Creating a supplier record

Owned by Ruth Mills
Last updated: Nov 23, 2018
version 22062016

 

Supplier records are essential for any group supplier uploading a catalogue as well as any group supplier whose invoices are to be adding in the finance module, either manually or via e-procurement.

Supplier records are added and amended in Head Office - Purchasing - Suppliers

A supplier record is required for each catalogue. If you have 2 different catalogues from the same supplier, you will require for 2 different supplier records

 

Supplier record

Within each supplier record you will need to complete the following:

 

Company Name – the supplier name. If you have multiple supplier records for the same supplier the Company Name should identify the catalogue it relates to, eg Zenith Gross

Supplier Code – this is any code assigned to the supplier in your accounting application. This can be the same across multiple supplier records

Account Number – this is your account number

Product/Service – this can be used to add a description of the products supplied, eg Food

Catalogue Reference - this field is only visible once the record has been created, saved and re-opened. This field is to enable us to map the supplier record to the supplier record in the supplier portal. This reference can be the Supplier code or supplier name

Outlet Brand – this should be completed if you want to restrict the supplier to a specific outlet brand

 

Name – this should be your account manager

Email address – this is the email address that supplier orders should be sent to. Multiple email addresses can be added and they will all receive a copy of the orders placed. If we have order integration set up with the supplier, eg Bidfood or Brakes, this email address is still required as will be used for credit note requests. If your supplier delivers from multiple depots, the orders and credit note requests will go to the email address set up for the depot. See Additional Addresses section below.

Contact details – to be completed as required however having a phone number enables IndiCater to contact the supplier if we have queries so please include this as a minimum

 

EDI supplier – to be ticked for EDI suppliers only

EDI Activation – the date the EDI is to be active from

Account Number Matching – not required

Export Exclusion – not required

Bank Holiday Delivery – this should be ticked if the supplier will deliver on bank holidays

Minimum Order Value – this determines the minimum order value required before an order can be placed with the supplier. This will apply to all outlets

Auto Adjustment Book Off –this enables the user to adjust the total value of an order at book off instead of line by line. Only recommended for suppliers who supplier product by weight

Archive – this archives the supplier records

 

Additional Management Info – this is for your information only and is to be entered as required

 

Complaints – outlets have the ability to raise supplier complaints in the Suppliers sections in outlet mode. This sends the complaint to a tagged person in IndiCater and not directly to the supplier. This sections shows the recent complaints

 

Document Library and Update Document – a tool for use as required

 

Contact Record – a tool for use as required

 

Additional Contacts – this should be used if the supplier sends electronic invoices into IndiCater. A contact with the role EDI Disputes should be created here and the Primary contact box ticked. If EDI Roles does not appear as an option, please contact IndiCater support.

 

Additional Addresses – this should be completed for depots used by the supplier. As a minimum the depot name is to be added and Add Address clicked. The depot will then be available for you to click on. Once clicked on, you will need to add the order email addresses that the orders/credit note requests are to be sent to.

 

Once the supplier record has been updated and saved, click on Delivery Setup in the top right hand corner.


Delivery Setup

 

  • Select the correct order cut off time
  • Tick Use Depots if the supplier will be using different depots to delivery to the outlets. Ensure the depots have been set up in Additional Addresses (see above)

 

  • Tick Yes as a Favourite if the outlet is to have access to the supplier catalogue
  • Enter the outlet’s account number
  • Tick the days of the week that the supplier/depot will delivery to the outlet
  • The ADV field determines how many days in advance the order must be placed for delivery. Enter 0 for same day delivery, 1 for a day in advance etc
  • If the Use Depots box has been ticked, select the correct depot
  • Click Update Supplier at the bottom of the page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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