Supplier Options

Use Custom Profile?

An option that determines whether you want to specify a special set of options for the supplier. You must select this option if you want to enter certain details directly in boxes on the Options form. If the option is cleared, you must select an existing profile record in the Supplier Profile list to determine the content of some of the boxes. Supplier profiles are maintained using the Supp. Profiles command on the Maintenance submenu.

Supplier Profile

A reference that identifies the supplier profile you want to assign to the supplier record. You can select from a list. Supplier profiles are maintained using the Supp. Profiles command on the Maintenance submenu. You cannot select a profile if the Use Custom Profile? option is selected.

Currency

A reference that identifies the currency in which balances are maintained for the supplier. This is also the default currency when transactions are entered for the supplier. You can select the currency from a list. Currencies are defined using the Exchange Rates form in the System module.

An icon will appear on the form status bar to indicate a foreign currency supplier record. When you move the mouse pointer over the icon, the name of the operating currency for the account is shown as a ScreenTip.

Bank Account

A reference that identifies the default bank account used for purchase payment and refund postings. You can select the account from a list. Bank accounts are defined using the Bank Accounts form in the Nominal module. The selection you make here will override the company default bank account identified in the Bank Account list box on the Purchase Options form.

Default VAT Code

A reference that identifies the default VAT code. You can select the VAT code from a list. VAT code records determine the rate and classification of VAT for supplier records associated with the profile. The code you select will be the default displayed when you enter purchase invoice or credit note transactions. VAT codes are defined using the VAT Processing form in the System module.

Control Account

A reference that identifies the default creditors control account used for the double-entry posting of purchase transactions. You can select the account from a list. Control accounts are defined using the Accounts form in the Nominal module.

Multiple Bank A/C

An option that determines whether a different bank account can be selected when a purchase payment or refund transaction is entered. If the option is cleared, postings can only be made to the default bank account. This option only applies if you have more than one bank account defined in the Nominal module.

Enter Names

An option that determines whether you can enter payee names for purchase payment postings. If the option is cleared, the payee name defaults to that of the supplier account and cannot be altered.

Open Item

An option that determines whether the detail of outstanding transactions is retained for previous periods. If the option is cleared, outstanding transactions are accumulated into a period total when the End of Period command is used. If the option is selected, the detail of outstanding transactions is retained until it is completed (allocated), regardless of whether the End of Period command is used. If you choose to switch an open item record to balance forward accounting and transactions exist, a warning prompt appears asking you to confirm that you want to make the change.

Remittance Advice

An option that determines whether a remittance advice is produced for supplier records associated with the profile when the Remittances command on the Reports menu is used. If the option is cleared, supplier records associated with the profile will be excluded from remittance advice printing.

Second Reference Payment and Refund

Reference that identify the default payment and refund names used to complete the Reference 2 box on the General tab when purchase payment and refund transactions are posted to supplier records associated with the profile. You can select from a list. Payment and refund names are defined using the Payment Names and Refund Names commands on the Utilities submenu respectively. The selection you make can be overridden when a purchase payment or refund transaction is entered.

Keep Transactions..Periods

The number of periods, up to 99, that you want to retain completed purchase transactions. Transactions will be retained for the number of periods specified here after which they will be removed by using the End of Period command. The number of periods you specify here overrides the company default entered in the Keep Transactions box on the Purchase Options form.

Keep Doc Images..Periods

The number of periods, up to 99, that you want to retain purchase invoice and credit note analysis details. The analysis will be retained for the number of periods specified here after which they will be removed by using the End of Period command. The number of periods you specify here overrides the company default entered in the Keep Analysis Image box on the Purchase Options form.

Ledger Account

The account reference that identifies the main supplier account. You can select a supplier record from the list, if the one you are creating is a delivery source only.

The Ledger Account cannot be changed in these circumstances:

- when the supplier record has an outstanding current balance or order balance,

- when transactions exist for the supplier in the Purchase Invoice Register.