Supplier—Basic Data and Requirements Exercises

Main Exercise

Purpose: The purpose of this exercise is to learn how to set up a regular supplier. Supplier information is specified in several tabs, wherein some tabs are general and used by all components, while some are component specific. When opening the window, you will see both the general tabs and each tab per installed component. Make sure to save the information you have entered before opening another tab.

Windows:
Supplier

Create a Supplier

1. Open the Supplier window.
2. Add new record (F5).
3. Enter an identity and a name for your supplier. 

Supplier General Data

1. Click the General tab.
2. Set a default language and select a country from the List of Values.
3. Do not select the One-Time Supplier check box as this supplier is expected to be a regular supplier, and you have to enter information in the Purchase tab.
4. Save (F12).
5. Right click and select the Copy Supplier option to copy supplier related details to the default company of the user.

Supplier Address Data

1. Click the Address tab.
2. Add new record (F5).
3. Enter Address Identity.
4. Enter a supplier name which is specific to this address in the Supplier Name field if the general name of the supplier is not valid for this particular address.
5. Fill in the information for your supplier in the General Address Information sub tab. To be able to change data in the Address field double-click in the address box.

Note: How the address is presented is defined in Address Presentation . you can specify which fields that should be displayed and in which order.

6. Save (F12).

Note: The payment address specified in this window will be used on supplier payment documents, supplier checks, and supplier bills of exchange.

7. Select the Document Tax Information sub tab to enter the tax ID number of this supplier address. You have to enter the tax ID number for each of the companies in which this supplier address shall be used as a document address.
8. Save (F12).
9. If the tax ID number is an EU tax ID number, right-click and click Validate Tax ID Number to check whether the tax ID number is valid: If the tax ID number is valid, the Validated Date field will be filled with the current date, else an error message will be raised.

10. Select the Purchase Address Info sub tab to enter delivery information.

     

Note: Further supply chain parameters can be entered using the right-mouse button menu option Supply Chain Matrix for Supplier.

11. Save (F12).
12. Select the Purchase Tax Information sub-tab to enter tax rates for those suppliers where taxes should be calculated based on the "ship-from" address. Note, this tab is only available if IFS/Distribution is installed and tax rates defined here are only used by companies using US Sales Tax. Add a new record (F5). 

    Company	Tax Identity No.	Tax Free Tax Code	Tax
    Your own company ID	-	-	Checked

13. If the supplier collects sales tax, select the Tax check box and enter the appropriate tax rates in the Taxes sub-tab, using the List of Values (F8). If the supplier does not collect sales tax, you can enter appropriate use tax codes in the Taxes sub-tab or clear the Tax check box.
14. Save the record (F12). The system will now use the ship-from address for purchases of parts from this supplier, and use the default use tax or sales tax values entered here when registering taxable purchase order lines.

Supplier Communication Method

1. Click the Comm. Method tab.
2. Use this tab window to connect different communication methods to all addresses earlier connected to the supplier. All communication methods entered here can also be seen in the Address tab.

Supplier Message Setup

1. Click the Message Setup tab.
2. Use this tab window to define inbound and outbound messages, normally EDI/MHS messages for customers.

Supplier Invoice Data

1. Click the Invoice tab.
2. Add new record (F5).
3. Enter the following information for the supplier using VAT. 

4. Save the information.

Note 1: If your company is using US Sales tax, leave the Tax Code field blank. In this case, tax is controlled by your company's delivery address. Go to Company/Address/Tax Code tab and enter tax codes. Make sure that check box Automatic Creation of Default Tax Lines is marked. If cleared, no tax lines will be defaulted to any supplier invoice.

Note 2: Invoicing supplier is a supplier who invoices in addition to the one you are ordering from. This supplier may have a code setting different to the original one.

Supplier Payment Data

1. Click the Payment tab.
2. Add new record (F5).
3. Enter the following information:

4. Save (F12)
5. Move the cursor to the Payment Methods part of the window. 
6. Add new record (F5)
7. Enter the following information.

8. Save (F12).

Note: If the supplier is using a payment method that is based on a file format, e.g., BGF or BGSEK, you must also specify an electronic payment address.

9. In the Payment Methods table, create a new record. Use the List of Values to select the payment method shown below.

10. Save your entry.
11. Highlight the payment method BGF, right-click and then click Electronic Payment Addresses. In the Bank Address window, create a new record, and enter the following data.

12. Remaining field are left blank.
13. Save your entries.

Note: You must specify the data that is required by the payment institute and payment format that is connected to the payment method.

