Supplier enquiry

Find this screen

Open: Suppliers > Supplier Enquiries > Supplier Enquiry.

Watch a video

Customer and supplier transaction enquiry (video)

How to

Use the supplier enquiry

This shows you information about the selected supplier account across several tabs. Use this to see information about a supplier at a glance.

Use the Transaction Enquiry and View Orders option to see details of the transactions and sales order for this supplier.

Company

The supplier's name and address details.

The current balance on the supplier account.

The supplier credit limit.
Contacts View all the contacts for this supplier account. You can view contact details for each person, check their job roles, or message them using Skype.
General Your supplier's VAT details, the default nominal account and payment group. The payment group is used to determine how this supplier is paid when using automatic payment processing.
Terms The settlement discount details, payment terms, and factor house.
Credit The credit reference information about the supplier. If you use a credit control agency, set the agency's reference here.
Analysis codes The Analysis code values used for this supplier.
Aged balances

The age of your supplier's debt displayed in three different ways, by transaction date, by due date and by calendar month.

The outstanding balance on the account is shown based on the option that you choose.
Turnover

This shows the purchases for this supplier by period. The amounts shown are net values and do not include VAT.

Transactions are always included in the turnover figures in the period that the transaction is dated.
Turnover by year

This shows the purchases for this supplier by year and transaction type. The amounts shown are net values and do not include VAT.

Transactions are always included in the turnover figures in the year that the transaction is dated.
Attachments

Files and documents about the supplier. These can be actual files or links to files.

The file name can't have more than 150 characters. If a file extension is more than 150 characters, the file can't be saved.
Memo

Comments about the supplier's account, such as reminders about issues that should be taken into consideration when contacting the supplier. You can add new memos here.

An * (asterisk) is displayed on the Memo tab if there are active memos.
Alerts

You can set up alerts on a supplier account, to show messages whenever you deal with that supplier. For example, if a supplier has specific requirements, you can set up a reminder message that will be displayed whenever you enter an order for that supplier.

An * (asterisk) is displayed on the Alerts tab if there are active alerts.

Add memos

Use this to add comments about the supplier .

You can mark these memos as Active, so you can see which are still being used. Setting a memo as Inactive allows you to keep a record of previous memos.

To add or edit a memo:

  1. Select the Memo tab.

  2. Click Add or Edit.

  3. Enter the Memo Text.

  4. Click OK.

    The Add Memo window closes, your new memo is marked as Active and displays at the bottom of the list.

    You can mark these memos as Active, so you can see which are still being used. Setting a memo as Inactive allows you to keep a record of previous memos.

View turnover figures

This shows the purchases for this supplier by period. The amounts shown are net values and do not include VAT.

Transactions are always included in the turnover figures in the period that the transaction is dated.

On the Turnover tab, you can display any or all periods for your previous years and up to five future years.

Use the From and To date boxes to change the date range.

View aged balances

You can choose how to show your aged balances for each of your ageing periods.

  1. Select the relevant option: Transaction date, Due date, Calendar months.
  2. The balance for each period is updated. If you choose Calendar months, the periods change to 1 month, 2 months etc, depending the on the number of ageing periods you have set.

For example, you have a 3 ageing periods of 30, 60 and 90 days. You have entered a transaction dated 30th March with a due date of 30th April. Today's date is 30th May. This transaction will show in the following periods:

  • By transaction date in 60 days.
  • By due date in 30 days.
  • By calendar month in 2 months.

Useful info

Analysis codes

Analysis codes are extra pieces of information that you can use as custom fields, to improve your reporting and to compare different areas of your business.

You can have 20 analysis codes for each area.

An analysis code has two parts:

  • Code or Name - this a label and represents how you want to group your data.

  • Value - this can be a set of predefined values or free text. This is how you want to break down the data for each group.

You create the analysis codes and their associated values on the Analysis Codes screen.

On each supplier account, you can choose the value that you want to associate with each code.

