Creating or Editing Supplier Accounts (v7+)

A supplier account needs to be created in the PURCHASE ledger for each supplier you purchase from. The account contains all the information linked to the supplier stored in a series of tabs. Some information is optional and can be completed at a later date, other information is mandatory and is highlighted in this topic where applicable.

Within some of the tabs you many need to use scroll bars to view additional data or alternatively, you can resize the window as required.

If a tab is greyed out it is not applicable to the account type, e.g. Tax. For more information, please see Overview Supplier Accounts.

The creation of supplier accounts may be restricted using security settings. If any of the required functions in this topic are greyed out you need to contact the person within your establishment/organisation who administers your system , i.e. has a CUSTADMIN login .

  1. Select Maintenance, then select Accounts from the menu.

     

  2. The Select a ledger window is displayed. Double-select to select the PURCHASE ledger.

  3. The Account Maintenance window is displayed, labelled according to the selected ledger. Any existing supplier accounts are listed in the left-hand panel with related information stored in a series of tabs on the right-hand side.

    The overall size of the window can be resized by dragging the right-hand corner of the window. You can also increase or decrease the width of the supplier list by dragging just to the right of the list.
  4. We recommend carrying out a search for the supplier you want to add to ensure that they do not already exist in the system. This is achieved by entering the first few letters of their name in Search, then press the Enter key.
  5. Select ADD NEW, then ACCOUNT to create a new account. You can also select ACCOUNT (COPY) if you want to make a copy of an existing supplier account, then make the necessary amendments.
  6. A <New item> is created and listed in the left-hand panel and the General tab automatically selected.
  7. Complete the supplier information as described in the following sections.

Completing general information (General tab)

Adding the supplier address (Address tab)

Linking the supplier account to pre-defined reporting variables (Indices tab)

Completing the required analysis fields (Analysis Fields tab)

Recording payment/discount terms (Payments tab)

Adding Attachments to an account

Applying security to an account

Completing General Information (General tab)

The General tab is used to record general information about the supplier.

  1. Enter the code for the account in Account, ensuring that you adhere to any existing naming conventions, typically the first three characters of the supplier name, followed by three numbers, followed by PRF (which identifies the account as a preferred supplier), for example MAP001PRF. Account codes can be a maximum of 12 alpha-numeric characters with no special characters, excluding the underscore).
    If your establishment/organisation uses a shared purchase ledger across multiple locations, it is essential that the supplier account code includes PRF. This identifies a preferred supplier, which is then available to all locations within the establishment/organisation and is recorded against the location's own purchase ledger nominal.
  2. Enter the name of the supplier in Title.
  3. You only need to complete Currency if your establishment/organisation deals with international suppliers and has added currencies to your system. If this is left blank, it defaults to GBP. If any other currency other than GBP is selected, a Fixed currency rate can be entered if required.
  4. The Initial state defaults to Open, which means the account is posted to the live database. Select Hold if you want to create the account where any invoices are automatically put on hold and need to be released from hold before they can be allocated to a payment run.
  5. Complete the Contact Details with details of the main contact for this supplier (Salutation is used to specify how the contact should be addressed (e.g. Miss, Mr, Mrs) in any documents generated by or sent directly from the software e.g. letters, purchase orders, emails, etc.)
  6. The Comments section provides unlimited space to enter notes about the account. For example, you may want to add information on opening times for the supplier, delivery time scales, etc.

Adding the Supplier Address (Address tab)

  1. Select the Address tab, then complete the supplier’s address and post code. The Pre-name field can be used to record a department to which purchase orders, etc. should be sent.
  2. The Tax country defaults to GB and only needs to be changed for international suppliers. This is achieved by selecting Drill (…) in Country, then double-selecting the required country from the Select a country dialog.
  3. Enter the supplier’s VAT number in Tax number.

