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 record and then perform the various actions. Click the required link below.

• Setting up Supplier Record
• Viewing Supplier Details
• Viewing Supplier Account
• Allocating Receipts to Invoices
• Merging Supplier Records
• Removing a Supplier Record

Setting up Supplier Record

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

1. Log in to Surf Accounts and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Suppliers.

   Tip

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

   Move the cursor over .

   From the quick menu, click

   

3. The New Supplier page appears. Enter the following details for the supplier, tab-wise.
4. To save the supplier record, click [Save].

   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.
   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.
   POST CODE	Post code in the supplier address.
   COUNTRY	Country in the supplier address.
   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 time line. The time line 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.
   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 suppler record. This allows you to set up a secondary contact. To add, click Add New.

Viewing Supplier Details

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

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 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 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 summary, 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 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.

Assumptions/Prerequisites

At least one unallocated invoice and payment are available.

Steps

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 for the corresponding supplier record and from the inline menu, click Allocation.
4. 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 Surf Accounts 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 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 invoices’ 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

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 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 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 record you had selected earlier. For example, we select Belfast Rams.
5. The Information Message window appears. Read the message carefully and click OK.

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

6. The Information Message window shows confirmation of successful merge.
7. Note on the Suppliers page, 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 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.