Suppliers

This is the category associated with the supplier.
A supplier category makes it possible to:

• have an additional supplier classification,
• have default values upon creation,
• assign an automatic numbering to the suppliers according to a counter associated with the supplier category.
  

  
  

This field is used to activate or deactivate a transaction.
This is notably used to create a supplier in several stages and to activate it once the information is valid.
 It is impossible to create a document for an inactive supplier.

Enter the supplier at the origin of the receipt. The selection lists specific to the intersite and intercompany orders and deliveries available for receipt are filered to those related to the entered supplier.

From the Selection icon, you can:

• select a supplier from the list of active suppliers.
• access, based on your authorizations, the supplier record, and create a new supplier if necessary.

This field indicates the trade name of the supplier, it cannot be reached at that level.

This field specifies the customer's company name.

BP's acronym.

Business Partner company name.

When it is activated, this indicator makes it possible to specify that the BP is a physical person. When it is not activated, it is a corporate body.
If the BP is a corporate body, it is mandatory to enter the "VAT identification number" and the "Site tax ID number" if their entry has been set up at country level as mandatory.

This code is used to identify amongst other things, the Country of a BP.
This is important information, associated with a number of characteristics useful for performing controls on other linked information, in particular:

• the telephone number format,
• the format of the number that identifies a company or an activity (site tax ID number, NAF in France), and whether its entry is mandatory or not,
• the postal code format of the town and also the code of the geographic subdivision, and whether their entry is mandatory,
• whether the VAT number of this community is mandatory,
• the Bank ID code format.

Code controlled in the language table making it possible to define the language of a business partner.

This code is used to identify the currency of a site, a BP, etc. It is controlled in the currency table.
The currency suggested by default is the budget one.

Single identification number for the company.
It is mandatory to enter this number if both the following conditions are satisfied:

• its entry is set to mandatory by setup of the country record,
• the BP is a corporate body.

Its entry format depends on the setup carried out at the level of the Country record.

In France, this number, assigned by the INSEE on registering a company with the national registrar of companies, contains 9 numbers, is unique and cannot be changed. This is used by all public bodies and the administrations in contact with businesses.

This fields displays the SIC code (subject to activity code KFA), according to the French company's activity codification.

This is the VAT identification number of the BP or the GB VAT number.

This European VAT number must be entered on all the invoices destined to or coming from the European Union. This number starts with two letters identifying the business partner country followed by a number depending on the country.

In France the number is comprised of FR, then 2 numbers identifying the tax office of the place where the company conducts its activities, followed by the Company tax ID no.(SIREN) of the company.

This information must necessarily be entered if the Company Registration number is set up as being mandatory for the country of the company.

Note: This field is only available if a web service is identified in the EVCSERVICE – Webservice for EU VAT ID parameter (CPT chapter, VAT group) and the sender's EU VAT ID is set in the EVCCOMPANY—EU VAT ID source company parameter (CPT chapter, VAT group)

Select the Validation action to interactively validate your EU VAT ID or GB VAT number.

A message box displays with the validation results. The exact content varies by check result and web service used.

• If the validation was successful, you receive a confirmation message and the Validation check box is selected.
• For an unsuccessful validation, you receive a message that displays the reason for the failed validation.
• If no full validation could be performed (for example, if only the VAT ID was validated and not the address), you have the option to accept the results as valid or not. If you select Yes, the Validation check box is selected.

Note: Successful validation results are stored in a table.

If a previously-validated VAT ID is modified, the Validation check box is cleared.

Validation levels:

A Qualified validation verifies the EU VAT ID and company name and address. All data must be valid.

An Unqualified or simple validation only verifies the EU VAT ID. Note that the EU validation web service performs only unqualified validations.

Address management:

Results are recorded with the original address code.

For the main EU VAT ID, the standard company address is used.

You can manually revalidate IDs using the EU VAT ID revalidation function (EVCBAT).

If a previously-validated VAT ID is modified, the Validation check box is cleared.

A message box displays with the validation results. The exact content varies by check result and web service used.

• If the validation was successful, you receive a confirmation message and the Validation check box is selected.
• For an unsuccessful validation, you receive a message that displays the reason for the failed validation.
• If no full validation could be performed (for example, if only the VAT ID was validated and not the address), you have the option to accept the results as valid or not. If you select Yes, the Validation check box is selected.