Supplier Purchase Data

General Supplier Purchase Data

Use this tab window to enter general supplier purchase data, such as the supplier statistic group, purchaser, payment terms, and discount rate. You can also store information on any quality certification and environmental approval that the supplier has acquired, as well as if your company is credit approved at the supplier. This tab window is also used to indicate if the supplier has been created as a new quick-registered supplier, and whether it is used as a supplier template or not.

1. Click the Supplier/Purchase/General tab. Select New.
2. Enter a supplier statistics group in the Supp Stat Grp field by using the List of Values.
3. Enter a responsible purchaser for the supplier in the Buyer field. Do this either manually or use the List of Values.
4. In the Additional Cost field, you can enter a fixed addition per purchase order line, entered in the currency applicable to the supplier.
5. Enter payment terms in the Payment Terms field. Do this either manually or use the List of Values.

Note: Observe that the settings of payment terms must be the same in the Supplier/Purchase/General and Supplier/Invoice tabs. The Supplier/Invoice tab will be available if you have IFS/Invoice installed.

6. If the functionality charge/no charge is used, enter the customer number for the supplier in the Customer No field. Do this either manually or use the List of Values.
7. Enter the supplier's currency in the Currency field. Do this either manually or use the List of Values.
8. Add a new record in the tax calculation basis table.
9. Select a company using the list of values.
10. If the company is using a VAT tax regime, you can select the Use Price Incl Tax check box. You can change the default value if required.
11. Save when completed.

Note: You have the option to enter your company's customer number at the supplier in the Our Cust No field. You also have the option to enter a fixed percentage discount given by the supplier to the company in the Discount Rate field.

Misc Supplier Info

In the Supplier/Purchase/Misc Supplier Info tab, you can enter information on order reminders, delivery reminders, internal supplier, and automatic EDI approval. You also can indicate the expiration date and output.

1. Click the Supplier/Purchase/Misc Supplier Info tab.
2. If you wish to send order confirmation reminders to the supplier, select the Print Order Reminder check box. You can also enter order confirmation interval and days before delivery.
3. If you wish to send delivery reminders to the supplier, select the Print Delivery Reminder check box. You can also enter delivery reminder interval and days before arrival.
4. To connect the supplier to the internal order management function, select the Internal Supplier check box and enter a supplier site. Do this manually or use the List of Values.

Note: You have the option to select the Automatic Approval check box. Indicate approval user by entering the information manually or by using the List of Values. You also have the option to specify a date when the supplier is no longer valid. Do this in the Date field in the Expire group box.

5. In the Output group box, indicate whether or not to print the purchase order. Also it is possible to indicate whether or not to print the amounts inclusive of tax.
6. In the E-mail area, select the appropriate check boxe(s) depending on whether you want to e-mail the purchase order, request for order quotation, request for blanket quotation, the rejection letter for order quotation, the rejection letter for blanket quotation or the consumption consignment list to the supplier.
7. Save.

Message Defaults

Use this tab to set the default values for the messages received from and sent to the supplier. This includes the EDI default settings and the settings for order change management and receiving advices.

1. Click the Purchase/Message Defaults tab.
2. To automatically approve incoming messages, select the Automatic Approval check box and then select the approval user's ID from the List of Values.
3. If you are using the EDI/MHS message function and you wish to have automatic approval of price catalogs on all the messages received from the supplier, select the Automatic Approval of Price Catalogs check box. Select the approval user's ID from the List of Values.
4. Under Order Change Management , select the appropriate check box to indicate whether incoming changes should be automatically replicated or whether change requests should be automatically sent if the pegged purchase order is changed.
5. From the Receiving Advice list select either Arrived Goods or Approved Goods to specify the type of receiving advice that can be sent to the supplier. If you want to be able to send both types of receiving advices, select Arrived and Approved Goods. If want to disable the supplier for receiving advice, select Do Not Use.
6. Select the Allow Self-Billing check box to allow the creation of self-billing invoices from the Receiving Advice window.
7. Save.

Charges

Use this tab window to connect charge types to a supplier. A charge type is used to enter various pieces of information that should be connected to a specific charge. Example of different charges include truck, car, flight, and parcel costs. By connecting a charge type to a supplier, you will not have to enter a new charge line each time a purchase order is created.

1. Select a line on the Supplier/Purchase/Charges sub tab and select New.
2. Enter a site by using the List of Values.
3. Enter a charge type by using the List of Values.
4. Save.