Suppliers: Suppliers Account

Suppliers Account

Filters and Buttons

Column One

• Status (List Box) — Active or Inactive
• Supplier Type (Drop List) — Set the "Supplier Type" to limit supplier selections in various system screens. Go to the Lookup with Supplier Type page for a summary of these supplier filters. 'Broker' - choose for Brokers. They can be added to the Quotes / Finance "Broker" field. 'Card Services' - choose for Fuel or Toll suppliers. They are linked to Card records and are also used in the Card Services Interface. E.g., Shell, BP, Linkt. 'Dealership' - choose for vehicle suppliers. They can be picked in the Quotes / Vehicle "Preferred Dealer" field. 'Financier' - choose for Financiers. They can be added to the Quotes / Finance "Financier" field. Visit the Financier page to find out how to link the suppliers to interest rates and finance calculation settings. 'Insurer' - choose for Comprehensive Insurers. They can be added to the Quotes / Contract "Insurer" field. Some may have linked insurance budget calculations. 'Rental' - these suppliers are used in the Bookings module when rental vehicles are being supplied. 'Roadside' - choose for Roadside Assistance suppliers. They can be selected in the Quotes / Lease Roadside Assistance profile. 'Salary Packaging'- choose for packaging suppliers. They can be selected in the Employees / Item “Supplier Type” field.
• Preferred Supplier (Check Box) — Report only field.
• Account (Text) — Information purposes only. For example - an external account code
• Credit Limit (Num) — Supplier credit limit
• BSB Number (Num) — Store the supplier's BSB number here. To generate an ABA file for vehicle payments, go to the Payments (ABA)) page for details. To generate an ABA file for salary packaging disbursements, go to the Disbursements (ABA)) page.
• Bank Account Number (Num) — Store the supplier's bank account number here. To generate an ABA file for vehicle payments, go to the Payments (ABA)) page for details. To generate an ABA file for salary packaging disbursements, go to the Disbursements (ABA)) page.
• Bank Account Suffix (Num) — This field is visible if you are operating in New Zealand, otherwise the field is hidden. The field can be blank but an entered value can only be 2 or 3 numbers. Your system's country is identified using the entry in *.
• BPAY Biller Code (Num) — Store the supplier's BPAY biller here. Use this in Reg or CTP Renewals batches.
• Payee (Drop List) — This field is currently set as display only and will be blank for most records. It is only used for creating data that is used in the salary packaging Disbursements (ABA)) file. An entry for 'Driver' is populated into the Driver Reimbursements supplier record for descriptive purposes. Access to this field can be role restricted. This field can be renamed.
• Pay Method (Drop List) — This field is currently set as display only and will be blank for most records. This field is only used for creating data that is used in the salary packaging Disbursements (ABA)) file. Access to this field can be role restricted. This field can be renamed.
• ABA Format Type (Drop List) — 'Supplier' is the default setting. For vehicle contract payments in the Payments (ABA)) file. Leave as 'Supplier' to populate the Contracts / Payments "Supplier Ref" into the 'Lodgement Reference' field of the Payments (ABA)) file. Choose 'Payment Reference' to make separate payments to subsidiary bank accounts. Only use this for finance payments being made to St George. A batch will not be able to be paid if any of the records has a 'Supplier Ref' that is not a correctly entered bank account. I.e., 9 or less digits long. For packaged contract payments in the Disbursements (ABA)) file. Leave as 'Supplier' to group payments for one supplier into one record in the Disbursements (ABA)) file. This is only applicable if the Employees / Item "Payee" is also 'Supplier'. Use this for items such as Packaging Fees. For all other field combinations of Suppliers / Account "ABA Format Type" and Employees / Item "Payee", a separate record is created in the Disbursements (ABA)) file for each transaction.
• RCTI (Check Box) — Recipient Created Tax Invoice. Used to record suppliers where an RCTI agreement is in place.
• Pay Terms (List) — A list of Payment Terms for the Supplier. Note: Audit history prior to June 2021 will display under the field name 'paymentterm' which was formerly a free text field. It has since been converted to a list and audit history will be displayed under the name 'supplierpaymenttermsid'. To add new "Pay Terms" use the Import Table Data feature on the table 'fmsupplierpayment_terms'.
• Pay Due (Text) — Payment due day. Can be used to populate the Contracts/Finance tab "Finance Due Day". Refer help page Finance Due Day.
• Due Days (Text) — Due Days
• Payment Delivery Type (List) — Choose 'Email' if you want to send an email advice to your supplier and 'Post' if you don't. This setting is only applied to payments posted from the Payments / Periodic screen. It is designed to email Financiers, Insurers and Roadside Assistance providers when payments are made in bulk for vehicle contracts.
• Fleet Labour Rate (Num) — Hourly agreed labour rate. If a new Franchise is created, this value are populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if " Non-Standard Labour Rates" is un-checked. This field name can be relabelled.
• Fleet Labour Date (Date) — Date of rate agreement. If a new Franchise is created, this value are populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if " Non-Standard Labour Rates" is un-checked. This field name can be relabelled.
• Retail Labour Rate (Num) — Hourly agreed Retail labour rate. If a new Franchise is created, this value are populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if " Non-Standard Labour Rates" is un-checked. This field name can be relabelled.
• Retail Labour Discount (Num) — This (read-only) discount rate is only calculated if both Fleet Labour Rate and Retail Labour Rate are populated. If a new Franchise is created, this value are populated into new Franchise record. This field name can be relabelled.
• Parts Discount (Num) — Displayed on Approvals
• Sundries Cost (Num) — Displayed on Approvals
• Oil Price / Ltr (Num) — Displayed on Approvals

