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Suppliers

Shinjinee Sarkar
  • Updated

The Suppliers functionality allows you to set up supplier records and then perform various actions on the records such as account view, removal and merging. This topic provides the procedure to set up supplier records and then perform the various actions. Click the required link below.

Setting up Supplier Record

To set up a supplier record, complete the following steps.

1. Log in to BrightBooks and click the required business.

2. The Customers page appears. On the left panel, click Purchases > Suppliers.

 

Tip

ClosedSkip a few steps to move to the Purchase Invoices page by doing the following.

Move the cursor over the 'Create New' button. From the quick menu, click

 

3. The New Supplier page appears. Enter the following details for the supplier, tab-wise.

FIELD STEP
General Info tab  
GENERAL INFORMATION heading  
SUPPLIER NAME Enter the supplier name. This is the only mandatory input.
SUPPLIER CODE This can be auto-generated or custom-defined. By default, the supplier code is auto-generated. To view the steps to set up or update the supplier coding method, click here.
CONTACT NAME Supplier contact name.
TITLE Supplier title.
FORENAME Supplier forename.
SURNAME Supplier surname.
DISPLAYING NAME AS Now you choose the display name of a contact you create. When you create a contact, you can provide the name, forename and surname and accordingly, BrightBooks offers different display name options for you to choose.
POSITION Supplier contact designation.
CONTACT INFORMATION heading  
STREET Street in the supplier address.
TOWN Town name in the supplier address.
COUNTY County name in the supplier address.
POSTCODE Postcode in the supplier address.
COUNTRY

Select the country in the supplier address.

Note:

  • Northern Ireland is considered an EU member state and all goods purchases will be accounted under VAT Returns, VIES and Intrastat.
  • The United Kingdom is no longer an EU member state and no purchases will be accounted under VAT Returns, VIES and Intrastat.
  • VAT on purchases from non-Ireland, non-EU suppliers can be set as notional VAT and reclaimed.
PHONE Phone number in the supplier address.
MOBILE Mobile number in the supplier address.
EMAIL Email ID.
WEBSITE Supplier website, if any.
ADDITIONAL CONTACT INFORMATION heading  
FAX Fax number in supplier address.
DIRECT LINE Direct line number in supplier address.
SKYPE ID Skype ID, if any.
ADDITIONAL EMAIL Additional email, if any.
Invoice Settings tab  
ACCOUNT INFORMATION heading  
CREDIT TERMS Select the supplier invoice payment timeline. The timeline can be C.O.D. or a custom time you set. To view the steps to set the custom credit terms, click here.
CREDIT LIMIT Select the credit limit.
VAT NO. Enter the supplier VAT number.
RCT Subcontractor Tick, if applicable. Upon ticking, the value in the DEFAULT VAT CODE field is automatically set to RCT 0.00% (RCT VAT CODE) and the VAT percentage in the supplier invoices is set to RCT 0.0.
DEFAULT INFORMATION heading  
SEND STATEMENTS Depending on your input, you can send the supplier account statement to the supplier email ID. You have three choices: Always, Not Now and Never. When you choose an option and generate the Supplier Statements report later, you can email the statement to the supplier. You can update your choice later when you generate the Supplier Statements report.
DEFAULT NOMINAL CODE The nominal code will be selected by default when you set up any transaction with this supplier. You can update it.
DEFAULT VAT CODE The VAT code will be applicable by default when you set up any transaction with this supplier. You can update it.
BIC Supplier bank BIC code.
IBAN Supplier bank IBAN code.
INTRASTAT heading  
DEFAULT ARRIVAL TERMS OF DELIVERY Select the default arrival terms of delivery from the drop-down.

The drop-down is available only for Suppliers.

1. If 'Not Required' is selected in settings then this tab becomes disabled. The outcome of it is, that when the report is exported or imported in CSV, the column does not show.

2. If another option from the drop-down is selected then that is saved as selected by the user. The options available to the user are Cost and Freight, Cost, Insurance and Freight, Carriage and Insurance Paid, Carriage Paid to, Delivered at Place, Deliver at Terminal, Delivery Duty paid, Ex-works, Free alongside ship, Free Carrier, Free on Board.
DEFAULT ARRIVAL MODE OF DELIVERY

Select the default arrival mode of transport from the drop-down. The drop-down is available only for Suppliers.

1. If an option is selected from the drop down then that is saved as selected by the user. The options available are Transport by Sea, Rail, Road, Air, Consignments by Post, Fixed Transport Installations, Transport by Inland Waterways or Own Propulsion.
DEFAULT NATURE OF TRANSACTION

Select the default dispatch nature of the transaction from the drop down.

