Suppliers are the people and organizations that supply inventory to the vendor. Suppliers will show up in forms for purchases, inventory write offs, inventory registrations, and price lists. They can be added via import, but only once, as import is additive and does not match names. This is the page where you can find and manage your suppliers by group, type, or administrator within your company.
To view existing Suppliers or create a new one, navigate to ‘Suppliers’ in the dropdown menu of the INVENTORY module.
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.
- 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) to make it 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 on your ‘Company and Staff’ page (Settings → Company and Staff)
- 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 the list of suppliers. This will open a blank Supplier Card.
Mandatory fields are indicated with asterisks* and red text: Name, Type of business entity, and Group are the mandatory fields.
You can fill out more information located in the gray column on the left hand side.These include Reg code, TIN no, Bank, Bank account no, IBAN, BIC/SWIFT, Fax, Administrator, Web page, Payment Deadline, Tax rate, Currency, Country, Delivery terms, GLN Notes.
Addresses have their own ‘save’ button. When you begin to type, it will appear at the far right end of the row. You must save these before saving the whole form. Once one line is saved, another will appear. You may save multiple addresses to any supplier or customer.
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:
Supplier-Person: This adds a person as a supplier.
To change a person who is a supplier to a contact person for a supplier, change their ‘Group’ to ‘contact person for a supplier.
After saving the supplier, a new button will appear in the bottom navigation bar labeled ‘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.
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.
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
These are the people you talk to within the supplier company.
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 actually done through the Customer Module.
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.