Create, amend, and view supplier accounts

Find this screen

Open: Purchase Ledger > Purchase Accounts > New Supplier

Open: Purchase Ledger > Purchase Accounts > Amend Supplier

Open: Purchase Ledger > Purchase Enquiries > View Supplier

How to

Create a new supplier account

Some of your supplier details are inherited from your defaults in Supplier Defaults and Settings. Any supplier defaults that were defined in the settings are applied automatically to each account. You can keep or change them as you create each account.

Some of these defaults also carry through to individual transactions. Again, you can amend them as you enter the details of a transaction.

You must enter a code and name before you can save a new account.

1. Enter the supplier's account Code.

   • This can be up to eight characters and consist of letters, numbers or both.
   • The code is not case sensitive for upper and lower case letters, so an account reference of "abc" is the same as "ABC".
   • You can't enter a code if you have selected Automatically generate supplier numbers in the Supplier Defaults and Settings. The code is generated when you save the account.

2. Enter a Name and Short name.

   Note: You must enter a code and name before you can save a new account.

3. The Currency defaults to your company base currency. The base currency is set in Currencies and Exchange Rates in the Sage 200 desktop.

   • If the supplier account is in a different currency, choose whether the supplier will use the Single or Period exchange rate. This only applies to currencies set up to use both single and period exchange rates.
   • If you are amending supplier details, you cannot change the currency.

4. You can set a Credit limit on a supplier's account to help you control the supplier's debt.

   • Once the supplier's account balance is more than their credit limit, any invoices and orders that are entered for the supplier are automatically put on hold. You can take them off hold as required, even if the supplier's account is still over the credit limit.
   • You can allow certain users to override the credit limit. This is set in the invoice and order User Permissions in the Sage 200 desktop. Once set, the user will see a warning when entering the order or invoice, and they can choose to continue to save it without it being put on hold.

5. Enter your supplier's information on the following tabs:

   • Company: The supplier's name and address details. The code, name and address are used for printing details on reports, and remittances.

     See Company details (supplier account).

   • Contacts: Add contact details for different people for this supplier; such as telephone number, mobile, fax, email address, website address.

     See Contacts (supplier account).

   • Bank: Enter details of your supplier's bank account.

     This is optional unless you're using the Sage e-Banking service to pay this supplier.

     Note: The Bank tab will only be available if your user account has access to this feature.

     See Bank details (supplier account).

   • Trading: Your supplier's VAT details, the default nominal account and the analysis code values.

     See Trading details (supplier account).

   • Payment: The settlement discount details, payment terms, payment group and factor house. These are taken from the supplier default settings. The payment group is used to determine how this supplier is paid when using automatic payment processing.

     See Payment details (supplier account).

   • Credit: The credit reference information about the supplier. If you use a credit control agency, set the agency's reference here.

     See Credit terms (supplier account).

   • Memo: Comments about the supplier's account, such as reminders about issues that should be taken into consideration when contacting the supplier.

     See Memos (supplier account).

   • Alerts: Alert messages for this supplier.

     Alerts are messages that are displayed when you select a supplier account, so you can set up reminders for a particular supplier.

     You can show alerts when entering purchase orders and returns, entering and authorising purchase requisitions, and generating purchase orders.

     See Supplier alerts.

Amend a supplier account

Open: Purchase Ledger > Purchase Accounts > Amend Supplier

Any changes you make to an account will only affect transactions that you enter after you've made the changes. For example, if you change the settlement discount details, this doesn't affect the discount details already entered on transactions.

• You can't change the account Code once the account has been saved. If you've entered a code incorrectly and haven't entered any transactions for it, delete the account and recreate it.
• You cannot amend an account that is on hold.

Once transactions have been entered for an account:

• You can't change the currency.
• You can't delete the account.

View a supplier account

Open: Purchase Ledger > Purchase Enquiries > View Supplier

You can see additional details about a supplier when you view their account.

• Aged balances

  Use Aged Balances to view the age of your supplier's debt.

  You can view the outstanding balance by transaction date, by due date and by calendar month.

• Turnover

  • Turnover

    This shows the purchase transactions for this supplier by period.

    • The amounts are the total value of invoices, credit notes, and receipts / payments.
    • The amounts are net values and do not include VAT.
    • Transactions are always included in the turnover figures in the period that the transaction is dated.
    • The receipts and payments amount does not include any settlement discounts due.

  • Turnover by year

    This shows the purchase transactions for this supplier by year.

    • The amounts are the total value of invoices, credit notes, and receipts / payments.
    • The amounts are net values and do not include VAT.
    • Transactions are always included in the turnover figures in the year that the transaction is dated.
    • The receipts and payments amount does not include any settlement discounts due.

• Alerts

  If a supplier account has an active alert, Active is displayed next to the Alerts tab.

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Useful info

What if I create an account in error?

As long as no transactions have been posted to the account, you can just delete it. Just Amend the Account and select Delete.

Once transactions have been entered for an account, it can't be deleted.

If you can't delete the account and want to stop it being used when entering transactions, you can set its status to Hidden.

See Delete a supplier account.

See Change supplier status (hide or put on hold).