Creating Supplier Records

Use the Supplier activities (28.20.1) to create, view, modify, or delete a supplier. Account profile details cannot be modified if transactions already exist. A record can be deleted only if it is not referred to in the system. Otherwise, you can mark the record inactive.

Suppliers can be saved in draft format when Draft Instances is selected in System/User Settings, Change System Setting. When you save a record in draft format, none of the system validations are executed. You can then return later to complete the record by choosing the Supplier Browse Drafts activity and selecting the record you want to finish from the list. For more information on drafts, see Introduction to QAD Enterprise Applications User Guide.

• Use Supplier Activity Dashboard (28.18.1) to view all supplier payment and invoice information, including open items and payments, for one or multiple entities. From this view, you can drill down to the details of the invoices and credit notes. See Supplier Activity Dashboard for details.

• Use Excel Integration (28.20.1.5) to export supplier records to or load records from an Excel spreadsheet. For details, see Introduction to QAD Enterprise Applications User Guide.

• Use Supplier Bank Number Excel Integration (28.20.1.7) to import data related to customer banks. This function is exactly the same as Customer Bank Number Excel Integration. See Bank Account Numbers.

After creating a supplier here, specify additional operational data in Supplier Data Maintenance (2.3.1). An e-mail is automatically sent to the members of the SupplierNotify role responsible for creating this data when a new supplier is created.

Specify a code (maximum eight characters) that identifies a supplier. If the code you specify matches an existing customer code, a warning message displays. You can choose to ignore the warning, and create the record. However, when a supplier and customer share the same code, they must reference the same business relation.

If you leave the Supplier Code field blank, the system automatically generates a number for the record based on the sequence defined in Supplier Autonumber Create. See Autonumbering Sequences.

Note: If you plan to send 1099 US tax reporting forms to this supplier, do not use the apostrophe (’), asterisk (*), or other special characters on the recipient name line. These characters are not allowed on the 1099 form.

Choose a business relation code to associate with this supplier. Address and contact details come from the headoffice address type of the business relation. After you have created a supplier, you cannot modify the associated business relation.

Note: You can create a new business relation for the customer if necessary by clicking the Go To icon next to this field.

Indicate if this is an active record. When you mark a record as inactive, all of the transactions that can be blocked in Blocked Transaction Maintenance (2.23.1) can no longer be completed. For example, you cannot create a new purchase requisition or purchase order for the supplier.