TASBooks - Supplier records and groups

One of the first things you need to do when you set up your accounts is to create supplier records. The supplier records hold specific information about each supplier such as their address, telephone number, contact name, credit limit and so on. You can add and edit information in the supplier record at any time.

You can divide your suppliers into groups, using any criteria which suits your business, such as geographical location, type of goods supplied etc. Once you have created supplier groups you can view a monthly summary per group, as well as run reports per supplier group.

The following steps contain everything you need to create or edit supplier records and groups in TASBooks.

To create a new supplier record

  1. File > Assistants > New Supplier.
  2. Name > enter the supplier's name > press Tab on your keyboard.
  3. Tip: To help you identify this supplier's record, their code automatically appears. If you want to edit it, click into the Code box and enter the code you want to use.

  4. If this supplier is also a customer > select the Also a Customer check box. If not, ignore this option.
  5. Next > enter the supplier’s address > Next.
  6. Enter the supplier’s purchase contact information.
  7. Tip: This is the person or department you want to speak to about buying goods.

  8. To continue > Next.
  9. Enter the supplier’s purchase accounts contact information.
  10. Tip: This is the person or department you want to speak to about their invoices and payments.

  11. To continue > Next.
  12. Select whether this supplier is VAT registered or not. If they are > choose their VAT Type > enter their VAT registration number.
  13. To continue > Next.
  14. Credit Limits > Is this a cash only supplier account > select either Yes or No.
  15. Note: If you select Yes, their credit limit is set to 0.00 and no settlement terms are given.

  16. If you selected No in the previous step > Credit Limit > enter a credit limit for this supplier.
  17. If this supplier gives you a discount for early settlement > complete the following information:
  18. Standard Discount Percentage Enter the relevant discount percentage.
    Settlement Due Days Enter the settlement due days for the discount to apply.
  19. To continue > Next.
  20. Default Days to Pay > enter the default number of days your company is likely to take to make payment.
  21. Note: This information is used to calculate the estimated pay date of invoices, which in turn is used for cash flow forecasting. If you don't enter a value here, 30 days apply as standard.

  22. To continue > Next.
  23. If you want to apply a supplier group, customer group, salesperson or marketing code for this supplier > click into the relevant option > press F2 > select the relevant entry > Next.
  24. Note: If you selected that this supplier is also a customer in step 3, you must enter additional information required to create a customer record. To do this, simply follow the on-screen instructions and enter the relevant information.

  25. To save the supplier's record > Finish.

To edit a supplier's record

  1. Purchase > Suppliers > Maintain Suppliers.
  2. Press F2 on your keyboard > select the relevant supplier .
  3. Also a Customer > if this supplier is also a customer > choose Yes. If not > choose No.
  4. General Information tab > enter the supplier's address and contact details.
  5. General Information > complete the following information:
  6. Date Started Enter the start date for this supplier.
    Send Mail Depending on whether or not you want to send mail to this supplier, choose either Yes or No.
    Supplier Inactive If this supplier is inactive, choose Yes.

    Note: If you mark a supplier as inactive, you can choose to exclude them from certain sales ledger reports, such as the Aged Debtor Report.

    VAT Type Choose the relevant VAT type for this supplier.
    Registered Choose whether the supplier is VAT registered or not.
    VAT Number Enter the supplier's VAT number, if applicable.
    D–U-N-S No Enter the supplier's data universal numbering system (D-U-N-S) number.

    Note: D-U-N-S are nine-digit numbers issued by Dun and Bradstreet. Sometimes large corporations and Government Departments require a D-U-N-S number to identify a business and make credit references.

    Our Acct Ref Enter the account number or reference assigned by this supplier to your company.
    Subcontractor Choose whether this is a subcontractor's record.

    Note: This option will only be available if you activate the CIS module. For more information about setting up and processing subcontractors > Help > Manuals from the TASBooks > TAS CIS User Guide.

  7. Purchase Ledger Credit Information > Cash Account > if this supplier doesn't offer you credit terms and requires immediate payment > choose Yes. Alternatively, if this supplier does offer you credit terms > choose No > enter the credit limit they offer.
  8. Cash Flow Information > Def Pmt Days > enter the usual amount of days this supplier allows you to pay invoices.
  9. Tip: You use this information when you calculate Cash Flow Forecasts.

  10. Analysis Options > if you want to add this supplier to a supplier group > select the group box > press F2 on your keyboard > select the relevant group.
  11. Open the Settlement Disc. / ePayments / Notes tab.
  12. If the supplier's payment address is different to their main invoice address > Payment Address > enter the relevant information.
  13. If you receive discounts for early payment of invoices from this supplier > Purchase Ledger Settlement Discount > complete the following information:
  14. Last Used Discount Percentage Enter the required discount percentage.
    Standard Discount Percentage Enter the required discount percentage.
    Days Enter number of days within which the payment should be made to qualify for a settlement discount.
  15. If you want to use the ePayments function within TASBooks to pay this supplier > Supplier Bank Details > Use ePayments > choose Yes > enter the supplier’s bank account details.
  16. If you want to store any general documentation related to this supplier in their record > Documents tab > Add Document.
  17. Path > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  18. To save the supplier's record > Save.

