Box
Description
Use Custom Profile?
An option that determines whether you want to specify a special set of trading terms for the supplier. You must select this option if you want to enter certain details directly in boxes on the Trading Terms form. If the option is cleared, you must select an existing terms profile record in the Terms Profile list to determine the content of some of the boxes. Terms profiles are maintained using the Terms Profile command on the Maintenance submenu.
Terms Profile
A reference that identifies the terms profile you want to assign to the supplier record. You can select from a list. Terms profiles are maintained using the Terms Profile command on the Maintenance submenu. You cannot select a profile if the Use Custom Profile? option is selected.
O/all. Discount
The amount, expressed as a percentage, of overall discount to be deducted from all purchase transactions for suppliers associated with this profile. The discount is deducted after any line discounts have been taken and applies only to order lines raised using the Purchase Orders module.
Due Date Options
An option that determines how the due date of an invoice is calculated.
You can select from a list one of the following options:
a number of days from the date of the invoice
a specific day in the month following the invoice date
a specific day two months from the invoice date.
Having selected the option from the list, enter the corresponding number of days or the day number in the Day(s) box to the right of the Due Date Options list.
Example: If you want the due date to be set to the last day of the following month, select 'Day of Month Following Invoice' and '31' days. This last day of the following month will then always be suggested when posting an invoice.
Settlement Discount
The number of days that determines the period within which you are entitled to receive a discount on the invoice amount. You can specify two levels of discount according to two different periods. In the boxes, type the percentage of discount applicable to the corresponding number of days. The second rate and period must not be more favourable than the first.
Include Delivery Charges
An option that determines whether the calculation of settlement discount includes delivery charges. If the option is cleared, the delivery charge specified on an invoice or credit note transaction raised using the Purchase Orders module will be excluded from the amount used to determine the settlement discount entitlement.
Important: This only applies if you use Purchase Orders Processing. The application uses VAT code 'Y' for delivery charges and so this option applies only to lines analysed to code 'Y'.
Pay By
An option that determines the default method of payment for the supplier. You can select Cheque, BACS, or Other from a list.
Select Other if, for example, you pay your suppliers by credit card or direct debits. Suppliers with this payment method will not be included in any automatic payment-run. However the transactions are included on the Purchase - Payments - Suggested Payments listing if the Other option under Payment Method is selected.
SEPA Payments
Select to force the IBAN and BIC to be entered. IBAN and BIC codes are mandatory for the 'SEPA CT' BACS format. The sort code and bank account are optional if this box is selected - these codes are not used in a payment file for 'SEPA CT'.
This is enabled if:
- your licence includes SEPA
- the Pay By box is set to 'BACS'
- the supplier's currency is Euro, and
- 'SEPA CT' is selected
in the BACS Payment Software list on
either of the - Purchase
- Utilities - Set Options or the Purchase
- Utilities - Set Options - Additional BACS Options form.
Inv. Approval
The initials or code of the person responsible for approving invoices before they are authorised for payment. An entry in this box activates the invoice approval facility. Purchase invoice transactions are automatically held awaiting release using the Hold/Rel command on the Action menu associated with the Supplier form. Once released, an invoice can be processed for payment. If you leave the box blank, invoices are not held automatically, but you can still put them on hold manually using the Hold/Rel command.
An option that determines whether the value of goods on purchase invoice and credit note transactions includes VAT. If the option is selected, VAT is calculated on the assumption that the amount entered in the Goods Value box is the gross amount. The VAT portion of this is displayed in the VAT Amount box on the Analyse Supplier Invoice form. If the option is cleared, VAT is calculated on the assumption that the amount entered in the Goods Value box is the net amount. The option applies to invoice and credit note transactions entered using the Processing command in the Purchase module.
An option for suppliers who offer settlement discount. When settlement discount is taken the VAT Return must be updated to account for the reduction in the goods and VAT values.
Set to one of the following:
'Credit Note' to account for the VAT Return adjustment by posting a credit note when it is received from the supplier. In this situation payments involving settlement discount must be posted on account and then allocated to the invoice and credit note.
'VAT Adjustment' to account for the VAT Return adjustment using an adjustment posting directly after the payment is posted.
What controls how Opera calculates VAT on invoices with prompt payment discount?
This option is disabled if the VAT After Discount (Settlement) box is selected on the EC VAT - Maintenance - Countries form (if you use the EC VAT application).
For full details about how to deal with settlement discount in
Opera, please read the 'Guide to prompt payment discounts' on
docs.pegasus.co.uk.
VAT Code (for foreign suppliers)
An option for suppliers who offer settlement discount. This relates to foreign suppliers only if the VAT Return Reduction By option is set to 'VAT Adjustment'. For foreign suppliers you must select the VAT code to use for VAT Return adjustments.
This option is enabled for foreign suppliers if VAT Adjustments rather than credit notes are used for VAT Return adjustments.
Banking
The banking details boxes are disabled until a bank account number is entered. These bank codes are included in a BACS or SEPA file for payments posted in the Purchase Ledger.
