SUPPLIER

Supplier (1)

Supplier

A person or organization that provides something needed such as a product or service can be termed as a Supplier.The role of a supplier in a business is to provide high-quality products from a manufacturer at a good price to a distributor or retailer for resale.

Supplier In Accoxi

Supplier

In Accoxi, you can add vendors that you deal with in your business. For creating purchase transactions like bills, purchase orders and purchase invoices you’ll have to add suppliers.

Key Features

  • It shows the details of all the suppliers that the user created and along with the supplier name, GST Treatment, balance of amount etc.
  • Payables and receivables are entered in it and user can easily identify the both by using color format. Red color indicates the Payables and the green indicates the receivables.
  • Payment terms can be set to your suppliers
  • It enable the user to add maximum credit limit and opening balance of the Supplier

When we click on the Supplier Module it opens into Supplier Search.

Supplier Search

Supplier Search

Supplier search consits of various menus and it displays the details of the vendor added to the business.

 

Menus available in supplier search

1. Filter option:  a)Filter of supplier contact can be done in two ways-Either you can directly enter the supplier name, GSTIN, phone number into the search bar near filter option or by clicking the filter drop down.You can filter the data by Supplier name, Phone No, Email, GSTIN  b)There is also a sorting option available. By selecting the Order By and Sort Order, the data can be sorted into ascending or descending order. Under sort by option we have Amount and Name snd Sort order can be set as ascending or descending as per our requirement.  c) By ticking the inactive dialogue box, It filters the inactive supplier deatils.

2. New Supplier : The new supplier button opens into supplier form where the user can add new Suppliers.Some fields are marked in red where he details are to be entered compulsorily.

Supplier 1

Steps to create a new supplier

  • Go to Supplier Module
  • Click the + Newbutton on top right hand side of the page.
  • Enter the details of your vendor
  • Select the GST treatment.
  • You can add other details such as their Billing Address, Payment terms, opening balances etc
  • After entering all the details, click Save.

Fields

Description

Supplier Name

Enter the name of the Supplier

Contact Name

Enter the contact persons name

Mobile No

Enter the mobile number

Email

Enter the email id of the supplier

GST Treatment

Select the GST tratment from drop down option

GSTIN

If the supplier is Registered Business or Special economic Zone, Enter the GSTIN number

For the Suppliers whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

PAN

If the supplier is Registered Business or Special economic Zone, Enter the PAN number

For the Suppliers whose GST treatment is Overseas or Unregistered party the PAN field becomes inactive.

Global/Local

User can create supplier globally or locally

Country

Other than Overseas GST traetment, the country name is set as India. You cannot choose any other country

If GST tratment is overseas, the country drop down option becomes active and you can choose the required country

State  

Other than Oversaes GST treatment supplier, you can set the state from the drop down option

But the state field becomes inactive for the overseas suppliers

Supplier Address

Enter the supplier address

City

Enter the City

Pincode

Enter the Pincode/ZIP code

Source of Supply

Based on the supplier GST number this field is automatically identify the state. In case of suppliers who doesnot have GST no like unregistered party or overseas, you have to choose the state from the drop down list.

Maximum credit limit

Here you can set the maximun credit limit allowed by your supplier.And if your purchases from this particular supplier crosses this limit, warning message will appear.

Payment Terms

Here you can set the payment terms. And the said term will appear in the purchase invoice. Based on this payment term, the status of the invoices decided like  overdue, unpaid etc

Opening Balances

You can add the opening balance of the Supplier if any. If there is no opening balance then you can give “0

Account Type

The opening balance can be set as credit or debit amount. From the drop down of  account type youcan chhose the required field.

Active

The user can enable and disable the created supplier by ticking the active option.

Import Taxable & Import Exempt

If the GST treatment is Oversaeas,additional fields as Import taxable and Import exempt comes. Using the radio button choose any one.

3. Export

The supplier list can be exported to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click on save. The fields that can be seen in export file are supplier name, contact name, phone no, GSTIN, GST treatment and balance.

4. Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

5. Edit

You can edit the Supplier details if required using the edit icon. By clicking this icon the supplier form opens. You can see the entered details and you can update the details as per your requirement

6. Colour Filter

The closing balance of the supplier is represented either in red or green to denote payable or receivable.

If the supplier is inactive, the supplier details are shown in red colour

7. Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

8. Exit

Below the pagination control, there is exit button. If you want to exit the supplier search page click on exit button.

 

Frequently Asked Questions?

01How to give opening balances to my vendor?

  • Click on Supplier Module > New Supplier
  • At the right hand side of the Supplier form there is a field named Opening Balances
  • Enter the Opening Balances
  • Set the Type as Debit or Credit depending up on the nature of Opening Balance

02How to add contact person details to my vendor?

  • Click on Supplier Module > New Supplier
  • Give the name of the contact person in the field Contact Name

03Can I have duplicate of supplier with the same display name?

No, duplicate supplier with same display name is not allowed.

04How do I filter my Supplier?

Filter option is available below the Customer Search page. Customers can be filtered based on:

  • Customer Name
  • Phone
  • E-mail
  • GSTIN

Also if you click on the drop down icon on the Filter field, you can enter the details into the fields directly by selecting from the drop down options displayed.

05How to set the payment terms of my supplier?

In Supplier Details form, there is a field named Payment Term in which eight set of predetermined values like NET 7, NET 15, On Receipt, Specific Date etc. will be available. From the drop down option in Payment Term select the appropriate value and Save the supplier details.

06Is it possible to create an overseas Supplier?

  • Select New Click (indicated by ‘+’ in the dashboard) in Supplier Module
  • From the drop down options of GST Treatment field, select Overseas

07How to edit already created supplier?

Select the Supplier Module. At the right hand end of the each supplier there is a Pencil icon which indicates edit. Click on the icon to make required changes and select Save button.

08Can I delete a supplier?

No, supplier can only be edited not deleted.

09I want to export all my suppliers with phone number into an excel document. How to do the same?

Select the supplier module. The supplier search window opens. Click on the Export button at the top right corner near the New button. Select the file location and click on save.

10While creating a supplier I gave opening balance. On a later date I received the amount. How do I adjust this receipt with opening balance?

  • Purchase Module- Payments made-Opening setoff
  • Opening setoff form opens.
  • Choose the supplier and enter Instrument details,Narration etc
  • Give the amount to be adjusted
  • Click on Save.

11I don’t have any opening balance for my supplier, but while saving my supplier contact it says “Please enter opening Balance”. What should I do?

While saving the Supplier, if you get a warning msg saying Please enter opening balance, In the opening balance column give the amount as Zero and then save the supplier data.

12What does GST treatment in supplier form implies?

GST treatment decides how the transaction to be accounted for. Based on the GST treatment , the automated journal is created as Interstate,Intra state ,overseas etc.

13If I modify my Supplier address. Will it reflect in the already created invoices against this contact?

Yes. If you modify your supplier address it will automatically change the address of all the invoices created against this supplier

14If my supplier balance for the previous financial year ended up in Debit balance. Where do I show this?

  • Open Supplier Module
  • Choose the supplier whose opening balance is to be give.
  • Under opening balance column enter the amount
  • Choose the account type as debit from the drop down option.

 

15If I set the payment terms as Specific Date, where shall I provide the date?

  • From purchase search, click on New-purchase invoices
  • Select the required supplier from the drop down box of “Supplier”
  • The Payment Term will be automatically updated as per the supplier detail settings.
  • If Payment term comes as Specific Date. Then in the purchase invoice form, the due date column near the payment term becomes active and we can choose a date.