Adding a supplier

To create a supplier / supplier prospect, go to People > Suppliers > > New supplier or New supplier prospect.

Note

When a new supplier prospect is created, this prospect is not booked right away, meaning the subledger account is not created automatically. This prospect must be turned into a supplier in order to be booked.

When a supplier is created, it is booked right away unless the Not booked option is checked from the Finances tab > Accounting parameters section. In this case, you must go through Edit > Accounting view > Manage the accounting supplier to create the subledger account.

1 Under the General tab, enter the supplier or the supplier prospect's call name and the contact details.
2 Add the supplier or the supplier prospect's company logo by dragging and dropping it on Logo.
3 Enter the SIRET / SIREN # to identify homonyms.

If the SIRENE API is configured, click on at the left of the field to identify the SIRET or SIREN number and therefore automatically fill in the following fields: the call name, the APE code, the full address (SIRET only), the legal form and the SIREN number (only if the SIRET number was already indicated).

Important

Only empty fields can be specified by the SIRENE API. Fields already specified will not be modified.

Reference

For more information about the SIRENE API setup, see Configuring the SIRENE API.

4 Under the Contact details section, enter the name of the country.
5 In the Miscellaneous section, enter the information about the employees in charge of the supplier / supplier prospect, such as:
  • The company and the entity's code or the name of the internal employees in charge of the supplier or supplier prospect.
  • The manager in charge of the supplier, in the Managed by field. The help list displays the names of employees:
    • with the Purchase: Buyer position
    • working for the selected company;
    • marked as Multi-company manager

    This manager can be set to approve purchase invoices.

  • The open and closure dates of the supplier or supplier prospect's account.
1 In the Finances tab, enter the accounting parameters such as the account numbers for:
  • a subledger account;
  • a reconciliation account: a third-party account that groups all the subledger and suppliers accounts.
2 Check the following boxes:
  • Group: if a supplier or a supplier prospect belongs to the same group than the user's company.
  • Foreign: if the supplier or the prospect's company is located in a foreign country.
  • Employee: if the supplier or the supplier prospect is also an employee.
  • Fr competitor: if the supplier or the supplier prospect is a competitor.
  • Not booked: if the supplier or the supplier prospect is not booked.
  • Capital asset: if the supplier or the supplier prospect is included in the capital asset.
  • DAS2: if a supplier and associated general accounts must be marked as DAS2.
  • Payment authorization: this indicator is only active when the FOU_BAP management rule is activated; it can be set up when saving purchase invoices.
  • External / Internal / Virtual: to indicate the company's type.
3 Enter VAT-related information:
  • Exempt: Check this box if the supplier or supplier prospect is exempt from VAT. This option is displayed only if the supplier's country is FR (France).
  • EU exempt. : Check the option if the EU supplier or EU supplier prospect is exempt from VAT. This option is displayed only if the supplier is an EU supplier, meaning when the supplier's country is checked EU.

Note

If the supplier's country is neither France nor an EU country, the supplier is considered VAT-exempt.

  • VAT Regime for receipts.
4 Enter the No. Days in the Holdback section. This number of days enables you to calculate the due date for holdbacks associated with the supplier. If there is no value, the information will be searched for in the company's record sheet.
5 In the Exemption from shipping costs section, check Applicable shipping costs to manage information related to the exemption from shipping costs:
  • Exemption threshold: if this field has a value greater than 0, then the exemption from shipping costs will only apply if the order's total amount equals or exceeds the indicated value.
  • Close to exemption alert threshold: enables you to enter the order's amount that generates a message informing users that they can be exempted from shipping costs if they add a certain sum.
  • Shipping costs linked to reception site: reminds the user generating an order that shipping costs must be managed depending on the reception site.

The type of purchased products must also be set up by selecting Applicable shipping costs. Shipping costs-type products can therefore be linked to suppliers through purchase references in order to set a default shipping price per supplier.

1 Under the Marketing tab, enter the following statistical information:
  • The supplier or the supplier prospect's family and sub-family.
  • Profession: The supplier or supplier prospect's profession.
  • Type: Select the desired type from the help list. If the SIREN required box is checked in the Supplier and customer type setup, it is necessary to specify the SIREN no field in the General tab before saving the supplier record sheet.
  • Grouping 1, 2 and 3: the grouping codes.
  • Keywords: the keywords used when searching for a supplier or a supplier prospect.
2 Enter the legal information and the relevant additional information.
3 Save your supplier or supplier prospect record sheet.
4 Once all these actions have been performed, you must validate them to save the record sheet.