Creating supplier groups

To create a supplier group

  1. Purchase > Suppliers > Maintain Supplier Groups.
  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a supplier to a group:

  1. Purchase > Suppliers > Maintain Suppliers.
  2. Press F2 on your keyboard > select the relevant supplier.
  3. General Information tab > Analysis Options > select the group link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all suppliers you want to add to this group.

The following steps contain everything you need to create or edit customer records and groups in TASBooks.

To create a new customer record

  1. File > Assistants > New Supplier.
  2. Name > enter the supplier's name > press Tab on your keyboard.
  3. Tip: To help you identify this supplier's record, their code automatically appears. If you want to edit it, click into the Code box and enter the code you want to use.

  4. If this supplier is also a customer > select the Also a Customer check box. If not, ignore this option.
  5. Next > enter the supplier’s address > Next.
  6. Enter the supplier’s purchase contact information.
  7. Tip: This is the person or department you want to speak to about buying goods.

  8. To continue > Next.
  9. Enter the supplier’s purchase accounts contact information.
  10. Tip: This is the person or department you want to speak to about their invoices and payments.

  11. To continue > Next.
  12. Select whether this supplier is VAT registered or not. If they are > choose their VAT Type > enter their VAT registration number.
  13. To continue > Next.
  14. Credit Limits > Is this a cash only supplier account > select either Yes or No.
  15. Note: If you select Yes, their credit limit is set to 0.00 and no settlement terms are given.

  16. If you selected No in the previous step > Credit Limit > enter a credit limit for this supplier.
  17. If this supplier gives you a discount for early settlement > complete the following information:
  18. Standard Discount Percentage Enter the relevant discount percentage.
    Settlement Due Days Enter the settlement due days for the discount to apply.
  19. To continue > Next.
  20. Default Days to Pay > enter the default number of days your company is likely to take to make payment.
  21. Note: This information is used to calculate the estimated pay date of invoices, which in turn is used for cash flow forecasting. If you don't enter a value here, 30 days apply as standard.

  22. To continue > Next.
  23. If you want to apply a supplier group, customer group, salesperson or marketing code for this supplier > click into the relevant option > press F2 > select the relevant entry > Next.
  24. Note: If you selected that this supplier is also a customer in step 3, you must enter additional information required to create a customer record. To do this, simply follow the on-screen instructions and enter the relevant information.

  25. To save the supplier's record > Finish.

To edit a supplier's record

  1. Purchase > Suppliers > Maintain Suppliers.
  2. Press F2 on your keyboard > select the relevant supplier .
  3. Also a Customer > if this supplier is also a customer > choose Yes. If not > choose No.
  4. General Information tab > enter the supplier's address and contact details.
  5. General Information > complete the following information:
  6. Date Started Enter the start date for this supplier.
    Send Mail Depending on whether or not you want to send mail to this supplier, choose either Yes or No.
    Supplier Inactive If this supplier is inactive, choose Yes.

    Note: If you mark a supplier as inactive, you can choose to exclude them from certain sales ledger reports, such as the Aged Debtor Report.

    VAT Type Choose the relevant VAT type for this supplier.
    Registered Choose whether the supplier is VAT registered or not.
    VAT Number Enter the supplier's VAT number, if applicable.
    D–U-N-S No Enter the supplier's data universal numbering system (D-U-N-S) number.

    Note: D-U-N-S are nine-digit numbers issued by Dun and Bradstreet. Sometimes large corporations and Government Departments require a D-U-N-S number to identify a business and make credit references.

    Our Acct Ref Enter the account number or reference assigned by this supplier to your company.
    Subcontractor Choose whether this is a subcontractor's record.

    Note: This option will only be available if you activate the CIS module. For more information about setting up and processing subcontractors > Help > Manuals from the TASBooks > TAS CIS User Guide.

  7. Purchase Ledger Credit Information > Cash Account > if this supplier doesn't offer you credit terms and requires immediate payment > choose Yes. Alternatively, if this supplier does offer you credit terms > choose No > enter the credit limit they offer.
  8. Cash Flow Information > Def Pmt Days > enter the usual amount of days this supplier allows you to pay invoices.
  9. Tip: You use this information when you calculate Cash Flow Forecasts.

  10. Analysis Options > if you want to add this supplier to a supplier group > select the group box > press F2 on your keyboard > select the relevant group.
  11. Open the Settlement Disc. / ePayments / Notes tab.
  12. If the supplier's payment address is different to their main invoice address > Payment Address > enter the relevant information.
  13. If you receive discounts for early payment of invoices from this supplier > Purchase Ledger Settlement Discount > complete the following information:
  14. Last Used Discount Percentage Enter the required discount percentage.
    Standard Discount Percentage Enter the required discount percentage.
    Days Enter number of days within which the payment should be made to qualify for a settlement discount.
  15. If you want to use the ePayments function within TASBooks to pay this supplier > Supplier Bank Details > Use ePayments > choose Yes > enter the supplier’s bank account details.
  16. If you want to store any general documentation related to this supplier in their record > Documents tab > Add Document > Path > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  17. To save the supplier's record > Save.

To create a supplier group

  1. Purchase > Suppliers > Maintain Supplier Groups.
  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a supplier to a group:

  1. Purchase > Suppliers > Maintain Suppliers.
  2. Press F2 on your keyboard > select the relevant supplier.
  3. General Information tab > Analysis Options > select the group link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all suppliers you want to add to this group.

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