Note: This field is only available if a web service is identified in the EVCSERVICE – Webservice for EU VAT ID parameter (CPT chapter, VAT group) and the sender's EU VAT ID is set in the EVCCOMPANY—EU VAT ID source company parameter (CPT chapter, VAT group)

For Polish suppliers, select this check box to exclude this supplier from Whitelist verification. If selected, N/A displays in the WL column in the Bank details grid for that supplier.

This flag is designed to indicate if this is an inter-site BP:

• The inter-site customer/supplier BPs are used for multi-site exchanges.
• A customer BP is a purchase site or a financial site,
• a supplier BP is a sales site or a financial site.

Site code that has to be identified as a BP within the frame of multi-site exchanges.

The following data need to be entered:

• The requesting site (purchase or financial sites) at the level of the customer BP.
• The supplying site (sales or financial sites) at the level of the supplier BP.
• For the customer, a warehouse site, belonging to the same company, will identify each ship-to address.

This field is automatically ticked when the BP is a customer.

This field is automatically ticked when the BP is a sales representative.

This field is automatically ticked when the BP is a prospect.

This field is automatically ticked when the BP is a supplier.

This field is automatically ticked when it concerns a miscellaneous BP.
A miscellaneous BP is only used in accounting.

This option is used to include a BP among the list of after-sales service providers.

An after-sales service provider is an organization that may be called on to conduct

an intervention to be carried out for a service request (Repair, advice, audit, quote etc...)

For each service provider, it is possible to register their skills, their geographic intervention area,

their price list conditions for invoicing.

This field is automatically checked when the BP is a carrier.

The contractor represents the actual customer for whom a service request is made.
When a service request does not include any contractor, the service is supplied on behalf of the direct customer of the current organization.
By contrast, when a service request includes a contractor, the service is provided to the customer but is is made on behalf of the contractor. The customer receiving assistance is not the organization's customer but the contractor's.
Regarding invoicing, the data loaded by default is the contractor's (invoiced customer, pay-by BP, ...). Therefore, it is mandatory to create a customer record for the contractor.
This option makes it possible to discern the contractor population.
This option is also mandatory to be able to link customers to their contractor(s).

Address code of the business partner (BP).

This code is used to identify the various addresses associated with the managed record (user, company, site, business partner of any description, etc.).
Each address code is unique to a given record.
In general, it is mandatory to enter an address for each record, and one of them must be declared as the default address using the corresponding box.

You cannot modify or delete an address code when it is used at the level of a Bank ID number or for a contact.
In this case, to be able to modify or delete an address code, you first need to remove it from the level of the Bank ID number or contact.

Specify the information linked to the address.

This code is used to identify the country associated with the address.

In the Country table, which controls this field, some specific characteristics are used to perform controls on the related information, in particular:

• the phone number format,
• the format of the number identifying a company or an activity (SIRET, NAF in France),
• the format of the postal/town-city code as well as that of the geographical subdivision, and whether their entry is mandatory or not,
• the format of the bank ID number,
• the IBAN management.

Title associated with the previous code.

This table lists the various address lines. The formats of the title and of the entry are defined in the country table.

The postal code, which entry format is defined in the Country table, is used to define the town/city, state/region and the geographical subdivision, if defined for the country.
If you modify the postal code, the city/town and state/region corresponding to this new code are automatically displayed. The principle is the same for the geographical subdivision if it is present for the country.
You can also directly enter a town/city name or state/province. If the city/town, state/region are defined, the associated postal codes are displayed automatically.
The control of this information and its mandatory nature depend on the setup carried out in the country management. For the control to be applied, the POSCOD - Warning nonexistent postal code parameter (SUP chapter, INT group) must also be set to 'Yes'.

Particular cases:

- for ANDORRA, indicate 99130,
- for MONACO, indicate 99138,
- for the other foreign countries, indicate the national identifier of the country or 99999 if not known.

When the postal code is defined as mandatory for the country, it must be entered if the Postal Code or City/town fields are entered, or if information is modified in the BP address window. However, this control is not applied in document creation.

The city automatically suggested is the one associated with the postal code previously indicated. It is also possible to manually enter the name of a town/city:
- If the town/city is already defined, the associated postal code is automatically displayed,
- If it does not exist and the postal code control has been set up in the Country record, a warning message is displayed but the continuation of the entry is authorized (in order for this control to be applied, the CTY - Nonexistent city alert parameter - SUP chapter, INT group - must also be set 'Yes'),
- If it does not exist and the postal code is set up as mandatory for the country, a blocking message is displayed in case the fields Postal code or City/Town are entered or in case of modification of information in the address window of the BP. However, this control is not carried out in document creation.

Notes.

• Its format is defined in the Country record setup.
• Depending on this setup, the entered town/city can automatically be converted into uppercase after it has been entered.
• In order to make selections easier without taking into account the format (accented characters/uppercase letters/lowercase letters), the selection window available on this field proposes a column dedicated to the search, where the names of the towns/cities are displayed in uppercase.

Click this icon to open a mapping site and locate the entered address.

This field contains the geographical subdivision corresponding to definition of the postal address. For example, a 'department' for France, and a state for the United-States.

The description of the geographic subdivision, as well as the control on the information entry, are defined in theCountries setup.

This field loads automatically after the postal code and town/city have been entered and is based on the Postal codes setup.
If the field is controlled, the control is carried out with respect to the Geographical subdivision table.

This field is used to indicate a web site.

This free field makes it possible to stock a variable identifier, which can be used for specific processing.
Example: when generating international transfer files in XML format, the content of this field identifies the credited BP, when the SIRET number is missing (see setup of Bank files).

When selected, this check box indicates that this is the default address.
Only one of the addresses in the selected record can (and must) be selected. This always corresponds to one of the BP's addresses.

This field indicates the phone number. Its entry format depends on the country.
The level of control applied to the entered number format depends on the general parameter CTLTEL - Phone number control (SUP chapter, INT group).

This field is used to specify the email address of the contact.

Code making it possible to identify the ABC category of a business partner.
The ABC category is designed to classify business partners according to their importance in the turnover, for example.
Values between 'A' and 'D' can be entered. At the time of creation, the BP, having no statistical data available, is classified in category "D" by default.

The field identifies the total purchase order amount needed to receive free freight. It is a display-only field and does not restrict POS creation.

This is the tax excl. amount below which supplier orders can be subject to a control (blocking, warning or no control).

The level of control for this amount is defined by the parameter POHMINAMT - Order min amount control (ACH chapter, AUZ group).

This is the folder currency.

Flag used to specify whether orders over several lines are authorized or not for this supplier.

This indicator is used to specify if the supplier must be or if this latter did not return an order acknowledgement of receipt.

This flag is used to specify if a reminder letter should be sent to the supplier in case expected goods are not delivered.

This field is used to enter a price list structure code.
This code determines the sales conditions managed for each purchase document line ('Discounts and Charges' field).
The structure code is defined for one or several suppliers. At least one price list code must be set up for each structure code used by at least one BP.
 When a price list structure is changed, the new structure must include the previous one.

The un-available period code is used to specify the periods during which a BP or a site is not available (annual closing period, for instance).

The un-available periods code is used to specify the periods during which a BP or a site is not available (annual closing period, for instance).
The supplier unavailability period is used to check that the theoretical order date of a purchase request does not fall within these periods. The theoretical order date of a purchase request is calculated using the requested date of the request minus the time necessary for the purchase.

This field indicates the code that identifies the Carrier liable for the transportation of the goods.

Code checked in the Delivery modes table, and used to define the information related to the transport and delivery.

This is the location code where the products will be transferred during the sub-contracting transfer (location change) to identify the products transferred to the sub-contractor. As far as a sub-contracting operation is concerned, the machine transferred remains the site property. To materialize the goods transfer, the dedicated locations are used.
 The type of these locations must be aSub-contractorlocation.
The transferred quantity for sub-contracting of a product is displayed in the totals of the table Product-sites.

The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world.

The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists.

This field is subject to the Exchange of goods declaration (Intrastat).

This conversion factor is used in the Intrastat declaration for the exchange of goods. It is used in supplier invoices and applied to the fiscal value of the product line to obtain the statistical value.
It is initialized by either the increase conversion factor entered on the product-supplier record or the supplier record.

A transport location must be specified in the EU exchange declaration. It is combined with the Incoterm code in order to determine the delivery conditions referring to the sales contract terms that specify the respective obligations of the buyer and seller.

This information is not used in the French declaration.

Date used as the calculation basis for the open items and which can take the value 'Invoice date' or 'Receipt date'.

The Order and Return flags in the Texts section indicate that texts associated with the order and the return note respectively have been created using the Text menu located at the top of the screen.

Number of the invoicing element identifying the associated amount (Charges, freight, packing, discount, in percentage or in amount, etc.).

This field indicates the short title of the invoicing element.

This is the information relating to the invoicing footer. The displayed invoicing elements come from the supplier category.
When the invoicing elements are entered and have a default value, this value is retrieved and converted into the supplier currency. The type of supplier credit and the system's current date (datesyst) are used.

This field indicate the currency (supplier) in which the amount is expressed.

Flag used to specify whether the order notes must be printed or not for this supplier.

Flag used to specify whether the receipt notes must be printed or not for this supplier.

Flag used to specify whether the return notes must be printed or not for this supplier.

This field is used to indicate the reference of a print template listing the reports to use in priority (and the number of copies) with the documents used in commercial management. It is thus possible to specify the reports and to reserve them to some BPs.

To enable an electronic invoicing for Portuguese legislation, you must select a PDF print template code or invoice report compatible with Portuguese legislation. The archive destination for the template in PDF format is determined by the EFATPRT – Default destination for EFAT (LOC chapter, POR group) parameter setting.

This field is used to identify the supplier type from amongst the following:

• Normal supplier,
• Miscellaneous supplier: non referenced supplier
  On selection of the document, a window automatically opens for the entry of the address,
• Prospect supplier: the selection of purchase documents is not authorized, only the entry of requests for quote is possible.
  A prospect can become a "Standard" supplier by a simple modification of this field.

This optional field makes it possible to define a "supplier code" for the company on the customer system.

The rate type (local menu of which the standard values are modifiable) is used to determine the rate to be used by default to find the currency conversion rate for the purchase documents.

Use this field to specify a match code for the current supplier.
This match code comes from the Matching tolerance function.
For any new supplier, this field inherits from the code defined at the level of the associated supplier category. This code can be modified.

Reminder: The Three-way match is a reconciliation process used to validate the payment of an invoice, with a minimum and a maximum tolerance threshold. The reconciliation is carried out:

• either between the invoice and the order,
• or between the receipt and the invoice,
• or in succession (order-receipt, then receipt-invoice).

This field is used to indicate a value intended to complete the counter used for invoices generated in a self-invoicing process. It is indeed necessary to have a unique sequential number by supplier.
This value is mandatory if you create an invoice for this supplier, in a self-invoicing process.

This field is used to enter the control type chosen for the credit level and to check whether the orders risk to be block or not for financial reasons.

This is the amount of the maximum authorized credit level by the supplier. It is used if the credit level is set to the Checkedvalue.
 This amount must be expressed in the currency of the folder.

Flag used to specify if payments for this supplier are blocked or not. If they are blocked, invoices coming from this supplier are not taken into account during the processing of automatic payments.

In entry, when in dispute with the supplier, specify the behavior of:

• Purchase requests
• Purchase orders
• Purchase invoices

Use this field to define how to manage a dispute from this supplier:

• No - Authorize the transaction from this supplier.
• Warning - Display a warning message for this supplier.
• Hold - Block all new transactions from this supplier.

This field does not apply to invoices entered using the Supplier BP invoices

Click on this icon to display a screen where you can:

• Enter information on the supplier as a note. This information is available for inquiry in the functions that have been selected at the Note category level.
• Define a validity period for the note.
• Specify it the note must be displayed automatically.
• Create multiple notes for the same supplier, and indicate if they must be displayed as a priority.

Notes are limited to a screen inquiry and cannot be printed.

For further information, see the documentation on Notes.

This field indicate the number root.

This field indicates the validity date of the root, which is provided by the admin.

This field is used to enter the invoicing supplier code, initialized by default to the supplier code entered in the header.
The supplier can be another supplier chosen from the supplier table.

This field is used to indicate an invoicing address code for the selected invoicing supplier. The address by default of this supplier is suggested.

