Field descriptions: Supplier

This page describes the fields on the Supplier page. The fields on each tab are listed in alphabetical order.

General tab

Field Description
Active

The switch to make the supplier record available or unavailable for use on new purchasing documents.

If the supplier record is inactive, but in use on purchasing documents that are not closed, you receive an error.
Category The supplier category.
Country

The main country for this supplier.

This is used to display fields and field labels on other tabs that are appropriate for the country selected.

If there are sites in different countries, you can add them on the Addresses tab.
Create from business entity

You can create a supplier record from an existing business entity.

Business entities that are not already suppliers display in the list.

A business entity can be a supplier and a customer
Currency The currency used in the supplier's country.
DATEV ID This number should respect DATEV standards: numeric characters between 70,000 and 99,999. The number of characters depends on the DATEV configuration setting.
This field only displays for German legislation and if the DATEV service option is ON.
ID The supplier ID.
Image You can attach an image for this supplier.
Legal entity Defines whether the supplier is a corporation or a physical person. The selection determines which tax rules apply.
Name The supplier name.
SIRET

The supplier's site tax identification number.

This only applies to French companies.
Tax ID The tax identification number is a unique identifier used by fiscal authorities for all tax formalities. Ensure the format you enter is appropriate for the country. You can leave the tax identification number blank if the supplier is located in the United States.

Sage Intacct block

This block only displays if Sage Intacct is your financial solution. You can add these fields to the Supplier page main list for a quick overview of the synchronisation status with Sage Intacct.

Field Description
Sage Intacct ID

When you save a new supplier record, the ID is automatically generated. See the Sage Intacct integration guide for details.

Addresses tab

The addresses are populated with the business entity's addresses if you created the supplier from a business entity.

You need to enter at least 1 address. By default, a single address is the primary address.

New and Edit supplier address panel

Field Description
Active

The switch to make the address available or unavailable for use in other pages.
Address lines

The address details.
City

The city or town where the address is located.
Country

The country where the address is located.
Name

The company or person at this address.
Phone number

The main phone number for the address.
Primary address

Checkbox that indicates that this is the primary address used by default in other pages.
County
State
Region
Department

The field label and formatting changes according to the selected country.
Post code
Postal code

The postcode or ZIP code according to the selected country.

Contacts tab

New and Edit contact panel

Field Description
Active

The switch to make the contact available or not for this address.
Address

The name of the address.
Email

The contact's email address.
First name
Last name

The contact's first name and last name.
Phone number

The contact's phone number.
Position

The contact's job title.
Preferred name

The contact's preferred name if different from the first name.
Primary contact

Checkbox that defines this as the primary contact for this address. Each address can have a different primary contact.
Role

The type of contact such as Main, Commercial or Financial.
Title

The contact's title such as Ms, Mr, Dr or Mrs.

Commercial tab

Field Description
Delivery mode The delivery mode is used as default delivery mode for the supplier on the Purchase order page.
Incoterms rule

The Incoterms® rule for this supplier.

Incoterms® rules are defined on the Incoterms® page.
Minimum order amount The minimum order amount required by the supplier.
Parent supplier The head office of the group of companies to which the supplier belongs.

Financial tab

Field Description
Payment method The payment method used to pay this supplier. You can add additional information linked to the payment method in your financial solution.
Payment term

The payment term to be applied to the bills for this customer. Payment terms specify when an invoice is due and can include discounts and/or penalties.
Posting class The posting class that defines which account is used when posting the invoice.
Primary bill-by address
Primary pay-to address
Primary return-to address

These addresses default to the primary address defined on the Addresses tab. You can select a different address for each.

  • The Bill-by address is for the supplier who issues the invoice for a sale. It is used on the purchasing documents as the default bill-by address.
  • The Pay-to address is for the supplier who receives payment for a sale. It is used on the invoicing documents as the default pay-to address.
  • The Return-to address is for the supplier the goods are returned to. It is used on the purchasing returns as the default return-to address.

Certificates tab

This table also describes the fields for the New and Edit supplier certificate panel.

Field Description
Certificate reference The certificate reference that the supplier gave you.
Certification body The organisation that provided the certification to the supplier.
Certification date When the certificate is renewed, you can edit the certification date accordingly.
Original certification date The date of the supplier's first certification.
Standard The certificate standard, for example ISO 9001.
Validity end date The date until which the certificate is valid. If a certificate expires, there are no warnings. This is only for your reference.

Items tab

This table also describes the fields for the New and Edit item-supplier panel.

Field Description
Active

The switch to make the item available or unavailable for the supplier.

For example, you can make an item inactive instead of removing it when the supplier no longer provides the item.
Default supplier The default supplier displays first in selection lists when you create purchase documents.
Item

The ID of the item the supplier provides you with.

Items are defined on the Item page.
Item-supplier ID The code or reference used by the supplier to identify the item.
Item-supplier name The name used by the supplier to identify the item.
Minimum purchase quantity The minimum quantity you can buy from this supplier.
Name The item name.
Purchase lead time The average number of calendar days necessary to receive the item from this supplier. This date is used to calculate the estimated receipt date on purchase orders.
Purchase unit The unit for purchase.

Supplier prices block

This table also describes the fields for the New and Edit supplier price panel.

Field Description
Currency The currency for this price.
From quantity
To quantity

The quantity range that this supplier price is valid for.
Item The ID of the item for the supplier price.
Name The item name.
Price The item price in the selected currency.
Priority

The priority for the supplier price. A lower number reflects a higher priority. The default value is 10.
Site The receipt site.
Symbol The symbol for the unit of measure.
Type The category for the price, such as Normal, Special offer, or Discount.
Validity start date
Validity end date

The date range that this supplier price is valid for.

Purchasing tab

This tab displays all purchase orders for this supplier. You cannot edit purchase orders in the grid.

Field Description
Default buyer

The buyer used as the default buyer on the Purchase order page.
Orders grid

The grid displays the purchase orders for this supplier, their status and main details.

See Purchase order for more information.

Notes tab

Field Description
Internal notes

The text box where you can add notes about the supplier. They are only for internal purposes. They display as default internal notes when you create a purchase order, a purchase receipt or a purchase credit note.