Add a new supplier

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For this example, the template used has been assigned the following:

  • validation of default values
  • default values in all mandatory fields, since you chose to validate default values
  • auto generation of default values on one panel, namely A/P additional data. This means that this panel will not be displayed when adding this new supplier, if all default values are correct
  • template security, restricting all other users in the system from using this template

Simplify entry
As the Business partner file holds a large amount of information for your supplier, you may not find it necessary to run through all panels for the template. This situation could occur if you are, for example:

  • adding a new supplier and want to temporarily interrupt this work, or
  • changing some information for an existing supplier

DC1 simplifies the entry or maintenance of data in this file via the Update and return or Return function keys.

Update and return Update the information on a panel and return to the initial panel from where you can exit the routine. Each panel holds unique information and is therefore given a unique name. In some cases, however, there are two or more panels with the same name. This function key with the description (Update and return) is displayed on all unique panels. In the event of a series of panels with the same name, it is displayed on the last panel in the series.
Return Return to the initial panel. All information entered/changed on any previous panel is updated. This function key is displayed on a panel where you mark a line for maintenance.

To enter a new supplier do as follows:

  1. Select the Work with business partners menu item.
  2. You access Work with business partners, Active. Click Select template to select the appropriate template to work with.
  3. You access Work with business partners, select template. Highlight the applicable template and click Select.
  4. Tip: If you connect this template to your user profile in Work with DC1 user profiles, the system automatically defaults this template here. Anytime you change the template in these routines, the system updates the template in Work with DC1 user profiles.

  5. You access Work with business partners. Click Add.
  6. You access the first panel for this template, namely Business partner file maintenance, Basic data. Complete the following fields:
  7. Number
    If the following has been set up, the supplier number is automatically generated:

    • The AUTOBPN (Auto gen business partner no) function is activated in the Function control file,
    • An extended number series for the business partner number generation has been set up in the Extended number series table,
    • The extended number series code has been entered in the Character value field in the Defaults and replacements table for the following group/level/key: AUTOGEN/NUMBER/BP_NUMBER.

    Otherwise, enter the number of the supplier you are adding to the file. This can be purely numerical, purely alphabetical or a combination of the two, (that is alphanumeric).

    Some fields already contain values. These are the default values you entered for the template. Since you chose to validate default values when setting up your defaults for this template, all mandatory data has already been defined.

    Tip: If the supplier’s number is difficult to remember, enter an Alias for this supplier. The alias can be entered in all Supplier number fields within DC1 to retrieve the supplier number.

    Complete all other relevant fields and click OK.

  8. You access the second panel for this template, namely Business partner file maintenance, Address file.
  9. The system automatically defaults one record, namely address number 1 which is the main address for the supplier.

    If the Purchase order address is different from the supplier’s main address you can add this address here.

    Note: You can use any number but 1 (reserved for main address) and 999 (reserved for manual address entry in maintenance routines).

    For this supplier the purchase order will not be sent to the main address, but to another address. Click Add to add this purchase order address.

  10. You access Business partner file maintenance, Address file where you enter the details.
  11. As previously mentioned, no default values can be set up on this panel. This is because every supplier will have unique address information. The following fields are mandatory:

    Address number
    Enter the address number for the address you are adding. When entering this number in a routine, this address will be retrieved. You cannot enter the following numbers:
    • 1, since it is created automatically when you add a new supplier.
    • 999, since it is reserved for manual address entry.
    Enter the name of the address.
    Enter the address on the four lines at your disposal. The first field on the fourth line is reserved for the postal code. The country code of this supplier determines if the postal code will be printed as shown on the panel, or if the two fields on line four will be switched around.
    This field is only displayed if the EU reporting function is activated. Enter the country code for the supplier at this address.

    The remaining fields in the middle section of the panel are used in the Freight routine and Transport preparation routine. See the Panel help for more information.

    The last two fields on the panel determine if this address is valid and can thereby be used as the:

    • Purchase order address: For this example, set this field to YES.
    • Payee address (if the recipient of the payment differs from the supplier). Note: This address is for informational purposes only and is not currently used in the system.

    After completing the relevant fields, you have the following options. You can:

    • Click Update to update this information and return to the initial panel where you can exit the routine.
    • Click Fnc list to select Country VAT number maintenance where you can maintain or add VAT registration number on country level.
    • Click Disp days to indicate on which days this supplier may make deliveries.
    • Click OK twice to update the information and then access the next panel for the template.

    For this example, click OK twice.

  12. You access Business partner file maintenance, Supplier file, where you enter DC1 Distribution-related supplier information. Again, the mandatory default values already exist in some fields.
  13. In step 7 above, you added a new address, i.e. purchase order address. It is on this panel where you connect the purchase order address number to this supplier.

    Note: The system automatically updates the statistical fields (starting with Number of orders YTD) on the bottom half of the panel when transactions occur for this supplier.

    Note: The Contacts function key on this panel gives you the possibility to assign a default contact for the role associated with the Supplier file panel, i.e. *BPPURCORD (supplier order contact). See About working with external contacts for detailed information about contacts and roles.

    Enter the applicable information and click OK to continue to the next panel for this template.

  14. Complete the relevant fields on the following remaining panels for the template:
    • A/P basic data
    • A/P additional data (since this template was assigned Auto generation for this panel, it will not be displayed if all default values are correct).
    • Bank data
    • A/P payment modes
    • Supplier quotation group info

    After clicking OK on the last panel for the template, you return to the initial panel of this routine. Click Back to exit the routine. This supplier can now be used in your daily work.

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