Supplier Applet

Purpose and Overview

The Supplier Applet is a centralized workspace for supplier master data across procurement and finance. It supports supplier onboarding, profile maintenance, payment and tax setup, credit controls, bulk upload/download workflows, and duplicate cleanup.

Key Features Overview

Who Benefits from This Applet?

Procurement Teams:

• Create and maintain supplier records quickly
• Use categories and branch linking for operational accuracy
• Reduce sourcing delays caused by incomplete supplier setup

Finance & Accounts Payable:

• Maintain payment configuration and tax data in one place
• Control credit terms and credit limits consistently
• Use file export and consolidated views for reconciliation

Data Admins / Master Data Teams:

• Run bulk import workflows for supplier and credit data
• Clean up duplicate entities with merge tools
• Monitor processing outcomes and error messages

System Administrators:

• Configure field visibility and tab behavior
• Set applet defaults and branch grouping rules
• Manage feature visibility and permission screens

What Problems Does This Solve?

Common Supplier Data Issues:

• Duplicate supplier records across teams
• Inconsistent payment and tax information
• Manual, slow onboarding and update cycles
• Lack of visibility into import/export and merge status

Supplier Applet Outcomes:

• Single supplier master source for operational and finance use
• Structured create/edit tabs for complete supplier profiles
• Bulk data workflows for scalable maintenance
• Entity merging workflow to deduplicate suppliers safely
• Configurable governance through settings and permissions

Key Features Overview

Key Concepts

Understanding the Supplier Framework

Supplier Data Hierarchy

Supplier Applet
|
|-- Supplier Listing
|   |-- Supplier Create/Edit Tabs
|   |   |-- Main
|   |   |-- E-Invoice / Peppol Config
|   |   |-- Login / Driver Login
|   |   |-- Payment Config / Tax
|   |   |-- Address / Contact
|   |   |-- Credit Term and Limit
|   |   |-- Branch / Company / Item Pricing
|   |   `-- Documents
|
|-- Supporting Menus
|   |-- Category
|   |-- Credit Term Listing
|   |-- Credit Limit Listing
|   |-- File Import / File Export
|   |-- Upload Credit Terms / Upload Credit Limits
|   |-- Consolidated ARAP
|   `-- Entity Merging / Entity Merge Processing
|
`-- Settings & Personalization

The Supplier Control Triangle

Quick Start Guide

For Procurement: Create Your First Supplier

Goal: Create a usable supplier profile.

1. Open Supplier Listing.
2. Click + to create a supplier.
3. Complete Main details (code/name/type/status).
4. Add Address and Contact records.
5. Add Category and required operational links.
6. Review Payment Config and Tax requirements with finance.
7. Set status to Active once required data is complete.
8. Save and verify the supplier appears in the listing.

For Finance: Configure Payment and Tax

Goal: Make supplier records payment-ready.

1. Open supplier record from listing.
2. Go to Payment Config tab and add a payment row.
3. Fill Payee Residential Status, Country, Bank, account fields, and optional expiry.
4. Confirm Swift Code is auto-populated after bank selection.
5. Go to Tax tab and define supplier tax information.
6. Verify credit setup in Credit Term and Limit.
7. Save and review updates.

For Data Admins: Run Bulk Operations

Goal: Maintain supplier data at scale.

1. Use File Import to upload supplier CSV files.
2. Select the correct delimiter (PIPE, COMMA, SEMICOLON, TAB) before upload.
3. Use Sample Format to validate file structure before submit.
4. Use Upload Credit Terms and Upload Credit Limits for bulk credit updates.
5. Review listing statuses and error messages.
6. Use File Export to generate supplier CSV output.

For Admins: Configure the Applet

Goal: Apply governance and default behavior.

1. Open Settings > Application Settings.
2. Configure menu and tab visibility rules.
3. Set defaults in Settings > Default Selection.
4. Configure Entity Branch Group if needed.
5. Review role and user permissions under settings routes.
6. Run an end-to-end test (create supplier, add payment config, verify listing visibility).

