Adding or Editing a New Creditor
Adding or Editing a new Creditor / Supplier.
This has many tabs and sections to be filled in.
To create a new Creditor or edit and existing Creditor:
Go to: Creditors Module> Configuration>
Select Creditors Setup menu Item
Details Tab
In this section add the basic information for the Creditor
Minimum details are Creditor Code and Name
| Creditors Code |
Create a unique code that identifies the supplier/creditor. The Code field can be Alfa Recommend:
|
| Name |
Enter the name of the supplier/creditor. This will ideally be the registered name of the Creditor. The Name field can be Alfa Numeric and over 500 Characters long |
| Short Name | This is essentially a shortened form of the supplier company name, e.g.: ABI |
| Contact Person | This is a drop down and only shows contact Names which has being entered from the Contact Persons tab: A default contact person can be added against the Supplier |
| Enter the |
|
| Registration No | Enter the registration number for the Supplier |
| VAT Number | Enter the VAT number for the Supplier (if applicable). |
| Creditor Image |
This drop down will only shows Images which have being uploaded as attachments. Select an image for the creditor to show on the right |
Tick the boxes “Print Statement and Email Statement. This allows for statements (Remittance Advise) to be generated and emailed directly to the Creditor/ Supplier.
| Active | Indicates and sets the Creditor as an active creditor. Should you no longer deal with the particular Creditor and do not want to see the creditor on searches, then remove the tick on this box |
| Sync to Mobile | This tick allows for the particular Creditor to be sync to the Webatar Mobile App |
Creditors can be categorized by using one or more of the following fields:
Division, Region, Creditor Type, Creditor Status
These fields are user defined as such options can be added to suite your companies specific requirements.
| Division | could be used for differentiating creditors specific to different branches of the organization |
| Region | Could be used for Geographic region the creditor is located |
| Our Account No. | |
| Comment | |
| Acc Manager | |
| Creditor Status | |
| Creditor Type | Could be used for the type of supplier, i.e. Raw Materials, Consumables, etc. |
| Clearing Agent Tick | |
| Forwarding Agent Tick |
Once you have entered the above information, click the save button for the Address and Contacts Tabs to be activated.
Note: All the above fields are not mandatory by default. The creditor Code and Name are minimum requirements
Address Tab
Fill in the Physical, Postal and Delivery addresses in the Address Tab. There are buttons called “Same as Physical” etc., once the Postal area button is clicked, it will copy all the details from the Physical Address to the Postal address.
The system also allows the entering of multiple Delivery addresses. All addresses created can be selected at the time of the documents i.e. Purchase Orders.
| Physical | Physical address default setting |
| Postal | |
| Delivery | |
| Default Address | This can be selected to be used whenever a document is created, you can override the address selection at the document level. |
| Address Line 1 | |
| Address Line 2 | |
| Address Line 3 | |
| Address Line 4 | |
| Address Postal Code | |
| Country | |
| GPS Coords | |
| Plus Code | |
| User defined address grid |
| Same as Physical | |
| Same as Postal | |
| Same as Delivery | |
| Copy to All | |
| Get Coords | |
| Lookup Coords |
Contacts Tab
In this tab you can create all the relevant people who work for this company, including all their details.
| View button | to view the contact |
| Add button | to add a new contact |
| Edit button | to edit the contact |
| Delete button | to delete the contact person |
| Show All Tick |
| Telephone 1 | |
| Telephone 2 | |
| Fax | |
| Mobile No | |
Enter the contact persons First Name, Surname, Contact Numbers and email address:
You can add the addition details if preferred
If the particular Contact person being added is the default contact for this particular Creditor, you can click the Update Company and Set as Default button, which saves you from recapturing these details as default contacts
| Receive Remittance |
Ticking this box implies that the particular Contact can receive remittance advises when emailed from the system. |
Recommended that the contact person’s email addresses are captured as this will save the
User from manually having to type the email each time documents are emailed from the system.
Account Details Tab
The account details tab stores all the specific account information related to this creditor
Important information about the Creditor can be added in the Account Details. For purposes of security, lock down this tab as a precaution against users who should not have access to these details.
