Main

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This tab contains supplier code and contact information. It also displays current supplier balances and purchase history.

Code

Enter or select a unique code of up to 12 alphanumeric characters to represent the supplier. If the AP Module Control option to automatically generate codes is selected for suppliers, you can leave this field empty when you are creating a new supplier, and Greentree allocates a supplier code using the parameters defined in Accounts Payable Module Control.

Alpha

Enter or select a code of up to 20 alphanumeric characters that can be used when searching for a supplier. This code does not have to be unique.

Name

Enter or select a supplier name of up to 50 alphanumeric characters that can be used when searching for a supplier. This name does not have to be unique.

Displayed currency - Foreign/Local

Select the Foreign option to display the supplier's balances in a foreign currency assigned to the supplier. Select Local to display balances in the local (company) currency.

Address Lines

Enter up to 50 alphanumeric characters per line to represent the address for the supplier. You must enter a description into the first line.

Suburb

The label for this field is the Suburb defined in Country Maintenance. You can enter a 50 character alphanumeric suburb, or select one from a dropdown list. The available suburbs available depend on the selected country. Greentree is pre-populated with suburb codes for New Zealand and Australia.

When you select a suburb from the list, the postal code, state and time zone updates to relevant fields. You can edit or select a suburb code .

Post code

The label for this field is the Postal code defined in Country Maintenance. You can enter a 10 character alphanumeric post code, or select one from the dropdown list. The available codes depend on the selected country.

When you select a code from the list, the suburb, state and time zone (if required) updates to relevant fields. You can edit or select a post code.

State

This field is enabled if the Country Maintenance option Use state in address details is selected.

The label for the field is the State in Country Maintenance. You can enter a 20 character alphanumeric state, or select one from a You can't (states available to select depend on the country that is selected, indicating which state codes are pre-populated and available to select). You can change the state.

A state for a (subsequently selected) post code or suburb always overwrite any existing value in this field.

Country

Select the country code of the supplier.

T/Zone

This field is enabled if the Country Maintenance option Use time zone in address details is selected.

You can enter a six alphanumeric character timezone (in a format such as +12:00). If you selected a suburb or postal code from a list, the timezone associated with that selection defaults into this field.

A time zone for a post code or suburb always overwrites an existing value in this field.

Phone

Enter up to 50 alphanumeric characters for the supplier's phone number. If phone masking is in use, this field is formatted with the phone or fax mask defined in Country Maintenance. You can also enter free-form text following a masked format if required, for example, for an extension number.

Mobile

Enter up to 50 alphanumeric characters for the supplier's mobile number. If phone masking is in use, this field is formatted with the phone or fax mask defined in Country Maintenance. You can also enter free-form text following a masked format if required, for example, for an extension number.

Fax

Enter up to 50 alphanumeric characters for the supplier's fax number. If phone masking is in use, this field is formatted with the phone or fax mask defined in Country Maintenance. You can also enter free-form text following a masked format if required, for example, for an extension number.

Contact

Enter the main contact person for the supplier, up to 30 characters long.

Email address

Enter up to 256 alphanumeric characters for the supplier's email address.

Web address

Enter up to 256 alphanumeric characters for the supplier's website address.

Balance type

Select Balance Forward or Open Item as the supplier's balance type. When you view transactions for a supplier with a balance forward type, an opening balance will display, plus current period transactions. When you view transactions for a supplier with an open item type, all transactions with no opening balances will display.

Status

Select one of four pre-defined status codes for the supplier: Active, Inactive, Ready for deletion or Temporary. The status is used within Greentree to determine if warning messages should be returned during transaction entry. You can select a supplier with a status of Active during transaction entry.

If a supplier has a status of Inactive or Ready for deletion, a warning message will appear to prevent the entry of transactions for that supplier in these forms:

• AP Invoice Entry
• AP Standing Invoice Maintenance
• PO Purchase Order Entry
• PO Standing Order Entry

A warning message will also appear when you select an inactive or ready for deletion supplier in the AP Credit Note, Journal & Payment Entry functions, though you will not be prevented from entering the transaction - this is to enable supplier balances to be cleared.

The Temporary status is for reference only and does not currently interface with messaging or function.

Assigned Team

Select the supplier's assigned team, which determines security privileges if the Advanced Security Module is in use.

Include child balances

Select this option to include child account balances in the parent account balances that display on the form.

Balances

The supplier's current balance displays, including a breakdown of how the balance is constructed.

• Masterfile Address/Contact Features
• Country Maintenance

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