts you to select an office from the Company Information System.

    • If the supplier you want to add already exists in the Company Information Workbench:

      1. Click Lookup.

        Coins ERP+ displays a Company lookup. The lookup shows existing suppliers in the Central Repository, and indicates:

        • whether they have or have not already been allocated an account code in the Central Repository.

        • whether an account exists in the company and ledger you are using.

      2. From the supplier list, click Choose next to the supplier to add.

        You can only add a supplier that does not already have an account code in the company you are using.

        The Company / Office field is filled in with the company name.

    • If the supplier you want to add does not exist in the Company Information System:

      1. Click the QUICK ADD button (if it is available) to add a new company.

        The Quick Add Company screen opens. The Supplier Company Type is automatically ticked (you can change it).

      2. Enter details of the new supplier to search for potential duplicates.

      3. Click Next.

        The Quick Add Company screen is populated with the new details.

      4. Add any further details.

      5. Click Save.

        At this point, the company record is created in the Company Information Workbench.

        The Company / Office field is filled in with the new company name.

  3. Click Next.

    Coins ERP+ fills in details of the supplier.

  4. The remainder of the process involves making your way through the various fields and populating the appropriate information in each field.

    Supplier Maintenance

  5. Click Save when you have finished populating the Supplier Maintenance fields.

    Save

    The newly-created office appears on the AP Supplier Maintenance Workbench.

    Updated Supplier Maintenance Workbench

Coins ERP+ has an auto-numbering feature which can automatically generate a new account code to suppliers that have already been set up in the Company Information System, but have not yet been allocated an account code. If you are NOT using this auto-numbering feature, you will need to enter the account code manually.

Auto-number accounts

Specifies whether you are using auto-numbering (Y or N). If so, all three personal ledgers in all companies must be linked to the Company Information System (the USECIS parameter in the module must be set to Y). In this case, the AUTONUM, AUTOBASE, AUTOFORM, and AUTOLEN parameters in that module are ignored.

The parameters AUTOBASE, AUTOFORM, AUTOLEN, and AUTONUM control the way COINS generates account numbers for suppliers, customers, and subcontractors.

PL/QADDPL

Allow quick add of companies

Enter YES if you wish to be able to create companies in Supplier Maintenance and invoicing functions.

If this is set to Yes:

  • When adding a supplier record, a Quick Add button next to the Company / Office field allows you to add the Company Information record directly.

  • Lookups use the maintenance screen, so you can add a supplier when using the lookup.

PL/USECIS

Use Company Information System

Y = Link Accounts Payable to the Central Repository. If USECIS is set to Y, Suppliers requires new suppliers to be selected from the Central Repository.

N = Do not link Accounts Payable to the Central Repository.

Allocating Account Codes Manually

If you are not using the auto-numbering feature of Coins ERP+, when you create a new supplier record (by selecting the company and office from the Company Information Workbench), you need to provide the accounts payableaccount code yourself.

To allocate an account code manually:

  1. Create a new supplier record.

  2. Enter a new supplier account code in the supplierfield.

(It is advisable to use consistent supplier codes, in other words, the same number of characters and/or digits, so that they are easy to remember).

If you want subcontract labour on invoices to be treated correctly, you must make sure that the supplier codes for suppliers of subcontract labour in accounts payableare the same as the subcontractor codes for those suppliers in Subcontract Ledger. The Subcontractor CIS details are maintained in the Subcontractors Ledger.

If the same supplier account code also exists in other Coins ERP+ companies, these accounts can be linked together so that any changes made to the account details in one Coins ERP+ company, will automatically be updated in the accounts that exist in other Coins ERP+ companies.

Dormant Supplier Processing

Dormant suppliers are suppliers that have not been dealt with recently. Coins ERP+ may prevent transactions to dormant suppliers. You can choose whether to display dormant suppliers on the supplier lookup.

You can mark an individual supplier as dormant using Suppliers, or you can use Check for Dormant Suppliers to mark several (or all) suppliers as dormant, and "re-awaken" suppliers.

To mark suppliers as dormant:

  1. Go to Check for Dormant Suppliers.

  2. Specify the criteria you want to use to identify dormant suppliers.

  3. Click.

    Coins ERP+ displays a list of the suppliers for whom Coins ERP+ suggests a change: either from 'not dormant' to 'dormant' if there have been no transactions since the given date, or from 'dormant' to 'not dormant' if there have been transactions since that date.

    • To show the transaction history for a supplier, click the link in the Account Number column.