When doing a Goods Received Note for example a message will appear to the user that the account is on hold and will give the reason for it.
| Currency | The system caters for Multicurrency. As such one can setup a foreign creditor account and all values could then be in USD, Euro etc. When working with multi-currency Suppliers, you can select the default currency to work with on that Supplier. Note - Once the first transaction has been posted against the currency you cannot change the currency. |
| Account Terms |
Select the terms of your Supplier in the drop down. This is the account payment terms that the organization has with the creditor, e.g. COD, 30 Days, 60 Days, etc. Note: The account terms set here will determine and auto populate the due dates on Purchase orders. |
| Rating | |
| Discount | Used as an indication of discount rates received from the Supplier. Should the creditor always allow a discount percentage to all purchases made, you can set this on the discount field and the discount percentage will then pull through to all purchase Orders created. |
| Outstanding Balance | This is the running balance of the Supplier irrespective of transaction dates. |
| Aging | We allow for aging of Date of Statement and Date of Invoice per Creditor. This is the ageing method for outstanding accounts is the terms calculated from Date of Invoice or Month End (Statement) Date. |
| Forex Tax Type Override |
This field is only used for Foreign Creditors where the default GRV VAT type will not apply You can select Non-VAT or Import VAT here, which will pull through to order and prevent users from erroneously selecting GRV VAT. For local Creditors, you will leave this blank |
| Payment Terms | |
| Credit Limit | This field is used to enter the purchasing limit from a Supplier. This could be enforced or used as an indicator. You can enter a purchase limit value and select to enforce the limit or not if this limit is reached, the system will notify the user that the credit limit will be exceeded and provide option to continue (depending on if limit is enforced or not) |
| Enforce Credit limit | Tick this check box if you want to enforce the credit limit indicated in the Credit limit box. |
| On Hold | Tick this box to put the Supplier account on hold. Should you wish to not deal with a particular supplier but do not want to de activate the creditor, you can set the Creditor on hold, which will prevent any orders from being processed. |
| On Hold Reason | Put in a reason for putting the Supplier on hold. |
| Enable Statement Note | |
| Statement Note | If you tick the box and put a message in the Statement text box, this message will appear on this Supplier’s statement only. If you have added a global message under System Configuration Module – Administration Company Profiles both messages will appear on the statement |
|
T/C GRV |
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| T/C Stock Return | |
| Statement Template |
Bank Details Tab
Put in all the information of the Creditor’s bank details.
| Bank | Name of the bank of the Supplier |
| Account Number | Account number of the Supplier |
| Account Type | The type of account the Supplier has example, Current or Savings etc. |
| Branch | The Branch name of the bank of the Supplier |
| Branch Code | The branch code of the bank of the Supplier |
| Beneficiary Reference (20) | |
| Payment Type | |
| Payment Frequency | |
| Payment Code | |
| GL Category | |
| Classification | |
| PDF Passwords | PDF passwords allow passwords to be attached to the various documents for security purposes. Only give the passwords to the Supplier so he can open the documents. If the fields are left blank, the PDF will just open. We have split PDF passwords to various document types so each document can be directed to various people in the organization. |
| Note | When a document is generated with the PDF password it cannot be changed on that specific document when it was created. You can however change PDF passwords every month, but it is a good idea to write all passwords down for the specific months. |
| PO Password | |
| GRV Password | |
| Stock Return Password | |
|
Report Password |
|
| Statement Password | |
| Key Words | This fields allows for specific words which appear on Bank statement entries and is used on the BankIT intelligence feature in the system |
Note: When a document is generated with the PDF password it cannot be changed on that specific document when it was created. You can however change PDF passwords every month, but it is a good idea to write all passwords down for the specific months.
Statutory Tab
This tab caters for entering the BEE details of the Creditor
You can also set reminders, whereby the system will send an email reminder to the dedicated user when the BEE certificate is due to expire.
The Registration 1 to Registration 5 fields are customizable to the organization’s preference
| BEE Accreditation Level | |
| BEE Expiry Date | |
| CSD Number | |
| Registration 2 | |
| Registration 3 | |
| Registration 4 | |
| Registration 5 | |
| BEE Score | |
| BEE Reminder | |
| Reg. Date |
Info Tab
This tab allows you to insert any additional notes against the company.
You can also set additional indicators as per the respective tock boxes.
| Information | |
| Exclude From Dashboard | |
|
Exclude From Reports |
|
| Inter-Company Account | This identifies the creditor as an intercompany Supplier and as such can be excluded from certain reports if need be. |
| Allow Delivery To Customer | |
| Doc Import Item | |
| Use Courier API | |
| Internal Ref. ID | This is where one can enter a unique identifier of the creditor that may apply to a third-party application. |
| Shipping Method | This allows you to select the default shipping method for this creditor so as not to select on each document |
| Customer Link |
Custom Field Tab
Under the Custom Fields tab, this is where you can insert predefined user fields. Add as many custom fields as you require for additional information.
| Category | |
| Recurring Order |
Activities Tab
| Choice: Activity - Interaction | |
| Search | |
| View | |
| Print / Export | |
| Document Types | |
| Date From | |
| Interaction Type | |
| Date To |
B2B Tab