Bank Account
The supplier's bank account number used for BACS payments.
Sort Code
The supplier's bank sort code used for BACS payments. These codes should be 6 digits long.
Sort codes can be entered if an account number has been entered in the Bank Account box.
BIC
The Bank Identifier Code. If you enter one you must also enter the IBAN code. Both codes will be checked by Opera when you save your changes to ensure that they are entered in a valid format.
BIC and IBAN codes must be included for Single Euro Payments Area (SEPA) Euro payments.
BIC codes can be entered if an account number has been entered in the Bank Account box.
Bank Ref
A bank or building society reference allocated to the supplier. This additional information may be required by certain banks or building societies. For example, payments made using National Westminster Bank's Autopay facility require a four-digit payee reference to be included in the payments file.
Credit Limit
The value of the credit limit for this supplier. If the current balance on the account, plus any transaction raised within the Purchase module exceeds the credit limit, a warning appears. You can then decide whether to abandon the transaction or continue regardless. A credit limit of zero means unlimited credit rather than no credit limit. To signify no credit status is issued, enter 1.
Payee Name
The name of the payee that is printed on cheques or included in electronic payments files, such as BACS (up to 30 characters). The default entry is the supplier's name but you can change it if required.
SEPA Payee
The name of the payee that is included in a 'SEPA CT' payment file (up to 70 characters). What's SEPA?
Only enter a SEPA payee name if the payee's name
is longer than 30 characters and this supplier will be paid in
a 'SEPA CT' payment
file. If you enter a SEPA payee you must enter the supplier's
name in the Payee Name box too - this
name will be used on various reports and views in Opera.
If the SEPA Payee box is empty the name
in the Payee Name box will be used in
the SEPA payment file.
Ref/Roll No
A building society roll number or an additional reference as required. This is included in BACS files generated if you have selected STDBACS in the BACS Payment Software list on the Purchase Options form.
IBAN
The International Bank Account Number. If you enter one you must also enter the BIC code. Both codes will be checked by Opera when you save your changes to ensure that they are entered in a valid format.
BIC and IBAN codes must be included for Single Euro Payments Area (SEPA) Euro payments.
IBAN codes can be entered if an account number has been entered in the Bank Account box.
BACS Ref
The building society name, if appropriate. This is included in BACS files if you use either the 'STDBACS' or 'HSBC' banking formats - selected from the BACS Payment Software list on the Purchase Ledger - Utilities - Set Options form.
If you use the 'HSBC' banking format but do not enter a reference in this box then the payee's company name will be included in the BACS file instead.
Remittance Advices - This determines whether PDF remittance advices can be sent to the supplier by email as a default option instead of a printed document. When you choose the Purchase - Reports - Remittances command, options are provided to produce remittances only for those suppliers with the E-Mail Remittance Advices option ticked. The file name for remittances includes the supplier code + the day and month. You cannot tick this option unless the account contact has an email address.
Purchase Orders - This determines whether purchase orders can be sent to the supplier by email when you post a purchase order. You cannot tick this option unless the order contact has an email address.
The email messages for remittance advices and purchase orders are defined in the System - Maintenance - E-Mail Profiles command.
On stop or dormant accounts
Stop
An option that determines whether the supplier account is on stop. If this option is selected, the text '— A/C On Stop —' appears on the General tab of the Supplier form.
The act of putting an account on stop or clearing an account already on stop will create a note record for the supplier concerned.
An option that determines whether the supplier record is in use. For suppliers you no longer trade with or whose records are otherwise inactive, you can mark them as 'dormant'. The supplier record details remain, but the account cannot be the subject of transactions and is excluded from most other processes. For example, no new transactions can be created involving the supplier in any application and purchase order documents for 'dormant' suppliers cannot be progressed. It is not possible to select 'dormant' suppliers to include on model purchase orders or as suppliers for back-to-back orders originated from sales orders in SOP. On the Action menu associated with the Supplier form, all transaction processing commands, such as Invoice, Payment and so on, are unavailable.
When a supplier record is marked as dormant, it is excluded from most reports except those that provide an option to include 'dormant' suppliers specifically (such as the list of accounts, contacts report, and so on). You can also prevent dormant suppliers from being shown in searches by clearing the Include Dormant Suppliers option on the Search form displayed when you use the Search for records matching criteria toolbar button. The default setting for this option is controlled by the Include Dormant Suppliers option on the Purchase Ledger - Utilities - Set Options form.
You can tick the Dormant box for the supplier if:
The current balance and the order balance are zero
The account does not have any transactions in the Purchase Invoice Register
The account does not have any supplier deliveries in Purchase Order Processing that have not been invoiced
The suppler does not have any recurring entries in the Cashbook
If a supplier record has one or more supplier products linked to it, it can only be marked as dormant if the Allow Suppliers with Products to be Dormant option is selected on the Purchase Order Processing - Utilities - Set Options form.
If you want to reinstate an inactive supplier record, simply clear
the Dormant option.