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Suppliers – Berlin

Suppliers are the people and organizations you get your inventory from. They show up in forms for purchases, Inventory Write-Offs, Inventory Registrations, and Price Lists. This is the page where suppliers can be created, found and managed.

At a Glance

Main Page

The Suppliers page can be accessed in the drop down menu from the Inventory module.

inven:supplier

Name: Search or list by name of company

Group: Such as ‘clothing’ or ‘coffee’ suppliers. You designate your own groups (in settings > inventory settings > supplier groups) to make it useful to you and your company. The inventory settings tab can be found in the left hand bar after selecting the “Settings” module.

Administrator: User Groups in the Erply system is in charge of relations with this vendor. This drop down can be found in the “User Groups” drop down menu of the “Settings” module.

Type: This is ‘Type of Business Entity’ as set on the Supplier Card. The provided Business Entity types can be changed in Settings > Customer Registry Settings > Customer Types. The customer registry settings tab can be found in the left hand bar after selecting the “Settings” module.

Deleted Suppliers Hidden: Through this drop down menu you can select whether you’d like deleted suppliers to be shown or hidden in searches.

 

Supplier Card

When you click on a listed supplier you are brought to the Supplier Card. This is where you add and manage information about your suppliers. The tabs at the bottom can help you track contacts at the company and attributes (which can be created at your discretion — consisting of text, int (integers), or double (real number). Mandatory fields are indicated with asterisks and red outline.

Creating a Supplier

You can press the “New” button from the original supplier page (in the prior Main Page section of this guide) to create a new supplier. The following page will appear:

Supplier people can be associated with a company or not. For example, if purchasing shirts, there may be a company you buy from. The company has individual people who are your contacts within. These people can have their own contact cards, with Group listed as “contact person for a supplier”. Alternatively, you may buy shirts from an individual not associated with any company. They can have their own contact card, representing both individual and company.

 

The “Supplier” tab (pictured above) is used to represent companies, with the “Supplier – Person” tab (below) used to represent individuals.

 

 

 

 

 

 

 

 

 

 

 

 

 

On the main page for Suppliers, you will see a list of all current suppliers. For easier navigating through the list, you can set up filters to narrow down your search.

supfilters

Filters

  • Name: Search or list by name of company
  • Group: Such as “clothing” suppliers, or “dog food” or “cat food” suppliers. You designate your own groups (in Settings → Inventory Settings/ Supplier Groups) in whatever manner is most useful to you and your company.
  • Administrator: User in the ERPLY system in charge of relations with this vendor. This dropdown is populated from the “Users” set up through your ERPLY account (Settings → Users).
  • Type: This is “Type of Business Entity” as set on the supplier card. The provided Business Entity types can be changed in Settings → Customer Registry Settings/ Company Type

 

Supplier Card: When you click on a listed supplier you are brought to the Supplier Card. This is where you add and manage information about your suppliers. The tabs at the bottom can help you track more complex relationships, including contracts, tasks, contacts at that company, and discounts.

To create a new Supplier, click the yellow “New” at the top of the list of suppliers. This will open a blank Supplier Card.

Supplier Card

Mandatory fields are indicated with asterisks* and red text: Name, Type of business entity, and Group are the mandatory fields.

graysupplier

You can fill out more information in the gray column on the left hand side.  This includes the following information: Reg code, TIN no, Bank, Bank account no, IBAN, BIC/SWIFT, Fax, Administrator, Web page, Payment Deadline, Tax rate, Currency, Country, Delivery terms, GLN, and further Notes.

Addresses have their own “save” button. When you begin to type, it will appear at the far right end of the row. Address Save Icon You must save the new address before saving the whole form. Once one line is saved, another will appear. You may save multiple addresses to any supplier or customer.

address

To change your “Address types” options, use Settings → Customer Registry Settings/Address Types. If you cannot see this option, contact your administrator.

Note: At least one address type must be set to print on invoice in order to save addresses from the POS.

Administrators: To allow a user group to adjust the Address Types Settings, add this to their User Group permissions:

usergroupaddress

Supplier-Person: This adds a person as a supplier.

 

supplierperson

To change a person who is a supplier to a contact person for a supplier, change their “Group” to “contact person for a supplier.”

contactforsup

Contact Persons

After saving the supplier, a new button will appear in the bottom navigation bar labeled “Contacts.”

contacts

Here you can add people associated with the supplier that you’re editing. Clicking the button will open up a list of existing contacts. If there are no contacts associated, the list will be blank.

contactslist

Clicking “Add Person” will open up a new window with the “Supplier – person” card. It will automatically set the “Group” field to “contact person for supplier” and the “Works At” field to the supplier you chose.

supplier link

Fill out the necessary information, save, and close the window. Refresh the contacts list by closing and reopening it.

You do not have to close the window, only the contacts list.

 

Your newly created contact will now be shown

contact list

These are the people you talk to within the supplier company.

The Supplier Contact Person Card documents the information you need on your supplier contacts, and allows you to track discounts, tasks, and contracts by supplier or contact.

 

Importing Suppliers: Importing suppliers is done through the Customer Module.

customer

Navigate to the Customer module by clicking on it’s icon in your Icon bar. Next, Select the “Import From TXT file” option from the operations bar at the top of the activity pane.

Follow the directions on that page, and consult with your ERPLY support staff if you require more help or have any questions.