Sidebar Menu Reference

Main Menus

Supplier Listing

Supplier listing includes key columns such as:

• Supplier Code
• Supplier Name
• Supplier Type
• Created/Modified By and Date
• Status

Use listing filters/search to find and open supplier records quickly.

Supplier Create/Edit Form

The supplier edit screen is tab-based and supports configurable tab ordering/visibility.

Tab Reference

Payment Config Fields

Based on payment config create/edit components, the main fields are:

Credit Controls

Credit Term Listing

Use Credit Term Listing to define and maintain standard credit term rules used by suppliers.

What you can do in this menu:

• View all credit terms in one grid (Credit Term Code, Credit Term Name, Status, Modification Date)
• Search and filter terms to find the exact rule quickly
• Create a new credit term record
• Open and edit existing credit terms
• Activate or deactivate terms through status control

What can be configured in create/edit:

• Credit Term Code and Credit Term Name
• Status
• Set Year / Set Month / Set Day
• Add Year / Add Month / Add Day
• Audit information in edit mode (Created By, Creation Date, Modified By, Modified Date)

Client-facing value:

• Keeps payment term logic standardized so procurement and finance apply the same due-date rules across suppliers.

Credit Limit Listing

Use Credit Limit Listing to define and maintain limit rules for supplier credit control.

What you can do in this menu:

• View all credit limits in one grid (Credit Limit Code, Credit Limit Name, Status, Modification Date)
• Search and filter limit records
• Create new credit limit records
• Open and edit existing limits
• Activate or deactivate limits through status control

What can be configured in create/edit:

• Credit Limit Code and Credit Limit Name
• Status
• Currency
• Credit Limit Amount
• Audit information in edit mode (Created By, Creation Date, Modified By, Modified Date)

Client-facing value:

• Ensures your team enforces consistent financial boundaries before supplier transactions proceed.

Upload Menus

• Upload Credit Terms: bulk import supplier credit term assignments.
• Upload Credit Limits: bulk import supplier credit limit assignments.

Both import listings include processing fields such as file name, format, process status, and error message.

File Import & Export

File Import

Supplier file import supports:

• Delimiter selection: PIPE, COMMA, SEMICOLON, TAB
• CSV upload via drag-drop or file picker
• Sample format download
• Process monitoring from import listing (Process Status, Error Message)

File Export

Supplier file export supports:

• Date filters (created_date_from, created_date_to)
• CSV generation (Generate CSV)
• Export listing with status tracking and download/delete actions

Consolidated ARAP

Use Consolidated ARAP to maintain consolidated account records and related links used in AR/AP workflows.

Main listing functions:

• View consolidated account records with:
  • Account Code
  • Account Name
  • Nick Name
  • Description
  • Status
  • Created Date / Updated Date
• Search by keyword and use advanced filters
• Open records for edit
• Create new consolidated ARAP records

Create/Edit (Main tab) functions:

• Maintain Acc Code, Acc Name, Acc Nickname, Description, and Status
• Save updates to account setup
• Remove records when required (edit mode)
• Review audit fields (created/modified by and date)

Additional tabs in edit mode:

• Entity: link supplier entities to the selected consolidated ARAP account
• Login: manage login subject links (User Email, Rank, Status, Modified Date)
• Applet Catalog: manage applet catalog links (Catalogue Code/Name/Type, Description, No. of Applets)

Client-facing value:

• Gives finance one structured place to manage consolidated account setup and its linked entities.

Entity Merging

Entity merging is criteria-driven and supports duplicate cleanup by:

• Entity Name
• Entity ID No
• Entity Phone
• Entity Email

Important behavior from component logic:

• The merge grid starts empty.
• Records load only after selecting Merge Criteria.

After merge execution, use Entity Merge Processing to monitor merge status and merged/total progress.

