Supplier file
General Information
The supplier file is quite similar to the Customers file except that you will find details in a tab related to suppliers.
Before creating a quotation request or placing a purchase order, you must have Partner (third party) of the Supplier type.
Access: Purchases → Suppliers → open or create a supplier file.
Some information from the file will be automatically retrieved for the purchase order: payment terms, currency, language, payment method, fiscal position, etc. This information can still be modified in the quotation.
Sequence T0001: you will see a number, for example T0001 which corresponds to the sequence of a Partner in the application. These sequences are configurable in the menu Application Config → General Data → Sequences.
Balance: next to the sequence, you will also find the Partner's balance detail (debit or credit). This information is displayed as soon as the Accounting app is installed. By clicking on the balance, a list view is displayed in a new tab, containing the detail of the accounting entries.
Properties: here, define properties for a certain partners (i.e, his types) by ticking a corresponding box. For example, the Partner Apollo is a customer and supplier. A third party can belong to multiple categories. On a supplier file, you will find that the Supplier box is checked.
Partner Details: here, you will find all information about the supplier's company.
Contacts: find here the contacts linked to the company.
Additionally, on the supplier file, you will find tabs that correspond to the business apps of the application (Billing / Payment, Accounting Information, Marketing Campaigns, etc.).
Supplier Tab
In the Supplier tab of the file, view the supplier's catalog. Enter the products of a catalog from this file or from the Purchases/Costs tab of a product file. You can also resort to mass import data.
Purchase order Information: in this text field, enter information that will be automatically retrieved when creating a quotation.
Supplier Catalog
You will find a supplier catalog in the Supplier tab.
The supplier catalog is composed of products; the same product can be referenced by multiple suppliers.
From the product file, you can enter the associated supplier.
You can fill in the following information:
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Selected product from the product repository.
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The currency and modification date.
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The name and code of the product in the supplier catalog.
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The minimum and maximum purchase quantity.
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The unit price of the product in the supplier catalog.
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You also have the option not to consider the supplier's purchase price, but the one configured on the product file. To do this, check the box Take product purchase price.
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You can require the user to enter specific quantities by filling in the multiple quantities in the multiple quantities list. You can also use the multiple quantities configured in the product file. To do this, check the box Take the product's multiple quantities.
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You will find a descriptive field for the product.
Comment to display on purchase order: the comments in this field will be retrieved on the purchase order and the associated prints (these comments can be modified on the order).
Since version 8.0, it became possible to define a maximum quantity in supplier catalogs. The operation is the same as for minimum quantities.
Product Quality
Partner product quality rating: in the Supplier tab of the Partner, you can also view the supplier's quality level. These quality indicators are retrieved from the delivery notes in the "Conformity" field.
The quality indicators are automatically retrieved, following the generation of a delivery note (in the "Conformity" field).
A non-conformity gives a score of 0, and a conformity gives a score of 5. Product quality can be manually adjusted from this tab.
You can manage product quality manually at the supplier file level with the ability to select different values.
Purchase Price List
Reminder: just like in the Sales app, price lists allow the Purchases module to manage specific rates for certain suppliers.
A list can be common to several suppliers or exclusive to one supplier.
They are created from the Purchases app configurations (access: Purchases → Configuration → Supplier Partner Price Lists / Price List).
You can select a price list and then link this price list to a supplier which will be automatically filled in the "Partner" table from the supplier tab of a supplier file.
To be selectable on a quotation or supplier file, a price list must be associated with a price list for Partners.
The price list for Supplier is configurable from Purchases → Configuration → Supplier Partner Price Lists.
First create a price list, then create a (Supplier) Partner price list.
Purchase Orders
Here, you will find a panel that allows you to consult the entire history of quotations/purchase orders related to this supplier.
Create supplier quotation: with this button, you have a possibility to generate a pre-filled quotation.