Supplier form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

You use the Supplier form to create and maintain information about your suppliers.

Open the form

To open a Supplier form, point to New on the Suppliers menu and then click New Supplier.

Form options

The form contains the following options.

General tab

Option

Description

Supplier name

(Required.) Enter a supplier name as you want it to appear in transaction forms and records.

File as

Microsoft Office Accounting 2009 automatically files names in the Company format. For example, The Phone Company will be listed as Phone Company. To change the listing format for a record, type the name in either the First, Last or Last, First format. You can change the default setting on the General tab in the Preferences dialog box.

Supplier ID

Enter the supplier identification (ID). A supplier ID is a number or name, such as an abbreviation of the supplier name, that you use to search for supplier information. All supplier IDs must be unique. Supplier IDs appear in the lookup forms for supplier name on transaction forms such as forms and Purchase Invoice forms. If you choose to disable thisPurchase Order function in the Accounting 2009 Company Setup Wizard, this field is disabled. To use this feature, select Use supplier ID on the Suppliers tab in the Preferences dialog box.

Addresses

Shows the supplier's business address. To enter an additional or different address, click the Address arrow and select an option. The Address dialog box appears. If no business address is entered, the Address field displays the first address with information entered in it.

Business

Shows the business phone number. To enter a different or additional phone number, click the Business arrow and select an option. If no business phone number is entered, the field displays the first phone number with information entered in it.

Business fax

Shows the business fax number. To enter a different or additional fax number, click the Business Fax arrow and select an option. If no business fax number is entered, the field displays the first fax number with information entered in it.

E-mail

Enter the e-mail address for the supplier or for the contact at the supplier. Click the E-mail arrow to add additional e-mail addresses.

Web page address

Enter the supplier's Web site address.

Status

The check box is selected by default, and the default status is Active. To change the status to Inactive, clear the check box.

Supplier since

Shows the date that your company started working with the supplier.

Supplier reference No.

Shows the account that the supplier has assigned to you.

Currency

Click the arrow in the Currency field to select the type of currency. GBP is the default currency. Select Add or manage currencies to add, edit or remove currency information.

Balance

This field will appear only at the time of creating the supplier and not when you open a supplier form that is already created. The opening balance shows GBP by default. Type a supplier beginning balance in the Balance field if you are creating the supplier to bring over balances from another system. If you enter an amount or import a supplier with a balance into a company whose financial year is closed, an error message will display. You can reopen a financial year by clicking Manage Financial Year on the Company menu.

Balance as of

This field only appears when you are creating a supplier. The company start date is selected in the Company Setup Wizard. To change the date, type the starting date for the account opening balance, or click the Balance as of arrow to open the calendar. You can enter a date prior to the start date that you selected in the Company Setup Wizard. If you do so, a message opens that gives you the option to allow Accounting 2009 to automatically create all financial years necessary to include the entered date.

Blank

Enter the appropriate information for the Primary contact: Contact Name, Title, Business Phone and E-mail columns. You can designate only one contact as the primary contact.

Blank

Enter any additional information or comments about the supplier in this field. These comments are only for internal use. Examples of comments are directions, birthdays or credit information.

Add Links

Click Add Links to link documents, reports, charts or pictures to the supplier form. Only the application icon and document name appear in the field. Double-click the icon of the document you want to open. This is a link to the original document, not a copy.

Details tab

Option

Description

Expense account

This field allows you to to pick one expense account that will be the default on purchase invoices; that is, you select the supplier, and the first line on the purchase invoice becomes an expense line to that account. Click the arrow in the Expense account field to select an existing account, or select Add a new Financial account.

Credit limit

Shows the credit limit amount that the supplier has assigned to you.

Preferred delivery method

Click the Preferred delivery method arrow to select the preferred delivery method. To add a new delivery method, click Add a new Delivery Method. The information in the Preferred delivery method field appears in future purchase orders with the supplier.

Preferred payment method

Click the Preferred payment method arrow to select the preferred payment method that you have with the supplier.

Note: If the preferred payment method is BACS, you must fill in the Bank account information section.

Payment terms

Click the Payment terms arrow to select the payment terms that you have established with the supplier. To add a new payment term, click Add a new Payment Term.

Account name

(Required if BACS is the preferred payment method for the supplier.) Type the name under which the account is registered.

Sort code

(Required if BACS is the preferred payment method for the supplier.) Type the sort code associated with this account.