Configuration & Settings

Settings routes include:

• Default Selection (settings/default-selection)
• Field Settings (settings/field-settings)
• Feature Visibility (settings/feature-visibility)
• Permission screens (permission-set, user-permission, team-permission, role-permission, permission-wizard)
• Entity Branch Group (settings/entity-branch-group)
• Webhook (settings/webhook)

Application Settings Highlights

Field settings include toggles for:

• Menu visibility (Category, Credit Term/Limit listings, File Import/Export, Consolidated ARAP, Entity Merging)
• Supplier main-form fields (email, phone, supplier code, status, currency, tax id, etc.)
• Supplier detail tabs (Payment Config, Tax, Address, Contact, Credit Term and Limit, Peppol, E-Invoice, Documents, etc.)

Personalization

Personalization routes include:

• personalization/personal-default-selection
• personalization/sidebar

Integration Points

Troubleshooting

Entity Merging Shows No Data

Problem: Entity Merging grid is empty.
Likely Cause: Merge criteria is not selected.
What to do: Select Merge Criteria first (Entity Name, ID No, Phone, or Email), then review loaded groups.

Payment Config Swift Code Is Blank

Problem: Swift Code is not populated.
Likely Cause: Bank not selected or selection changed.
What to do: Select Country, then select Bank; the form auto-fills Swift Code.

Import File Process Status Fails

Problem: Import completes with error status.
Likely Cause: Delimiter/template mismatch or invalid row values.
What to do: Download Sample Format, verify delimiter selection, then re-upload and review Error Message.

Missing Tabs or Menus

Problem: User cannot see expected tabs/menus.
Likely Cause: Hidden by field settings or role/menu permissions.
What to do: Review Settings > Field Settings and permission visibility for the affected role.

Related Applets

Core Module Applets

• Customer Maintenance Applet - Customer master data
• Inventory Item Maintenance Applet - Supplier product relationships
• Tax Configuration Applet - Supplier tax settings

Procurement Applets

• Purchase Order Applet - Supplier order processing
• Purchase Requisition Applet - Procurement requests
• Supplier Portal Applet - Supplier self-service

Financial Applets

• Accounts Payable Applet - Supplier payments
• Payment Processing Applet - Vendor payments
• Expense Management Applet - Supplier expenses

Best Practices

• Define naming and coding standards before large supplier imports.
• Use Category, Credit Term Listing, and Credit Limit Listing as controlled masters; avoid ad-hoc values.
• Test file imports with a small sample before bulk uploads.
• Schedule duplicate cleanup using Entity Merging as a regular data governance activity.
• Keep tab visibility lean in Field Settings so users only see relevant fields.
• Validate key payment fields before moving suppliers to active operational usage.

FAQ

Q: Why is Entity Merging listing empty?
A: The listing is intentionally empty until Merge Criteria is selected.

Q: Which payment fields are available in Payment Config?
A: Payee Residential Status, Country, Bank, Swift Code, Bank Acc No., Bank Acc Holder Name, IBN Number, and Account Expiry.

Q: What file format is supported for supplier import?
A: CSV upload is supported, with configurable delimiter (PIPE, COMMA, SEMICOLON, TAB).

Q: Where do I bulk upload credit terms and credit limits?
A: Use Upload Credit Terms and Upload Credit Limits menus.

Q: Where can I track export generation status?
A: In File Export listing, which shows status/error and provides download actions.

Q: Why are some tabs not visible in Supplier Edit?
A: Tab visibility is controlled in Settings > Field Settings and tenant permission/visibility configuration.

Q: Where can I view supplier-linked transaction documents?
A: In the Documents tab inside Supplier Edit.

Q: Why is my import file stuck in failed process status?
A: Check Error Message, confirm your CSV delimiter matches the selected delimiter, and validate the file against Sample Format.

Q: Why can’t I download an export file yet?
A: The export must finish generation first. Wait until the export Status indicates completion, then use the download action.