For example, if you want to group accounts by location, for a supplier located in Birmingham, you would choose Midlands as the value for a Region analysis code. You can then report on your data by all suppliers in the Midlands region.

Using the default nominal account

This is the default purchases nominal account that you want to post transactions to. This helps to make sure that transactions are posted to the correct nominal account for this supplier.

This account is usually a purchases account on your Profit and Loss report.

You have customers in the UK and in Europe. On your profit and loss, you want to show your UK sales separately to your European sales. To achieve this you have Sales UK and Sales Europe nominal accounts.

As most of your customers are based in the UK, you set the Sales UK as your default Sales account on the Default Nominal Accounts screen.

For your European customers, you change this on each customer account to the Sales Europe nominal account.

When transactions are entered for your European customers, the correct nominal account is always selected, by default.

If you are using cost centres departments with your nominal accounts, you can select a nominal account with a CC or CC / Dept combination as the default account here. For example, a supplier for your Manchester office, would have their default nominal account as 5000 MAN.

Once you have set this, Sage 200 uses CC / Dept combination when posting transactions automatically. When Sage 200 posts a transaction to a Profit and Loss nominal account, it posts to the account code associated with the default nominal account and the CC/ Dept associated with the supplier account. A settlement discount for a supplier with a default nominal account of 5000 MAN, would post to a Discounts Taken nominal account, 5008 MAN.

Settlement discounts

This is where you enter the settlement discount details for this supplier. The percentage and the number of days is taken from your customer defaults. You can change or keep these.

These discount details set here are then automatically applied when you create an invoice for this supplier. This helps to reduce errors when entering transactions.

If you don't want to set default settlement discount details, leave these options blank.

  1. Enter the invoice. Include the settlement discount details on the invoice. The full invoice value is posted to the supplier's account.

  2. Enter the payment. If you qualify for the discount when you pay the invoice, you'll pay the invoice total minus the discount amount. You enter this as the Cheque value and you also enter the amount of the discount.

    The discount is added to the amount paid to make sure that payment matches the invoice. This is posted to the supplier's account and the Creditors Control Account.

    The amount paid is posted to the bank account and the discount amount is posted to the Discounts Allowed nominal account.

    For example, for an invoice of £119 with a £5 settlement discount, enter the payment amount as £114 and discount amount as £5.

You offer a settlement discount of 5%:

  1. You record the details of an invoice for £100. VAT is calculated at £20. You enter the discount percentage and amount which is £5.
  2. You pay the invoice within the specified period, so you owe £114. This is the gross amount (£120) minus the net discount (£5) and the discounted VAT (5% x 20 = £1).
  3. You record the payment and enter the cheque value as £114 and add the discount value as £5. This creates a transaction value of £119.
  4. You allocate the invoice (£120) to the payment (£119). The VAT discount (£1) remains outstanding.
  5. You record a credit note for the VAT amount of £1.
  6. You allocate the credit note to the remaining balance on the invoice.
Transaction Nominal Account Debit Credit
Invoice Creditors Control   120
  Net 100  
  VAT 20  
Payment Discounts Taken   5
  Bank Account   114
  Creditors Control Account 119  
Credit Note Creditors Control Account 1  
  VAT   1

Payment and credit terms

You can record the payment and credit terms that you have agreed with your supplier. You can record the length of time that you can have goods on credit before payment of an invoice is due on the account. If you use a credit bureau or agency to check references before you offer credit, you can also record this on the account.

Recording payment terms

You record the payment terms that you have agreed with your supplier on their account. If you have the same payment terms for the majority of suppliers, you can set this as the default in the Supplier Defaults on the settings. To confirm that you have agreed these terms with your supplier, you can select Terms agreed on the Credit tab.

You enter the number of days credit that each supplier is allowed and when this credit period starts from. You can choose from the following:

Invoices are due the specified number of days after the invoice date.

For example, if the Number of days is set to 15 and you enter an invoice with an invoice date of 03/10, the due date for the invoice will be 18/10.

Invoices are due the specified number of days after the start of the month in which an invoice is dated.

