1. Supplier Information
1.1. Prerequisites - Supplier Information

After activation, "Supplier Information" access for each user must be setup in the ManEx System Security module.  Users with “Supervisor Rights” will automatically have access.  
 
Supplier Numbering 
 The System Setup/Number System must be defined for either automatic or manual supplier numbers.
Account Status The codes for supplier account status must be setup in Supplier Status.
Supplier Types The types of suppliers must be setup in Supplier Type.
Terms   The Purchase terms for the Supplier must be set up in Payment Terms.
Contacts      If used, The contacts used at the Supplier. 
1.2. Introduction for Supplier Infomration

The Supplier Module is used to enter the details about Suppliers. This information is used to prepare purchase orders and receivers, as well as establish defaults to be used when new purchase orders are created for a supplier. A supplier may have more than one remit-to address, if there are different divisions for the supplier with different accounting departments. One supplier remit-to address will be identified as the default address to be used in the creation of new purchase orders. One supplier confirm-to address will be identified as the default address in new purchase orders. Also, terms and conditions identified in these screens will be used as defaults for purchasing, receiving and accounting. The user has the opportunity to modify the default information at the time a new purchase order is created.

 

The Receiving and Billing Information is the user’s addresses which will print on the Purchase Order.

1.3. Fields & Definitions for Supplier Information
1.3.1. Supplier Tab

 

Supplier Information tab field definitions

 

Supplier No     The number assigned to the Supplier.
Supplier Name  The name of the Supplier.
Prefix This is only a reference field and does not affect any other modules within the system at this time.  This field has been implemented for future use.  
Account Status     Allows the user to select the status of the Supplier;  Preferred, Approved, Under Evaluation, Inactive or Disqualified.  This field is NOT a required field and can be left blank.  The status really doesn't have much influence throughout the system. The status is displayed on screen when creating a PO.   If a supplier has an account status of either "Inactive" or "Disqualified" this supplier will NOT be displayed on the Supplier List when creating a New PO.  
Supplier Type     The type of Supplier, either Manufacturer, Distributor, Independent Rep. or In-Stores.
Purchase Type The type of purchases the user makes from the Supplier, either Inventory, MRO or both.  (MRO stands for Materials, Repairs and other, usually used for almost everything else other than Inventory.) 
Account Number The number the Supplier has assigned the user.
Phone   The Supplier’s telephone number.
1099      If this box is checked, the system will track all of the checks written to the Supplier during a calendar year and a report will be available in Accounting / Accounts Payable / Issue Checks.
Terms    The terms the Supplier affords the user, such as 30 Days Net,  2% 10 days, net 30, COD, etc.
Fax    The Supplier’s fax number.
Credit Limit  The amount of credit the Supplier affords the user.

 

CONTACTS

 

Name   The name of the supplier contact. 
Title        The contact’s title at the supplier.
Phone How to reach the Contact.
Fax   How to reach the Contact.

    

                                        

                   

1.3.2. Remit To Tab

Remit To tab field definitions

Supplier Name The name of the Supplier.
Default If this box is checked, it’s the default address where to send the Purchase Order.
Remitting Address The list of available remittance addresses for this supplier.  Ther are no limitations to the number of addresses that can be added to this field.
Remit To

The name of the check payee.
Address

The mailing address where the remittance will be sent.
Phone/Fax/E-Mail

How to contact the remittance address personnel.
Attention

The contact at the remittance address.
Buttons  Used to Add, Edit or Delete a remittance address.

 

1.3.3. Confirm To Tab

Confirm To tab field definitions

Supplier Name The name of the Supplier.
Default    If this box is checked, it’s the default address where to send the Purchase Order.
Confirming Address   The list of available addresses where to send the Purchase Order for this supplier.
Confirm To    The name of the Purchase Order recipient.
Address   The mailing address where the Purchase Order will be sent.
Phone/Fax/E-Mail  How to contact the confirming address personnel.
Attention  The contact at the confirming address.  This is probably the name of the Sales Representative.
Buttons    Used to Add, Edit or Delete a confirming address.
 

 

                             

                                        

                 

                                

                                      

                       

                                      

                                   

1.3.4. Profile Tab

 

Profile tab

This tab is available for the user to make notes/comments about the Supplier.

 

1.4. How To .... for Supplier Information
1.4.1. Find Supplier Information
Enter Material Planning/Purchase Setup/Supplier Information Module   

The following screen will appear:

Depress the Find action button, the following screen will appear:

  

Select Supplier Name a list of supplier names will appear along with their Id:

The user selects the Supplier name by either entering it into the red box, or scrolling down the list and clicking on the selected supplier. 

  

Select Supplier Id a list of supplier Ids will appear along with their names:

The user selects the Supplier Id by either entering it into the red box, or scrolling down the list and clicking on the selected Id. The information will populate the screen.

 

  

 

 

 

 

1.4.2. Add Supplier Information

Enter Material Planning/Purchase Setup/Supplier Information Module   

The following screen will appear:

To ADD a new Supplier, the user selects the Add action button, enter password, this enables the fields on the screen for data entry. 

Enter the following fields: 

The Supplier Number assigned to the Supplier. If automatic numbering assignment was selected in Number System Setup, it will be completed when the data is saved. If manual, it must be entered.

The Supplier Name.

A Prefix if desired.

The Account Status, such as preferred, approved, etc. Select from the pulldown:  
The Type of Supplier, such as Distributor, Manufacturer, etc.Select from the pulldown:  
The Type of Purchase, such as inventory, MRO, or both.Select from the pulldown:   

Enter the user’s Account Number with the Supplier.