| Procurement Fee | Num | If an amount is entered here, the Quotes / Vehicle "Procurement" amount will use this as the default value if this supplier is the "Preferred Dealer". If this field is zero, then the Quotes / Vehicle "Procurement" amount will look to for the default value.
| Column Two | | | |
| Contact | Text | Account contact person's name | |
| Phone | Num | Account contact person's phone number | |
| Email | Text | Enter the account contact person's email address here. This can be used as the recipient of the Payments / Periodic Remittance Advice. See Payments Setup for more details. Multiple email addresses can be entered by adding a semicolon (;) to separate each email address. Leave no spaces in-between. The email addresses are validated. Go to the Email Address Validations page for more details on how this is checked. | |
| Disc. Days/Date | Text | Discount days. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Disc. Prompt Pay | % | Disc. Prompt Pay. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Disc. Volume | % | Disc. Volume. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Tax ID | Text | Tax ID. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Tax Code | List Box | e.g. GST. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Tax Code Freight | List Box | e.g. GST. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (e.g. MYOB, Xero, etc). | |
| Agent | Search | To link a Broker record to a Financier, add it here. | |
| Interface Type | List Box | Select the interface that should be linked to this supplier. Leave it blank if there is no interface. :255finance :angle :bmwdfe :boqef :eric (not used yet) :maclease_partner :motorone | |
| GL Code | Text | If you want to redirect Finance and Insurance Payment transactions to supplier-specific gl accounts, enter their gl account in this field. This code is not used for any other payment types other than Finace and Insurance. Go to GL Code for more details. | |
| Disclose Transactions | Check box | Use this check box to hide transactions for this supplier from external users in the Contracts / Maintenance tab. This check box works in conjunction with other settings, so visit the Disclose Running Costs page for all of the settings you need to apply. This field can be renamed. Access to this field can be role restricted | |
| Insurance Broker Fee | Num | When populated the Insurance Broker Fee will be added to the Insurance Premium calculations. | |
| COC Template | Drop List | Select the appropriate template to use to email a Certificate of Currency to a driver. | |
| PL Export Flag | Check Box | Flag to control if PL transactions for this supplier is exported into an external accounting system e.g. Greentree | |
| Allow Duplicate Reference | Check Box | This field is un-checked by default, and records with duplicate references or invoice numbers cannot be saved for this supplier. Check this field if you want to allow records with duplicate references and invoice numbers to be saved for this supplier. Go to the Allow Duplicate Reference page for full details of this feature. | |

Action Buttons

Field Entry

• Fleet Labour Rate cannot be greater than Retail Labour Rate — When you enter and tab out of "Fleet Labour Rate" or "Retail Labour Rate", the two field values are checked. "Retail Labour Rate" must be equal or higher than "Fleet Labour Rate". Modify the amounts in these fields to conform to this rule.