For example. if the Number of days is set to 30 and you enter an invoice with an invoice date of 03/10, the due date for the invoice will be 31/10.

Invoices are due the specified number of days after the end of the month in which the invoice was dated.

For example, if the Number of days is set to 15, and you enter an invoice with an invoice date of 03/10, the due date for the invoice will be 15/11.

Invoices are due on the same day the following month. The Number of days is automatically set to 0.

For example, if you enter an invoice with an invoice date of 03/10, the due date will be 03/11.

Due date calculations are only made for invoice transactions. Credit notes always retain the same due date as the entered transaction date.

To confirm that you have agreed these terms with your supplier, you can select Terms agreed on the Credit tab.

Payment groups

Sage 200 has a process for automatically creating payments for your suppliers. This calculates the total value of invoices due to be paid and then creates a single payment for each supplier. This saves you having to work out how much you owe each supplier.

Payment groups tell Sage 200 how to process these payments for each supplier, such as whether to print a cheque and/or remittance advice, pay via e-banking, or pay via Supplier Payments.

Remittance and cheque

Prints a remittance and cheque.

Remittance only

Prints a remittance only.

Cheque only

Prints a cheque only.

Email Remittance

Emails the remittance.

Epayment

Pays the supplier via e-Banking A service provided by Sage and your bank to allow you to pay suppliers, pay your VAT and automatically reconcile your bank account..

Epayment Remittance

Pays the supplier via e-Banking and prints a remittance.

Epayment Email Remittance

Pays the supplier via e-Banking and emails the remittance.

Supplier Payments

Pays the supplier using a Supplier Payments account.
Supplier Payments and Remittance Pays the supplier using a Supplier Payments account.

Factor Houses

Factor houses are third party companies employed by suppliers to collect payments from their customers.

If any of your suppliers use factor houses to collect payments from you, you can create records for them and link to the appropriate supplier account.

Once you've linked a supplier account to a factor house, any remittances and/or cheques are printed using the factor house details. This is to make sure that these are sent to the correct organisation.

Remittances and cheques are only printed when you use automatically generate payments for your suppliers using Payment Processing.

You create the factor house record on the Factor house screen.

Attachments

Shows files and documents about the supplier. You can store the file with the record, or include links to files that are kept on a local or network drive.

  • If the attachment is a file, a copy of the file is stored with the account/record on the server.

  • If the attachment is a link or a folder, only the location of the file or folder is stored; e.g. it might be a file or folder on your network.

Alerts

You can set up alerts on a supplier account, to show messages whenever you deal with that supplier. For example, if a supplier has specific requirements, you can set up a reminder message that will be displayed whenever you enter an order for that supplier.

When you set up an alert on the supplier account, you can choose to show the alert for particular activities.

You can choose to show alerts when entering purchase orders and returns, and generating purchase orders.

Supplier alerts are displayed for these activities in the Sage 200 desktop. These activities are not yet available in the Web Portal.

Alerts are specific to an individual supplier, and you can have multiple alerts for each supplier.

See Supplier alerts.

Sage is providing this article for organisations to use for general guidance. Sage works hard to ensure the information is correct at the time of publication and strives to keep all supplied information up-to-date and accurate, but makes no representations or warranties of any kind—express or implied—about the ongoing accuracy, reliability, suitability, or completeness of the information provided.

The information contained within this article is not intended to be a substitute for professional advice. Sage assumes no responsibility for any action taken on the basis of the article. Any reliance you place on the information contained within the article is at your own risk. In using the article, you agree that Sage is not liable for any loss or damage whatsoever, including without limitation, any direct, indirect, consequential or incidental loss or damage, arising out of, or in connection with, the use of this information.

See also

Related information

Customer and supplier transaction enquiry (video)

Supplier accounts

Introduction to purchases and suppliers

Applying prices and discounts to orders

Other useful information

Using analysis codes to customise and analyse your business

Set up stage 2: Review and complete setting up Sage 200

Day-to-day credit control activities

Setting your selling prices

Setting your discounts

Supplier alerts