Main Tab

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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, up to 12 alphanumeric characters to represent the supplier. If the Accounts Payable Module Control option to automatically generate codes is selected for suppliers, you can leave this field empty when you are creating a new supplier.

Greentree allocates a supplier code using the parameters defined on the Accounts Payable Module Control form.

Alpha

Enter or select a code, 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, 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 on the Country Maintenance form. You can enter a 50 character alphanumeric suburb, or select one from a dropdown list. The available suburbs depend on the selected country. Greentree Desktop 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 update to their related fields. You can edit or select a suburb code .

Post code

The label for this field is the Postal code defined on the Country Maintenance form. 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) update to their related fields. You can edit or select a post code.

State

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

The label for the field is the State on the Country Maintenance form. You can enter a 20 character alphanumeric state, or select one from a list. The states that you can select depend on the country that is selected. You can change the state.

Note: A state for a post code or suburb always overwrites an existing value in this field.

Country

Select the country code of the supplier.

T/Zone

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

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

Note: 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 on the Country Maintenance form. You can also enter 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 on the Country Maintenance form. You can also enter 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 on the Country Maintenance form. You can also enter 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.

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 displays, plus current period transactions. When you view transactions for a supplier with an open item type, all transactions with no opening balances displays.

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 Desktop to determine if warning messages should be returned when you enter a transaction. You can select a supplier with a status of Active when entering transactions.

If a supplier has a status of Inactive or Ready for deletion, a warning message displays 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 also displays when you select an inactive or ready for deletion supplier in the AP Credit Note, Journal, and Payment Entry modules. You can enter the transaction — the warning enables supplier balances to be cleared.

Note: The Temporary status is for reference only and does not 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.

Note: You can drill down on each of the balances displayed to view transaction detail for each value.

• Masterfile Address/Contact Features
• Country Maintenance
• AP Module Control

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