Why Use This Procedure?
The Update Supplier procedure is used to register new suppliers, or modify or delete existing suppliers.
This window contains a heading row where you enter supplier code, supplier name and search words. The procedure also contains four tabs called Address/Terms, Info, Statistics and SRM.
The Address/Terms tab contains the primary information about the supplier. You will find the mailing and delivery address here, including different terms (such as payment terms, delivery terms, etc.). This tab also contains the settings that determine payment methods and miscellaneous import information.
Under the Info tab, you enter the supplier's references, phone number, fax number and e-mail address. You can also enter phone number, fax number and e-mail address per reference. Here you will also find shipping information. There is additional supplier information that can be entered under the Extra info button (such as EDI information for shipping, and whether to export purchase orders via EDI). Under the Attach XML file button, you can determine whether or not an XML file shall be generated together with the PDF file that is attached to the purchase order during "Send via e-mail" in the Register Purchase Order procedure. Under this tab, you can enter supplier-specific allowances for the delivery time.
The Statistics tab (Stats.) contains budget/result information per supplier. The same function used to to manage budget/result is also available for customers, parts and sellers. This is done in each respective register.
Under the SRM tab (Supplier Relationship Management), you can enter information regarding the supplier that will support purchase activities. The information you can enter here per supplier or contact is supplier status, activities and activities/contacts log.
Apart from these tabs, you can also activate an extra tab called Extra info. This tab consists of a number of fields where you can enter optional information. The tab is activated by the Show Extra info tab in Update Supplier? setting under the Supplier heading under the Purchase tab in the Settings procedure.
In some list types in the Supplier List procedure you can make mass updates to easily update information in the supplier register.
Adding and Deleting Suppliers
You can add a new supplier by entering a supplier code that does not already exist. You can also add a new supplier or reference by importing an electronic business card (vCard). This is done by loading the current vcf file via the function Import electronic business card... in the File menu. You can then choose whether you want to load the business card as a New reference for current supplier or as a New supplier. If you choose the option New supplier, you will also have the opportunity to enter a new supplier code. You can also add a new supplier or reference by using "drag and drop" to drop the vcf file directly in this procedure.
When you delete an existing supplier, the system first checks that the supplier in question is not "current" or active. This means that you cannot delete a supplier that is being used in the accounts payable ledger or purchase order register. In other words, the supplier cannot have any invoices in the Accounts Payable ledger or any active purchase orders or inquiries. If you try to delete a supplier, the system will check these registers before allowing any deletion. Read more about deleting records under MONITOR General Information in the MONITOR Basics.
Window Functions
Import Electronic Business Card... - using this function you can register a new supplier/reference by loading data from a vcf file. Read more here.
Read more about the other Window functions under Window Functions in the MONITOR Basics.