Supplier Details Maintenance

Use this form to set up supplier details for an item, which can be used as defaults when entering purchase order lines or other AP transactions. You don't need to assign supplier details, but it is useful if you have specific information about the supplier and want to record the details so they can be applied to related processes.

You can also use this form to limit the items a particular supplier can purchase. If the Limit inventory on supplier selection option on the Accounts Payable Module Control form is selected, the inventory items that you can select for a supplier (when you enter a transaction) are limited to items with the supplier assigned in this form.

Greentree generates supplier details and displays them in this function when a purchase order is received or an AP invoice is processed. If you want supplier details that Greentree Desktop generates to become active, select the Generated supplier details are active option on the Defaults tab on the Inventory Module Control form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Code

This is the inventory item code against which you are entering supplier details. It defaults in read-only format if the Supplier Details Maintenance form is accessed from the Inventory Item Maintenance form, if an item was selected. Otherwise, enter or select the item to view or edit supplier details.

Description

This is the inventory item description.

Location

If you are using multiple locations, you can select a location if the supplier details are specific to a location. During transaction entry, Greentree Desktop defaults supplier details using the location that is entered into the transaction.

If the reorder process runs by location, only the details specific to that location apply if they have been set up here.

Code

Select the supplier code for the supplier you are setting up or editing details for. You can also select the supplier by searching on the Alpha or Name fields.

Note: You can drill down on this column within a row to open the AP Supplier Maintenance form for the supplier.

Alpha

The default value is the supplier alpha associated with the selected code. You can also select the supplier by the alpha.

Name

The default value is the supplier name associated with the selected code. You can also select the supplier by the name.

Currency

The default value is the supplier's currency code when the supplier is selected.

This field is read only.

Unit of measure

Select the unit of measure that applies to the supplier details you are entering. For example, you can enter details using the inventory purchasing unit (if volume or unit conversions are in use), and separate details using the inventory stocking unit.

Supplier's part

Enter up to 20 alphanumeric characters for the supplier's part number for this inventory item.

Quoted cost

Enter the supplier's quoted cost for one unit of this inventory item. This is the unit cost that defaults to the next purchase transaction line for this supplier, location, and unit combination (if applicable).

Last cost

Greentree updates this field using the last cost for a purchase order receipt or AP invoice transaction for this supplier, location, and unit combination. You can change the last cost value if you want to.

Review date

Enter a date to review the supplier details for this item. This is for information only, but you can include it in a customised report.

Shipping method

Select the shipping method for the supplier (from one of four system pre-defined methods). If the inventory reorder process runs by supplier, it overrides the one selected on the Reorder Details Maintenance form for the item.

Lead time

Enter the lead term using the shipping method selected. If the inventory reorder process runs by supplier, this is the lead time that overrides the lead time specified in Reorder Details Maintenance for the item.

Preferred supplier

If you set up multiple supplier details for the item, you may indicate that one is the preferred supplier by selecting this option. Only one supplier can be the preferred supplier. The preferred supplier details defaults to purchase transaction lines for the item.

When the reorder process runs to include all suppliers, Greentree Desktop uses the preferred supplier's details in the reorder calculation if a shipping method and lead time have been specified for the supplier, separate to what is specified at an item level on the Reorder Details Maintenance form.

Active

Select this option to indicate that the supplier details are active. This only integrates with the inventory reorder processes (basic and advanced), in that if the details are not active, you can't select the supplier & location combination when the reorder process runs.

Display active details only

If you select this option, only active supplier details displays in the table.

Date ranges

To set up supplier quoted costs for specific date ranges, click this button to access the Add/Edit Date Range form.

Quantity breaks

To set up supplier quoted costs for specific quantity breaks, click this button to access the Add/Edit Quantity Breaks form.

Add new supplier

Use this to save the current supplier details line, and proceed to enter a new line.

Table

All supplier detail lines of the item displays in this table. You can enter or edit information in to this table. Press Shift-F2 while on a line to delete it.

Note: To include in the reorder process (basic or advanced) with an inventory item, you must have at least one line of supplier details set up, and active. This can be for a empty location, even if locations are in use, which will indicate that the reorder parameters are system-wide and are not specific to location.