1. This option is available for both Customers and Suppliers.

2. If an option is selected from the drop-down then that is saved as selected by the user The options available are Transactions involving sales/purchases, Returned or replacement goods, Change of ownership without compensation, Goods for processing, Goods after processing, goods for/after repair, Operations under joint defence projects, Building materials for construction contacts etc, Other transactions not included above.
Company Info tab  
COMPANY INFORMATION heading  
INDUSTRY Enter the supplier industry.
TURNOVER Enter the supplier turnover.
EMPLOYEES Enter the number of employees employed by the supplier.
DESCRIPTION Enter a description of the supplier.
CATEGORIES Select the option that describes the supplier.
Sub-Contacts tab: This tab is available after you have set up the supplier record. This allows you to set up a secondary contact. To add, click Add New.  

 4. To save the supplier record, click [Save].

 

Viewing Supplier Details

To view specific supplier details, on the Suppliers page, click anywhere on the row.

Deleting Records in Batch

You can remove multiple Supplier records in one or more batches.

1. On the Suppliers page, tick the box under the Delete button.

2. All records are selected. You may also customise your batch by manually selecting the required records.

3. Click Delete. The records are removed.

4. In case one or more records cannot be removed, a message appears. You can deselect such records and remove the rest.

Viewing Supplier Account

When you set up a supplier record, a supplier account is created. The account provides a summary of transactions on the supplier account such as invoices, credit notes, payment status and total balance. To view the customer account summary, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Suppliers.

3. The Suppliers page appears. Click the 'drop-down' icon for the required customer record and in the inline menu, click Account.

4. The Supplier Account page shows all outstanding invoices' summary. To view all transaction summaries, tick Show all Transactions.

 

Additional Actions:

1. To view invoice details, click on the invoice link under the Description column.

2. To print or email the account summary, on the top of the page, click [Statement].

3. The Purchase Statement Print page appears. Complete the following steps.

      • To print the account summary, click [Print].
      • To save a copy of the summary, click [Save].
      • To email the summary, click [Email].

Allocating Receipts to Invoices

To allocate, complete the steps given below.

Note: At least one unallocated invoice and payment are available.

 

1. Log in and from the Business page, click the required business.

2. The Customers page appears. On the left panel, click Purchases > Suppliers.

3. The Suppliers page appears. Click the 'drop-down' icon for the corresponding supplier record and from the inline menu, click Allocation.

3. The Invoice Allocation page appears. It shows the payments and invoices. See below.

You can do the following actions on this page:

 

Allocate Payments to Invoices

1. The Invoice Allocation page displays all payments and invoices. Note that for successful allocation, the figure in the Left to Allocate field must be zero, post-allocation.

2. To have BrightBooks allocate the payments, click Auto Allocate.

3. Auto-allocation gives you no control over the allocation. See below the way the payments are allocated. Note the Left to Allocate field displays zero.

OR

  1. To manually allocate, under the Invoices heading, enter the payment amount, as appropriate, under the Paid heading.
  2. To save the allocation, click Save.

Tick the box beside the Date heading

This is another way to allocate payments to invoices.

1. When you tick the tick box beside the Date heading for both payments and invoices, the total payment’ and invoice amounts are moved under the Paid heading. However,

 
To successfully allocate by this method, the payments’ and the invoices’ amounts must be equal.

Changing Supplier Records

    1. The Invoice Allocation page shows the selected supplier transactions, by default. However, you can change the supplier from the SUPPLIER list. Note that if you are in the middle of an allocation already, the ongoing allocation can be cancelled immediately if you proceed. Review the warning message carefully and click Yes or No, whichever is appropriate.

Merging Supplier Records

You can merge two supplier records. Upon merging, a single record is set up which comprises the records of both suppliers. All subsequent transactions are recorded in the account of the merged record. To merge, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Suppliers.

3. The Suppliers page appears. Click the 'drop-down' icon for the required supplier record and in the inline menu, click Merge. For example, we are merging the supplier Aviva Ireland with another supplier record.

4. The Suppliers window appears. Click the supplier record you want to merge with the one you selected earlier. For example, we selected the Belfast Rams.

 
You are not allowed to merge suppliers from two different countries.

The Information Message window appears. Read the message carefully and click OK.

5. The Information Message window shows confirmation of a successful merge.

6. Note on the Suppliers page, that the record Belfast Rams has been merged with Aviva Ireland.

Removing a Supplier Record

To remove a supplier record, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Suppliers.

3. The Suppliers page appears. Click the 'drop-down' icon for the required supplier record and in the inline menu, click Remove.

4. The Confirmation Message window appears. Click Delete.

 
You are not allowed to remove a supplier with transactions recorded on its account.