Enter the Phone Number of the Supplier.

Check the box nex to (1099)  if the Supplier is to receive a 1099. 

The Terms the Supplier has for the user, such as Net 30, 2% 10, COD, etc.....  Select from the pull down:

  

Enter the Fax Number of the Supplier.
 
Enter the Credit Limit established by the Supplier for the user.
 
When this screen is viewed for an existing Supplier, Contacts entered in the Contacts Module will show for this Supplier.  This field is NOT editable from this module. 

After completing the Supplier information screen, the user may tab (clicks on the next) to the Remit To screen.

In this screen, the user defines the Supplier information for payment purposes.

The Supplier Remit-To Directive buttons will now be active:

 
This button allows the user to define multiple remit-to locations for the Supplier.
  This button allows the user to modify existing remit-to information about a Supplier. If more than one remit to address exists for a Supplier, the address highlighted is the one that will be opened for editing.
 
This button allows the user to delete an existing remit-to record for a Supplier. 
 

This button allows the user to save the modified bill-to information.

 

This button will cancel any modifications made to the screen after the edit button has been pressed.
 
This button is selected for the default Remit-To location.  The Remit to address with the default checked is the one that will automatically be placed in New Purchase Orders. However, the user still has the opportunity to change the remit to address in the Purchase Order module by selecting another address.   Note:  There must be one Default Remit To address.

Enter information as follows:

The name of the Supplier, Defaulted from the first screen, but may be over-written.

A list of Remit-To addresses created for the Supplier, from which to choose for editing data.

The name of the organization to which payment is to be sent. (It may be a different division.)

Enter the Supplier Remit-To Address (may use two lines).

Enter the City, State and Zip Code for the Supplier Remit-to Address.
 
Enter the Supplier Country.
 
Enter the phone number at the Supplier’s Remit-to Address.
 
Enter the Fax Number of the Supplier’ Remit-to Address.
 
Enter the e-mail address of the Supplier Remit-to Address.

The Contact Name at the Remit-to address (if established in the Contacts Module).

After completing the Remit To information screen, the user may tab (clicks on the next) to the Confirm-To screen.

In this screen, the user defines the Supplier information for ordering purposes.

This screen and fields are identical to the Remit-to screen, except that the information will be used for the mailing address of the Supplier.

Pressing the Add action button will automatically fill the information from the Remit-to screen, if it has been completed.  All data may be edited and saved, or new data may be added to the database.  Note: There must be a default Confirm To address.

After completing the Confirm-To screen, the user may tab (clicks on the next) to the Profile screen. 

In this screen, the user defines the Supplier Profile notes for internal purposes. This screen is a memo field that may be used to record Supplier company information.

Once all of the data entry is complete.  Depress the Save action button. You will be asked if you want to create another Supplier.

1.4.3. Edit Supplier Information
 
Find the Supplier Information you need to edit.
 
 
Depress the Edit action button. All fields on the Supplier tab will be enabled for modification.
 
 
All fields on the Remit To tab will be enabled for modification.
 
Note:  The system will keep the address information (on existing PO's) that was actually selected at the time the PO was created.  If you add a new Supplier Remit To address and mark the new address as the Default.  The previously created PO's will still carry the original Remit to (ManEx cannot assume that the user wants to change all Remit To's across the board for already created and approved PO's).  The user will be required to edit each PO that the change affects and update the Remit to with the new default (any new PO's created will properly take the new default). 
 
The Invoices created through the PO Reconciliation module also carry the original Remit to Address information.   Any invoice that already was created and remains on your AP Aging will need to be edited through the Manual AP Entry screen.    IF it was already released to the GL at that time, I don’t think that the Edit feature would be available.  If you are unable to edit the Remit to information via the Manual AP Entry, then you can control the Remit to information that will print on the AP Check, by creating a Manual check through the Check Maintenance screen.
 
If you completely delete a Remit To address any previously created PO's will no longer have a Remit to address to refer to, therefore the remit to information on existing PO's will be blank.  The AP check module prints the checks per the Remit To information that is associated with each PO, so the address printed on the check will also be blank.   So, each PO that still has invoices residing within the AP Aging, will have to be edited and the Remit To information will have to be updated with the new address, if a Remit To address is deleted.    We would suggest that the person making changes to the Remit To Address information is careful before deleting one from the system.  You have to make sure that any record that has already been associated with that record has been processed through the system, and/or updated with the new address information.
 
 
 
All fields on the Confirm To tab will be enabled for modification.
 
 
All fields on the Profile tab will be enabled for modification.
 
 
 
At the conclusion of the modification process, the user must either depress the Save action button or the Abandon changes action buttons. 
 
 
1.5. Reports - Supplier Information

To access the reports, depress the Print  button at the top of the screen.  The report screen will appear.

Select the output you desire by selecting one of the output radial selections at the top left of the screen, Screen, Printer, XL File, TXT File, or PDF.

Highlight the report desired and click on the option tab (if available) or Depress the OK button.   

  

Supplier Information report

 

Supplier Contact Information report

Select the Supplier by highlighting the one you wish and depressing the > button  .If you want all suppliers, depress the >> button.

Depress the OK button. 

  		  

The following report will print:

 

Supplier Contact Anniversay Report

Select the Supplier by highlighting the one you wish and depressing the > button.  If you want all suppliers, depress the >> button.

Enter the desired date range.

Depress the OK button. 

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The following report will appear: