The process of working with supplier information in your database includes everything from setting up a new template and default, thereby simplifying the procedure, to deleting obsolete suppliers, adding new ones and creating business partner structures.
You enter all information for both suppliers and customers in one file, which DC1 calls the Business partner file. This file is shared by all the applications in the DC1 Portfolio. The panels and/or fields to complete depend on the applications you are using. A single business partner can be both a supplier and customer if required.
Note: Although the Business partner file is used for both supplier and customer entry, this document and the related topics describe the process for suppliers. See About working with customers for instructions on customer entry.
You must define basic information for every supplier. You can then add additional information for use in, for example:
- purchase order processing
- purchase analysis
- A/P supplier accounting
For suppliers, the Business partner file can be used to store details of all your creditors including trade suppliers, suppliers of consumable goods or services and even employees if you wish to process their expense claims or petty cost reimbursements through your A/P ledger.
Typical A/P details that you may want to keep include:
- A/P group which will determine the creditors control account to which the supplier belongs
- payment terms being the normal trade terms that your supplier allows you, including any settlement discount that may be taken
- which currency acts as the default transaction currency and the primary currency of the supplier’s account
- attestor who is the person normally responsible for authorising the supplier’s invoices
- default expense pseudo accounts, being the usual G/L accounts where the supplier’s invoices are charged
- payment mode which is the preferred method by which the supplier is paid
Before entering data
Prior to entering data, all user-defined values must be set up in tables, again shared by all DC1 applications. This allows you to determine the table contents against which all the supplier details are validated. There are useful windows and enquiries to assist you in this task.
Simplify entry
The Business partner file is comprised of a number of panels. Some panels are for suppliers only, some are for customers only and some are common for both. As a result of this you can both simplify and customise the entry of data by using the Template and Default functions.
What is a template?
A template is the identity you give to the set of panels you most frequently use in the sequence you specify. Templates are used when you both add a new customer/supplier and maintain an existing.
You must define at least one template that contains all the panels necessary when adding new suppliers and customers. This template can consist of both supplier and customer panels, since the system will automatically omit the panels not needed.
By using the right template you will not have to enter the same information repeatedly for a number of similar suppliers and customers.
What is a default?
A default is the identity you give to all panels where you have pre-defined default values. Defaults are used when you add a new supplier/customer. You can optionally protect default values, meaning you cannot change these values when adding new suppliers and/or customers. You then connect the default to the template.
Tip: If you need to change one specific field (for example Area) for a number of existing suppliers, you can create a template containing only the relevant panel. You then set the Attribute to NO for all fields, except Area, on this panel. When you maintain a supplier(s) using this template the system will position you to this field.
Protect the template
You also have the possibility to restrict other users from using a template, since the Business partner file may contain, for example, sensitive payment information. In DC1 it is called Template security. This means that a user must be granted access to the template to be able to maintain or make enquiries into the Business partner file using a secured template. For the security to work the following must be done:
- The Work with business partner templates and Work with business partner defaults routines must be protected by SECUR. This is to ensure that unauthorised users cannot change the template to being not secured.
- The Work with business partner template security routine must also be protected by SECUR. This is to ensure that unauthorised users cannot grant themselves access to the Business partner file template and default maintenance.
For a more detailed description about Template security see Restrict the use of a supplier template.
Enquiries and printouts
- Business partner file enquiry
- All table enquiries for the table related fields
- Business partner file list
- All table printouts for the table related fields
Related topics
- Set up a new template and default for a supplier
- Automatically generate field values for your suppliers
- Restrict the use of a supplier template
- Add a new supplier
- Add a supplier by copying an existing
- Print a supplier list
- Delete a supplier
- Create a business partner structure for your suppliers
- About working with customers