  4. Select the suppliers you want to mark as dormant (or those you want to re-awaken), and choose Set to Dormant (or Set to Non-dormant) from the Choose Action list.

Changing AP Supplier Addresses in the Central Repository

Module: Accounts Payable

This step is needed if a company’s mailing or remittance address needs to be changed.

  1. Go to Central Repository > Companies.

    Once a supplier has already been pulled into the AP from the Central Repository, it gets multiple address “types” and it is necessary to change the “remit to” address to change what appears in the AP.

    Select Companies in the CR

  2. Click the link to the Main Office.

    Select Main Office

  3. Go to the Addresses tab.

    Addresses Tab

  4. You will have multiple address types created as you pull a company into multiple modules. (The types available depend on how your system is set up.) For example, there might be a "MAILING" address where PO's pull addresses from, and a "REMIT" address for the AP address (that's the address you need to update to change the supplier account's address).

    AR customers might also have (Invoice address/bill to) and (statement address).

  5. If changing an address, click Open () to open the address for editing.

    Open Address to be edited

Make any changes you wish, then click Save to finish.

Edit and Save the Address

Creating a Supplier Without Using the Central Repository

Accounts Payable can be run independently of the Central Repository if required. Although this will allow you to create a new supplier directly throughAP suppliers, it will, however, prevent the processing and sharing of data between other companies and ledgers within Coins ERP+.

Although Coins ERP+ provides the option to do this, it is not the preferred method recommended by The Access Group.

To run Accounts Payable without using the Central Repository

  1. Go to supplier Details.

    If your system is set up not to use the Central Repository, then a blank supplier Details frame will be displayed.

  2. Create a new supplier account by entering a unique supplier account code

  3. Enter the supplier details.

If at a later time you want to link Accounts Payable supplier accounts to the Companies, then you will have to re-create the supplier in the Companies.

Insurance / Schemes Validation – Suppliers

insurance / schemes validation allows you to check, when entering invoices and processing payments, that various information held against suppliers and subcontractors is correct and up to date.

  • If a supplier is linked to a subcontractor account (that is, if the Supplier of S/C labour field is ticked), Coins ERP+ will validate the corresponding subcontractor account when making payments against the supplier's accounts payable account. The supplier record shows the insurance / schemes information from the related subcontractor record.

  • If the supplier is not linked to a subcontractor account (Supplier of S/C labour is not ticked), you can maintain scheme information for the supplier. The insurance tab allows you to add schemes for the supplier. These are the same scheme types as set up in Subcontract Ledger; however, all scheme information in accounts payable is optional - the Mandatory and Default rules are ignored.

insurance / schemes sharing can be set up to automatically copy scheme details between Coins ERP+ companies; scheme details will only be copied to a supplier account in another company if both accounts are set not to be suppliers of subcontract labour.

An administration workbench - insurance / schemes Workbench - allows you to maintain all the scheme checks for each supplier, without needing to go to each record separately.

Multiple Supplier Remittance Addresses (26745)

It is now possible to record more than one payment address for a supplier, and to choose the payment address when entering an invoice. The new AP parameter MULTIREM, when set to Yes, enables the following:

  • A Multiple Remittance Addresses tickbox is shown on the supplier record. If this is ticked, a Remittance Addresses tab lets you enter additional addresses for the supplier.

  • During invoice entry, if the supplier has multiple remittance addresses set up, a Remittance Address field lets you select an address. This field defaults to the address that is identified on the supplier record as the default. If no default address has been identified, the Remittance Address field is blank and the main supplier address is used.

  • During the payment process, separate payments are created for each group of invoices with the same alternative remittance address code.

Bank Account Update by Workflow

Changes to supplier bank accounts can be authorised using workflow before they are committed to the supplier account.

  • Process

  • Configuration

Process

If an approval workflow has been enabled:

  • A warning message appears on the Payment Method tab.

  • If you change any of the bank or payment details fields, an Undo button appears next to the field to allow you to restore the original value.

  • A Notes field lets you enter notes about the changes. The information is available to the person who approves the changes using the workflow.

  • If a security questionnaire has been configured, this appears when you change any of the bank details. Your responses are available to the person who approves the changes using the workflow.

Example Security Questionnaire

  • When you save the supplier record, if any of the bank or payment details are changed, the approval workflow is started immediately in the background.

When the workflow has started, the Bank Details tab becomes read only. Depending on the configuration, it either shows the new values, under the heading New Details Awaiting Authorisation, or shows a message that authorisation is in progress.

Depending on the configuration, Coins ERP+ puts payments for the supplier on hold until the changes have been authorised or rejected.

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