You will now be able to quickly retrieve management objects linked to this saved record sheet.

Note

If you want to associate multiple bank details with the same supplier, you can create multiple billing sites with the said bank details. As such, you do not need to create multiple suppliers.

1 Open a site creation record sheet following the process of your choice:
  • From a supplier record sheet: click on the Sites tab, then on at the right of the table.
  • From a site record sheet: click on .
2 Under the General tab, enter the supplier site's name and contact details. Note the icons that enable you to display geolocation information.
3 Enter the supplier reference used by the supplier as an external reference.
4 In the Use of the site section, specify the site's type of use (billing, delivery, etc.). Check the matching By default box for the site to use by default on the created management objects.
5 Enter the site's bank details and save.

Note

If the supplier site closes, do not forget to also close the site in Akuiteo via Edit > Close the site.

Creating affiliation links between sites

If the company belongs to a group, you can indicate it in the supplier record sheet, under the Affiliation links tab.

1 Click on and, in the first line, select the supplier's role regarding the third-party to be defined.
2 In the second line, select the linked third-party's role, check the details and enter a name.
3 Click on to add the third-party.

You can add contacts linked to the supplier:

1 From the supplier record sheet, click on the Contacts tab.
2 Click on at the right of the table.
3 Follow the process described in the Adding a contact chapter.

These fields enable you to create financial and main interlocutors, which are displayed in the General tab.

Creating a management object (quotation, order, invoice) from a supplier record sheet
1 From the supplier / supplier prospect record sheet, go to Edit > New management object.
2 Select the type of object you want to create.

The object's creation window is displayed. The management object is pre-filled with information about the customer or customer prospect.

Reminder: an opportunity is created from a supplier prospect record sheet.

Accessing the management objects linked to the supplier or supplier prospect
1 From the supplier / supplier prospect record sheet, go to Edit > Linked management objects.
2 Select the type of object and start the search.
Creating business links

You can indicate business links from the supplier or supplier prospect record sheet under the Business links tab.

1 Click on and select, in the first line, the current supplier role related with the third-party you are going to define:
  • Third-party stakeholder: the supplier receiving the purchase object but excluded from the billing process.
  • Third-party invoice: the supplier in charge of the billing.
  • Third-party delivery site: the supplier site that receives the delivery.
2 In the second line, select the linked third-party's role, check the details and enter a name.
3 Click on to add the third-party.

From a supplier record sheet, you can:

  • Automatically book a supplier in your database by clicking on Edit > Accounting view > Manage the accounting supplier.
  • Check if the supplier sub-account does exist by going to Edit > Accounting view > Check consistency with subledger accounts.

A supplier prospect can be automatically turned into a supplier, when the opportunity is turned into an order. You can also use the feature from Edit > Convert this prospect into a supplier.

If suppliers are numbered manually, the user will be asked to specify the supplier code when converting the supplier prospect. Otherwise, the supplier will share the same code as the supplier prospect.

DMF

030407 THIRD-PARTIES SUPPLIER SITES MODIFY BANK DETAILS

030408 THIRD-PARTIES SUPPLIER SITES REPLACE BANK DETAILS

040136 PURCHASES SUPPLIERS MODIFY BANK DETAILS

040137 PURCHASES SUPPLIERS REPLACE BANK DETAILS

From the supplier record sheet and the supplier site, one can modify or replace the bank details. A bank details modification allows you to correct an error when specifying the bank details, the bank details replacement is to be used when a new IBAN or bank details account must be registered and use for the payment.

When the bank details are modified or replaced, it must be validated by the validator from the Web Portal > Manager module > Bank details menu in order to be used.

1 Under the Bank details section, click on then on Modify details or Replace Details.

The Modify / Replace bank details window opens.

2 In the New details section specify the fields to modify or replace.
3 Click on OK.

The bank details are modified on the screen. A validation request for the bank details is sent to the setup validator.

Reference

For more information about the bank details validation, see Validation of bank details.