Accounts
Setting up a New Supplier Record
A Supplier record helps you to manage contacts, track purchases and creditors.
There are two ways to create a supplier record. You can create one within Sage 50 accounts, or you can import supplier records via an Excel spreadsheet or CSV file, which is useful if you need to create multiple records with similar information or are transferring information from another system.
How to create a Supplier within Sage 50 Accounts
Each supplier has a separate record which is unique to them. The record holds lots of information such as contact details, details of purchase etc, bank information etc.
To create a new Supplier record, click Suppliers > New or double click any supplier and then click Clear Form.
Details
The first tab you will need to fill in is the Details tab and this is the most important tab.
ACCOUNT DETAILS
A/C* – The account reference for the supplier’s record, this is an alpha numeric field up to 8 characters . Once the record has been saved, this can’t be changed .
Company name – The supplier’s name.
Balance – This shows the balance on the supplier’s balance. You can add an opening balance here but we do not recommend doing that.
Inactive – Select this check box to flag the supplier’s account as inactive.
REGISTERED ADDRESS
Address, Post Code, Country – The supplier’s address details. You can now paste in the address by clicking the icon next to the address.
VAT Number – If needed, enter the supplier’s VAT number.
EORI – If the supplier has an Economic Operator Registration and Identification (EORI) number it can be entered here.
CONTACT INFORMATION
Contact name – The name of the supplier’s main contact.
Trade contact – The name of the supplier’s trade contact.
Telephone & Telephone 2 – The supplier’s telephone numbers can be added here .
Fax – The supplier’s fax number.
Website – The supplier’s website address.
SOCIAL MEDIA
Twitter, LinkedIn, Facebook – you can add the supplier’s Twitter handle, LinkedIn and Facebook account details.
EMAIL SETTINGS & ADDRESSES
Email 1, Email 2, Email 3,– The supplier’s email addresses.
I send letters, statements, etc to this supplier via email – Select this check box if you communicate with this supplier by email.
The second tab on the supplier record is the Defaults tab
CUSTOM FIELDS
Analysis 1, Analysis 2, Analysis 3 – Use these custom fields to identify supplier types for reporting and analysis.
DISCOUNTS
Discount % – Enter the percentage discount offered by this supplier. This is an unconditional discount.
MISCELLANEOUS DEFAULTS
Default Nominal Code – The nominal code to use by default for any batch invoices or credits for this supplier.
Use Default Nominal Code for Purchases – Select this check box to use the supplier’s default nominal code for Purchases.
Default Tax Code – The tax code to use by default for any batch invoices or credits for this supplier
Use Default Tax Code for Purchases – Select this check box to use the supplier’s default tax code for all batch invoice and credit notes.
Currency – Foreign Trader only – choose the correct currency for this supplier.
Department – Select the default department for this supplier, if required.
Reporting Password – for use with secure PDF documents.
Incoterms – Select as required.
TIP: You can copy an existing supplier’s record, highlight the relevant supplier, then click Duplicate.
Select the Credit Control Tab – it is up to you if you fill in this information
Terms
Credit Limit – The supplier’s credit limit.
Settlement Due – If your supplier offers an early settlement discount, enter the number of days the discount applies.
Sett. Discount – The early settlement discount percentage.
Payment Due – The number if days after which an invoice is classed as overdue. In Sage 50cloud accounts V28.0 and below, this is left as zero, the default value is 30 days. In Sage 50cloud accounts V28.1 and above, if this is left as zero, you can choose whether 0 days or 30 days is used.
Payment Due From – Choose the required payment terms from your supplier.
Trading Terms Text – The agreed trading terms with your supplier.
Credit Reference – The supplier’s credit reference, if required. You can use this information to check the supplier’s credit status.
Bureau – The supplier’s credit bureau, if required.
Priority Supplier – select this check box to treat this supplier as a priority when managing payments.
Credit Position – The supplier’s credit status.
Account Status – The supplier’s account status. You may use this feature to put the account on hold etc.
DUNS Number – The DUNS number (Data Universal Numbering System).
Credit Review
A/C Opened – The date you started trading with this supplier.
Last Credit Review – The date you last reviewed your supplier credit details.
Next Credit Review – The date of the next proposed credit review.
Application Date – The date you applied for credit.
Date Received – The date you received credit.
Memo – Enter any relevant notes here.
Restrictions
Can charge credit – Select this check box if your supplier charges you interest for late payments.
Restrict mailing – Select this box to exclude this supplier from mailings.
Terms agreed – Select this box if you’ve agreed credit terms with this supplier. If you don’t tick this check box when you create the supplier record, a message appears every time you access the account that states the terms have not been agreed with this account.
Account on Hold – The Account On Hold box is populated depending on the Account Status selected and is therefore not available to select.
Select the Bank Tab – it is up to you if you fill in this information
Bank Details
This is mainly used for reporting purposes.
Payment Details
This is mainly used for reporting purposes
Select the Alerts Tab – In Sage 50 Accounts v27 and above you can set up custom alerts, we have covered how to do this January Newsletter.
Select the Communications Tab – You can enter details of communications with your supplier.
Select the Memo Tab – You can enter miscellaneous information and attach documents and references to the record.
Select the Activity Tab
This screen is filled in when you start posting transactions to the suppliers account and shows the details of each transaction.
Select the Purchases Tab
This screen shows an overview of the trading between you and your supplier.
Select the Order Tab
The Orders tab shows you a summary of your supplier’s orders and their status, if you are using Sales Order Processing. From here you can open any order to view the order details (Professional only).
Select the Graph Tab
This provides a graphical representation of the monthly invoices, credits and balances.
If you would like help with setting up supplier records or need any other help with your Sage Accounts please contact us
