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Before the first purchase: a supplier your books can post to

Before the first purchase: a supplier your books can post to

Set up your suppliers so purchasing posts correctly · presentation 1 of 2 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Set up your suppliers so purchasing posts correctly · presentation 1 of 2

Before the first purchase: a supplier your books can post to

You can save the Supplier applet's settings so e-mail addresses are kept, know the moment a new supplier becomes active…

Before anyone creates a supplier

Step 1 — Save the supplier settings once, with Email showing

The Supplier applet will keep the e-mail addresses you type.

  • Open Settings, then Application Settings
  • Switch it off, then press Save
Screen capture pending the demo tenant

Supplier applet, Settings, Application Settings, with the Hide Email switch

Step 2 — Know the moment a new supplier becomes active

You will not leave half-made suppliers behind.

Screen capture pending the demo tenant

Supplier Edit on a new record, Main tab, with Status, Currency and AR/AP Type

Which account the payable lands in

Step 3 — Choose the payable account each supplier lands in

Each supplier's invoices will land in the account you meant.

Where this step sits
    flowchart TD
  s1["1. Save the supplier settings once…"]
  s2["2. Know the moment a new supplier…"]
  s3["3. Choose the payable account each supplier…"]
  s4["4. Give one company a different answer…"]
  s5["5. Map the codes before the first…"]
  s6["6. Check the first invoice's journal"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s3 here;

Step 4 — Give one company a different answer, deliberately

You can let one company treat a supplier differently without changing it for the others.

  • Read the AR/AP type on every row you add
Screen capture pending the demo tenant

Supplier Edit, Company Linking tab, adding a row with Company and AR/AP Type

Step 5 — Map the codes before the first invoice

Each company can post the payable side of every supplier you have set up.

Screen capture pending the demo tenant

Chart of Account, Companies, the company, Default GL Codes tab, Entity group

What success looks like

Step 6 — Check the first invoice's journal

You will know the set-up works.

What you do
  1. Take the first purchase invoice finalised for a new supplier
  2. Open TraceDocument and read every line: purchases debited…
  3. Read them all, because a missing purchase or input tax code does not fail…
  4. Open Financial Report, Error Checking, Trace Document, choose the purchase invoice's document type…

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Set each branch's layout, test it, and change it safely — transcriptBefore the first purchase: a supplier your books can post to — transcript