Save

• Bank Account Suffix must be 2 or 3 numeric characters — New Zealand bank account suffixes must contain 2 or 3 numbers
• Failed to update Supplier due to following. Validation error(s): Email - {email} can not be matches against dot-atom format. — The field "Email" does not support the Multiple Email Address function. Update the "Email" to contain only one email address.
• Failed to update Supplier due to following. Validation error(s): Email - The input is not a valid email address. Use the basic format local-part@hostname — The email does not pass the required Email Address Validations. Check and update the email address.
• Invalid email address(es)! — The email does not pass the required Email Address Validations. Check and update the email address.

Useful Queries

## Screen Aliasesselect *from gb_screen_aliaseswhere module = 'fm' and page = 'suppliers' and sub_page = 'account';## Role Restrictionsselect r.name as role, rr.*from gb_roles as rleft join gb_role_restrictions as rr on rr.role_id = r.role_idwhere module = 'fm' and page = 'suppliers' and sub_page = 'account'order by r.role_id;

Suppliers Account GL Code

If a GL Codes is entered here, the supplier's purchase ledger transaction will be directed to this code instead of the standard code specified in the Contract Type.

This feature only works for Finance and Insurance payments (see Payments Setup**).
All other payments (such as Maintenance, Registration or CTP) still refer to the posting maps in Contract Types.

[Tip:] Before you can enter a code into this field, it needs to be set-up in GL Codes / Details.

GL Code Illustration

[GL Codes]

Suppliers Detail

Filters and Buttons

• Supplier Code (Text) — Enter the supplier code you want to select. Use the lookup to search for a supplier by "Supplier Code", "Name", "ABN" or "Type". If the Suppliers / Detail "ABN" is shown with an alias, then the alias is also shown here as one of the lookup selections.

View

• (Button) — Click to create a new record. Suppliers / Account "Status" defaults to 'Active'.

Column One

• Supplier ID (Number) — Unique id used to identify the supplier allocated by the system.
• Supplier Code (Text (10)) — Unique code used to identify the supplier. User determined and can be edited after creation as a Supplier id is stored within the database. Must not be blank or constructed entirely from spaces.
• Name (Text) — Supplier name
• Address 1 (Text) — Address 1
• Area (Text (50)) — Enter the suppliers physical address Suburb or Town.
• Country (Drop List) — Select your suppliers physical address country from the list. This will select your country by default. e.g. if your setting is 'AUS', Australia will be used to populate this field.
• ABN (Text) — Enter the Supplier's ABN or NZBN here. This field can be renamed.
• Contact (Text) — Contact person's name
• Mobile (Text) — Supplier mobile number
• Phone (Text) — Supplier phone number
• Fax (Text) — Supplier facsimile number
• Email (Text) — Enter the supplier's email address here. Multiple email addresses can be entered by adding a semicolon (;) to separate each email address. Leave no spaces in-between. The email addresses are validated. Go to the Email Address Validations page for more details on how this is checked. If the supplier is a Financier or Insurer that is being paid using the "Payments" module, their email address will be needed to email their Remittance Advice. See Payments Setup and Fleet / Payments / Periodic for more details.
• Web Site (Text) — Supplier web site address. Clickable hyperlink
• External Code (Text (18)) — Holds a "Salesforce ID" if you are interfacing with salesforce CRM software. May be used as a reference to other systems, e.g. 1link.

Column Two

• Channel Code (Text) — Enter a channel code the or use the lookup to find it. If you are a Channel Accounts role, this field will be read only and your channel code will populate in automatically.
• Supplier Group (Text (10)) — Enter or search for the Group Code that this supplier belongs to, if any. You need to set-up the Supplier Group record first in the Supplier Groups → Contact screen. Once selected, the Group Code and Group Supplier Name will be displayed.
• Notes: (Text) — Free text field to record notes about suppliers

Action Buttons

Save

• Failed to update Supplier due to following. Validation error(s): Email - {email} can not be matches against dot-atom format. — The field "Email" does not support the Multiple Email Address function. Update the "Email" to contain only one email address.
• Failed to update Supplier due to following. Validation error(s): Email - The input is not a valid email address. Use the basic format local-part@hostname — The email does not pass the required Email Address Validations. Check and update the email address.
• Supplier code already exist! — You cannot create a new record that contains a duplicate supplier code. Enter a different code, then Create.