The Supplier Maintenance option allows you to create suppliers to purchase parts. Before a new supplier is added, you have the option to see whether a purchase ledger account is already listed as a supplier. To do this go to: Parts > Maintenance > Supplier Maintenance:
Suppliers
For an account to be listed in here, it must first be created within the Purchase Ledger.
A search functionality is available at the top of the screen which enables you to search for a supplier using a 'Supplier Code' or 'Supplier Name'. This would be useful if a large number of suppliers exist. Alternatively, the bottom half of the screen displays a list of all the suppliers.
Once you click on the 'Create' button the following screen will display:
Within this screen you will be able to enter in the new supplier account number that was created within Purchase Ledger. Having entered in this number you will see some fields will be populated and you will be able to complete the remaining fields.
On the right you will see a number of fields:
- Stock Order Frequency Days: Enter the frequency (in days) that a stock is generated. This will form part of the recommended order formula
- Default Department Supplier: Check this option to show this supplier as the main default
- Main Supplier for Franchise: New parts created against the chosen franchise will have this supplier automatically created against the part
- Internal Parts Supplier: Flag this if this is supplier is going to be a part of another parts department within the group
- Parts Department: If this is an internal supplier, you will be able to select the department in here
- Alternative Supplier: If there is to be an alternative supplier you will be able to highlight this in here
If required, against four different types of supply, an Order No. Prefix and Next Order Number can be specified.
The Lead Time is the number of days between ordering the part and receiving it.
Selecting the 'Add Movement Band' will populate the bottom section of the screen, where you will be able to enter in multiple movement bands against individual suppliers:
Parts linked to the supplier will then be assigned to the relevant movement band based on the movement history over a rolling 12 months.
If the 'Weeks' field is checked, then the Min/Max boxes are in weeks, if unchecked these are taken as minimum and maximum stock holding days.
Contacts
Within this screen you will be able to create a contact against a supplier:
To add a new contact select the 'Add' button to display the following window:
The contacts can be created at Division or Department level. If the same purchase ledger account is used for a supplier in multiple departments in the same division then this information will only need to be entered once.
When adding a contact, the only mandatory field required is the Contact Name. You do not necessarily need to add the contact for email contact.
Messages
Within this section you are able to set up template messages.
These messages can be set at Divisional, Department, Supplier Division and Supplier Department Level.
The system will always use any messages set at Supplier Department Level as the main template message. If there is no message set at this level it will then look to see if a template is set to Supplier Division Level. If there is no template set at this level then it will look at templates set at Department Level. If there is no template set at this level then it will look at templates set at Divisional Level.
You can create a template by selecting the 'Add' button:
You can select what Level this needs to be placed at; Division or Department. You can select an individual supplier, or search for one, to create a unique template, or you can leave this set at 'All' if you would like a generic template set for all suppliers. The Subject, Content and Footer fields can have texted added in.
Once you have saved this you will see it displayed on the initial screen.
Parts Supplier Search
A search functionality is available which enables the search of a specific supplier when a large number of suppliers exist.
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