Account number

(Required if BACS is the preferred payment method for the supplier.) Type the account number associated with this account.

Payment reference

If the supplier requires you to identify your BACS payment with a specific reference number, such as your account number with the supplier, type the reference number in this field. You can also use this field for the supplier's building society number, if the supplier's account is with a building society.

Supplier group

Grouping your suppliers is a method to categorise your information into ways that are meaningful to you. When you create a group and add a supplier to it, you can then generate reports by Supplier group, thus narrowing the scope of information. Click the Supplier group arrow to select a supplier group. To add a new supplier group, click Add a new supplier group. If your company does not use groups, leave this field blank.

VAT registration number

Enter the supplier's VAT registration number. The VAT registration number is mandatory when EU VAT Exempt Supplier is selected.

Supplier VAT code

This field is used as the default on purchase forms, but can be overridden on the forms. Click the arrow in the Supplier VAT code field to select a supplier VAT code. You can choose an existing code or create your own supplier VAT code by selecting Add a new VAT code in the Supplier VAT code field. When you select Add a new VAT code, the Add or edit VAT code dialog box opens.

EU VAT Exempt Supplier

This check box is selected if the supplier is registered for VAT in another EU country. This check box is read-only on the documents, but can be set on the supplier form and is shown on the purchase forms. In most cases, select VAT code S for these types of suppliers.

Financial Summary tab

The Financial Summary page shows all transactions with a supplier relating to their balance due, payment history and total sales by different periods. This page cannot be edited.

Option

Description

Current

Shows the current balance for the supplier.

Overdue

Shows the total balance for overdue accounts with the supplier.

1–30 days

Shows the balance for accounts 0–30 days overdue.

31–60 days

Shows the balance for accounts 31–60 days overdue.

61–90 days

Shows the balance for accounts 61–90 days overdue.

Over 90 days

Shows the balance for accounts over 90 days overdue.

Total balance

Shows the total balance of outstanding purchase invoices with the supplier.

Month-to-date

Shows total GBP purchases, or the supplier's home currency if it differs, from the supplier in the current month.

Year-to-date

Shows total GBP purchases, or the supplier's home currency if it differs, from the supplier in the current financial year.

Last year

Shows total GBP purchases, or the supplier's home currency if it differs, from the supplier in the previous financial year.

Lifetime purchases

Shows total lifetime GBP purchases, or the supplier's home currency if it differs, from the supplier.

Financial History tab

On the Financial History page, you see all transactions with a supplier since the record was created, grouped by date, document number, type, contact and total amount. You can change the order of the columns by dragging the column headings. You can reverse the sort order of a column by clicking the column heading.

User-Defined Fields tab

You can create new fields (text, date, number or check box) for a record on the User-Defined Fields tab. New fields can be moved to other tabs on the record and added to transaction forms that relate to the type of record on which you created the new field. For example, a new field created on a Supplier record can be added to Purchase Order, Goods Received Note or Supplier Invoice forms. All users can see user-defined fields.

Option

Description

New Fields

Click New Fields to create a new field in the New Fields - Supplier dialog box.

Additional tasks

You can perform the following tasks directly on the form.

Option

Description

You can modify a form to capture relevant information or to make entering information more efficient.

Modify by adding, moving or removing fields. You can also rename field and group header names. To modify a form, click Modify Layout on the View menu.

Note: When you save a modified form, Accounting 2009 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

You can perform the following tasks by using the Actions menu.

Actions menu

Option

Description

New Supplier

Click to open a new Supplier form.

New Purchase Order for Supplier

Click to create a purchase order.

Receive Products

Click to receive products that were ordered from a supplier.

Receive Purchase Invoice

Click to enter a supplier purchase invoice.

Pay Purchase Invoices

Click to pay supplier purchase invoices.

New Cash Purchase

Click New Cash Purchase to record a cash purchase that you have made at a store and paid cash across the counter.

Create Credit Note

Click Create Credit Note to account for a return of products to the supplier after receipt and accounting of purchase invoice.

Supplier Pre-Payment

Click Supplier Pre-Payment to record any advance payment that you have made to the supplier for purchase of any product or service.

*Create Remittance Advice

Click Create Remittance Advice to print a statement of all the remittances that you have made to a supplier during any specified period.

E-Mail Supplier

Click to e-mail a supplier.

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