Supplier Settings and Defaults (Configuration Assistant)

Find this screen

Open: Configuration Assistant > Supplier Settings and Defaults.

How to

Set default settlement discounts

If your suppliers offer you similar settlement discounts, entering the details here can save you time when creating new supplier accounts. Discount details entered here are added to new supplier accounts by default and then on transactions. You can change these on your supplier accounts as you set them up.

Early settlement days - the default number of days to qualify for the discount.

Discount percentage - the default settlement discount percentage.

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

Set a default VAT rate

Sets the default VAT rate for supplier accounts and transactions. If most suppliers will use the standard VAT rate you won't need to change it.

If most of your suppliers use a different VAT rate, choose your default VAT rate from the drop-down list.

Set whether terms are set to agreed

Select this if you want to agree terms on most of your new accounts. You can still change this on individual accounts if you need to.

Don't select this if you want to individually choose whether your supplier accounts have agreed terms.

If the Terms Agreed box isn't selected on a supplier account, you'll see a Terms have not been agreed prompt when entering transactions.

Set default payment terms

You can set default payment terms on the Ageing tab. These are passed on to your supplier accounts.

The payment terms set on an account are used to calculate the Due date of an invoice.

If you try to agree the same payment terms with most of your suppliers, entering a default here can save you time when creating accounts.

If you need to, you can change the payment terms on individual supplier accounts and the Due date on individual invoices.

To set your default payment terms:

  1. Choose the Basis of terms. This is when the credit period starts from.

    1. Document date - the number of days after the transaction date.
    2. Start of month - the number of days after the first day of the month that the transaction is dated in.
    3. End of month - the number of days after the last day of the month that the transaction is dated in.
    4. Calendar monthly - the invoice is due on the same day in the following month.
  2. Enter the default Number of days. This is the number of days credit that you are allowed before payment of your invoice is due.

Set your ageing periods

Ageing periods are used to show how old your outstanding transactions are.

On the Ageing tab, you choose the number of ageing periods you want to use and the number of days in each period. Generally, debts are aged over 3 periods, which are typically 30, 60 and 90 days, so this is already set up for you.

You can have from 3 to 8 periods of any length (in days). The last period shows any debts for that period or older.

  1. Enter the Number of periods your want to use.
  2. In the Creditors periods start after grid, enter the length (in days) of each ageing period.

Transactions are aged from their transaction date and not their due date.

These ageing periods are used on Aged Credit reports.

Set your due date periods

Due date periods are used on the Due Date report .

The Due Date report shows the total amount owed to a supplier, based on the number of days the transactions are past their due date The date by which an invoice should be paid. This is calculated from the Payment Terms set on the customer or supplier account..

Your due date periods are automatically set to be the same as your ageing periods but you can change them if you want to.

To change the due date periods:

  • In the Due date periods start after grid, enter the length of each due date period (in days).

Use authorisation for invoices and credit notes

If you require purchase invoices or credit notes above a certain value to be authorised before they can be processed, you can set up purchase invoice authorisation.

  1. Select Use Authorisation to enable purchase invoice authorisation.

  2. Enter the authorisation amount in the Require authorisation for amounts exceeding box.

    • All invoices or credit notes with a value greater than this amount must be authorised.

      When you create an invoice or credit note, the Requires authorisation option will be selected and cannot be changed.

      Tip: To authorise an invoice, open Suppliers > Enter transactions > Authorisation.

    • All invoices or credit notes below this amount are set to require authorisation by default, but you can change this if they don't require authorisation.

      When you create an invoice or credit note, the Requires authorisation option will be selected, but you can deselect it if required.

    • To require all your invoices to be authorised, do not specify an amount here and leave it as zero.

Note: This applies to purchase invoices and credit notes that you enter as a single item or as part of a batch.

Note: In addition to authorising purchase invoices, you can also set up authorisation for purchase orders. If you want to authorisation for purchase orders too, see Purchase order authorisation.

  • You can't allocate a payment to the invoice until it's authorised.

  • You can't allocate an unauthorised credit note to an invoice.
  • You can't reverse an unauthorised invoice or credit note.
  • Transactions that have not been authorised are assigned an unauthorised query flag (U). You can see this flag on the Supplier Transaction Enquiry.
  • Invoices or credit notes that require authorisation are posted to the default nominal account for Unauthorised Purchases. Make sure that you select a default nominal account for Unauthorised Purchases, otherwise postings will be made to the Suspense Account.
  • When you authorise the transactions, the original postings (to Unauthorised Purchases) are automatically reversed. You can then apply your usual nominal analysis.

Set up payment groups

A payment group for each payment method is set up for you up by default.

You can change the description to make the payment group more relevant to your business.

Useful info

Setting supplier defaults

Set up defaults for your supplier accounts and transactions.

These defaults are applied to new accounts as they are created. Defaults set on an account are passed on to your transactions.

When you need to, you can change the values on both individual supplier accounts and on individual transactions.

The defaults you can set here are:

  • The early Settlement discount days and discount percentage.
  • The VAT rate that is applied to new records.
  • Whether the Terms Agreed indicator is set to 'yes' on new records.

The default supplier settings we configured for you

We have performed some initial configuration of your default supplier settings for you.

If you accept our configuration, your new supplier accounts will:

  • Not have settlement discount details.
  • Use the standard VAT rate.
  • Have the terms agreed indicator set to 'yes'.
  • Have payment terms set to 30 days from the document date.
  • Have ageing periods of 30, 60 and 90 days.
  • Use the single payment group Remittance and Cheque.

If this configuration fits your needs, you can save them and move onto the next panel. If not, adjust the configuration to best suit your needs.

What happens when

What happens when I save and mark this panel as complete?

  • When you finish adding information and click Save and Mark as Complete, the panel is marked with a tick to indicate that you have completed this step.
  • While you remain on the Configuration Assistant, you can return to this panel to add or amend any of the details you have entered.

You can also change any of the settings in Sage 200 when you have completed your initial configuration and closed the Configuration Assistant.

See also

Related information

Set up a Sage 200 company for the first time

Set up stage 1: The Configuration Assistant

Complete the Configuration Assistant

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