When entering the invoice, this address code is suggested. This code is modifiable if necessary.

This field is used to enter the code of the supplier to pay, initialized by default to the supplier code entered in the header.
The supplier can be another supplier chosen from the supplier table.

The pay-to BPs are either suppliers or miscellaneous BPs.

This field is used to indicate an invoicing address code for the selected paid supplier. The address by default of this supplier is suggested.
When entering the invoice, this address code is suggested. This code is modifiable if necessary.

This supplier group code, initialized by default with the supplier code entered in the header.

This field is used to specify whether the BP code risks to be initialized with the invoicing supplier, the paid BP or the BP group (depending on the common data setup INIBPRRSK).
This code can be manually modified. The credit control is carried out for this supplier.

This field is used to specify the supplier accounting code.

The account structure is not compulsory data.
If a structure is loaded, it is submitted to be applied upon the creation of a supplier invoice (once the invoice tax excl. amount has been entered).

When this box is checked, it indicates that the supplier is a contractor within the framework of the DASD2 declaration (French procedure).

This information is used to extract the fee lines (linked to a service supplier), the accounting postings (linked to a supplier), in order to generate the DADS.
If the field 'service supplier' is empty, the user considers that the 'service supplier' code is the supplier code.

The 1099 form type indicates that a supplier is reportable to the Internal Revenue Service for payments made. Possible valid values are: None. Misc, Dividend or Interest. This value defaults from the supplier to the invoice, but can be changed.

Default box number with respect to which payments must be printed on the 1099 record. Box numbers vary according the 1099 record at use. This value defaults from the supplier to the invoice, but can be changed. Inactive 1099 boxes are not available for selection.

This grid is automatically loaded with the default dimension types associated with the 'Supplier' basic data.

An analytical dimension is an element of the analytical chart of accounts on which accounting entries can be posted.

Each analytical dimension type represents a specific division of the company into a set of analytical payment attributes.

An analytical dimension is thus an analytical payment attribute within a dimension type.

Enter the code associated by default to the current BP, used to define the payment conditions.
This code determines:

• the payment method,
• the open item type,
• the scheduling of payments (one or several open items: immediate credit, 30 days, end of the month, etc.)

When managing this table, it is possible to simulate the calculation rules applied in entry mode.

Enter the code linked by default to the current BP, which is used to identify the early discount and late charge rates (up to 12). These rates will be applied to a payment depending on a number of early or late days compared to the due date.

• The automatic payment proposal processing automatically assigns this bank account to all the payments of this BP.
• This bank code is used in the Bank field of the Data tab in the Cash forecasts function.

  This code is controlled in the table of Bank accounts.

This field is used to define the distribution of bank expenses between the issuer and the benificiary. At the end of the process, this information is given in the generated bank files.
 See the documentation on charges posting of the Bank accounts function for further information on bank charges.

The following codes are suggested:

• '13' : recipient,
• '14' (default code): issuer or recipient,
• '15' : issuer.

List of retention codes to be applied to the supplier.

A tax rule represents the tax territoriality principle, in other words, the calculation rules to be applied to determine the tax amount.
As a general rule, by crossing a tax rule linked to the BP with a Tax level, you can determine the tax code to be applied to the document line and so, to the entry line.
In this field, you enter the tax rule associated with the BP: this tax rule will be suggested by default in all the transactions used by this business partner.

This flag is used to determine whether the amounts of the supplier BP invoices Exclude tax or Include tax.

It is initialized from the supplier category value.

This field is used to specify if the supplier is also the tax receiver.
This information depends on the Argentinian legislation.

Once checked, this box is used to specify that the provincial taxes must be applied to the selected customer.
The regional tax grid can then be accessed. It is only about the management of BP invoices. The regional taxes from the sales and purchase modules are managed via the Tax determination function.

Special allowance rate specific to the supplier.

No help linked to this field.

This is the title of the province.

This field is used to define whether the tax applies upon entry in the region, upon exit, or always.

This field is designed to specify if the customer is a tax collector for this provincial tax.

This is the mark given to the supplier for the respect of lead times.

Coefficient applied to the assigned note for the lead-time adherance for this supplier.
This coefficient is initialized by default to a value given to this coefficient in the supplier category table.