Linking the Supplier account to Pre-defined Reporting Variables (Indices tab)

The Indices tab stores the information of the pre-defined variables (referred to as indices or an index) to which the supplier account is linked. Indices are set up to enable criteria other than nominals or ledgers to be reported on, and group accounts in other ways, and are either optional or mandatory. For example, if you want to report on suppliers for the school and nursery separately.

On this tab, you must select a value for the ACTIVITIES and FUNDTYPE indices. Select the required index type from the centre panel, then choose one or more individual indices in the right-hand panel, as shown in the previous graphic.

If you are unsure what to select, check with the person in your establishment/organisation who administers the system, or select XNODET.

Recording Payment/Discount terms (Payments tab)


The Payments tab is used to record the supplier's preferred method of payment, their payment terms, any transaction/credit limits together with any factoring accounts used.

Recording Payment Information

Selecting Payment Terms

Entering any Credit or Transaction Limits

Completing Factoring Information

Completing required analysis fields (Analysis Fields tab)

Each establishment/organisation has the facility to create its own analysis fields so that additional information can be recorded. There are also pre-defined analysis fields, which can be completed as required.

  • VAT_126_Description - If your establishment/organisation is not VAT registered, and makes a VAT 126 return, this field is mandatory.

  • Purchase Order Address - Only required if the address to which purchase orders should be sent is different from the supplier's standard address.

  • Counter Party Supply/Customer - If the supplier is a Statutory Funded body and you provide a Counter Party Suppliers Return, this must be selected.

  • DOCEMAIL - If the Document Emailer module is in use, enter the email address of the person to whom purchase orders should be sent.

  • REMEMAIL - if the Remittance Emailer module is in use, enter the email address of the person to whom remittances should be sent.

  • Email Source - If you have entered email addresses in either DOCEMAIL or REMEMAIL, you must ensure that USERFIELD is selected here, otherwise the email address in the General tab is used. Select Drill (...), then double-select to select the required option from the Select EMAILSOURCE key dialog.

Adding Attachments to the Supplier

For most accounts in IRIS Financials, it is possible to attach a file to the account. This can be useful, to attach terms and conditions or catalogues to suppliers, or hire agreements to sales accounts.

  1. From the Account Maintenance window, select the required supplier in the left-hand panel, select the Attachments tab, then select EDIT.

  2. The Attachments for window is displayed, labelled according to the current account. Any existing attachments are displayed. Select ADD NEW, then select ATTACHMENT.
  3. A <New item> line is displayed. Enter a Description identifying the attachment, e.g. Terms and Conditions.
  4. Select Drill (…) in File path, then find and select the required file. Enter any Notes required (optional).

Applying Security to the Supplier Account

There are two ways in which security can be applied to a supplier account:

  • Define a minimum access level. Only users belonging to a user group with an access level greater than or equal to the chosen level are able to see the cost centre.

  • Specify security roles to restrict access to specific data functions such as viewing, modifying, or posting data to users with the selected security role.

Security roles are used to restrict access to certain functions. Without them, any user with the applicable access level can view and maintain the account and its associated data. Access to functions can be restricted by selecting an applicable security role - only users belonging to a user group with that security role are able to carry out the specified action. They are set in the Security section by selecting Drill (...) in the applicable field, then double-selecting to select the required role from the Select a role dialog.

  • View - users with the selected security role can view any documents posted to this account.

  • Modify - users with the selected security role can modify the properties of this account (i.e. edit information via the Account Maintenance window).

  • Post - users with the selected security role can post documents to this account.

In the Security Level section, the default Access Level is set to 3. Typically, most users in the system belong to a user group with an access level of 3, which means that most users are able to view and maintain data relating to this supplier. The access level is usually left at 3.

Input Allowed is selected by default and should only be deselected if you want to prevent documents from being posted to this account.

Saving the Supplier Account Details

  1. Once all of the required details have been entered, select SAVE.
  2. An error message is displayed if any data is invalid or missing, which must be correct before the record can be saved.
  3. An Update complete message is displayed. Select OK to close the message and return to the previous window.