This is the mark given to the supplier for respecting the price list

Coefficient applied to the assigned grade for price compliance for this supplier.
This coefficient is initialized by default to a value given to this coefficient in the sup plier category table.

Grade given to the supplier for quality compliance for this product.

Coefficient applied to the grade assigned for quality compliance for this supplier.
This coefficient is initialized by default to a value given to this coefficient in the s upplier category table.

This is the mark given to the supplier for respecting quantities.

Coefficient applied to the grade assigned for quantity compliance for this supplier.
This coefficient is initialized by default to a value given to this coefficient in the supplier category table.

This is a maken given to the supplier according to free criteria.

Coefficient applied to the grade assigned according to a criterion left free for this supplier.
This coefficient is initialized by default to a value given to this coeffici ent in the supplier category table.

This is the grid line used as a basis for the graph that contains the notes.

This field indicates the title of the grid line.

This field specifies the address code of the bank ID number, controlled in the address codes of the managed entity (company, site, customer, supplier, etc.).

This address code is used to define the default bank ID number in payment contexts where an address is known.

This code is used to identify the country associated with the bank account.

The country table, containing this code, gathers information that is useful to perform controls, and namely:

• the telephone number format,
• the format of the number identifying a company or an activity (SIRET, NAF in France),
• the postal code format,
• the format of the Bank ID number code.

The IBAN is an internationally agreed standard of identifying bank accounts in a structured format.
IBAN can be used in national and/or international payment transactions (country-specific).
The IBAN code consists of: 

• A 4-digit IBAN prefix composed of:
  - a country code (2 letters),
  - two check digits
  This prefix is displayed. It is calculated automatically upon the bank account information entered in the Bank ID field. the bank account information (country specific, up to 30 characters).
• The bank account information (country-specific, up to 30 characters).

 Not all countries support IBAN. The IBAN format applied to bank accounts is controlled by the IBAN management option, defined in the Countries setup.

This number identifies the bank account of a given bank, for a given country.
The entry format of a Bank ID number is dependent on the country where the bank is domiciled.

For the entry of the Bank ID number to be correct, it is necessary to predefine the entry format in the Country table and to activate the option IBAN management for those countries supporting the IBAN format.

 In case of an IBAN this field has to contain the bank account part only, beginning from the 5th character of the IBAN. The first 4 characters of the IBAN (country code and check digits) are calculated automatically and displayed in the field IBAN pref.

This field indicates that the Bank ID number is used by default for payments (in the absence of a more precise rule).

This field displays the Whitelist status for the supplier as follows:

This code is used to identify the currency associated with the bank account.
It is managed in the currency table.

It is recommended to use the ISO coding during the creation of a new currency.

This field requires the KSW – Swiss localization activity code to be active. You use it to enter the ISR customer number for the given bank account. This number is used for payments with ISR number (inpayment slip with reference numbers).

For suppliers, the ISR customer no. is also used to search for a matching BP account if support for ISR code line entry on purchase invoices is active in the SWIPURBVR - Swiss ISR usage purchasing parameter (LOC chapter, SWI group).

Refer to the Swiss legislation guide on the How to tab for more details regarding payment and ISR setup.

This field, which is mandatory for payments, defines the paying bank related to the account number. The first line contains the name of the bank.

This field identifies the bank account's beneficiary (physical or moral person).

To perform the automatic processing of payment requests, the sender's bank needs the BIC code of the recipient's bank. This code is an ISO identifier managed by the international banking system, and namley the SWIFT system, the Society for Worldwide Interbank Financial Telecommunication.

The BIC code is the only standardized bank identifier at international level. All banks can have a BIC code, even if they do not belong to the SWIFT network.

The BIC code can be comprised of 8 to 11 characters. In both cases, the first 8 characters of the BIC code generally designate the bank's head office and are structured under the form BBBB PP AA, which correspond to the following information :

• BBBB is the bank mnemonic identifier;
• PP is the ISO country code;
• AA stands for a service code often to serve a geographic purpose.

In some commercial exchanges, upon the request of Business Partners or payment issuing banks, an intermediary bank is sometimes used. For that purpose, the identifiers of this bank must be entered (BIC code, paying bank, country). This information remains optional (it does not need to be entered if no intermediary bank is mandatory).