Suppliers Account

Filters and Buttons

Filter	Type	Description
Supplier Code	Text	Enter or lookup the supplier code you want to see
View	Button	Click to create a new record. Suppliers / Account "Status" defaults to 'Active'

Column One

Field	Type	Description
Status	List Box	Active or Inactive
Supplier Type	Drop List	Set the "Supplier Type" to limit supplier selections in various system screens. Go to the Lookup with Supplier Type page for a summary of these supplier filters. Options: 'Broker' (added to Quotes / Finance "Broker" field), 'Card Services' (Fuel or Toll suppliers linked to Card records), 'Dealership' (vehicle suppliers for Quotes / Vehicle "Preferred Dealer"), 'Financier' (Quotes / Finance "Financier" field), 'Insurer' (Comprehensive Insurers for Quotes / Contract "Insurer" field), 'Rental' (used in Bookings module), 'Roadside' (Quotes / Lease Roadside Assistance profile), 'Salary Packaging' (Employees / Item "Supplier Type" field)
Preferred Supplier	Check Box	Report only field
Account	Text	Information purposes only. For example - an external account code
Credit Limit	Num	Supplier credit limit
BSB Number	Num	Store the supplier's BSB number here. To generate an ABA file for vehicle payments, go to the Payments (ABA) page for details. To generate an ABA file for salary packaging disbursements, go to the Disbursements (ABA) page
Bank Account Number	Num	Store the supplier's bank account number here. To generate an ABA file for vehicle payments, go to the Payments (ABA) page for details. To generate an ABA file for salary packaging disbursements, go to the Disbursements (ABA) page
Bank Account Suffix	Num	This field is visible if you are operating in New Zealand, otherwise the field is hidden. The field can be blank but an entered value can only be 2 or 3 numbers. Your system's country is identified using the entry in gb_controls
BPAY Biller Code	Num	Store the supplier's BPAY biller here. Use this in Reg or CTP Renewals batches
Payee	Drop List	This field is currently set as display only and will be blank for most records. It is only used for creating data that is used in the salary packaging Disbursements (ABA) file. An entry for 'Driver' is populated into the Driver Reimbursements supplier record for descriptive purposes. Access to this field can be role restricted. This field can be renamed
Pay Method	Drop List	This field is currently set as display only and will be blank for most records. This field is only used for creating data that is used in the salary packaging Disbursements (ABA) file. Access to this field can be role restricted. This field can be renamed
ABA Format Type	Drop List	'Supplier' is the default setting. For vehicle contract payments in the Payments (ABA) file: Leave as 'Supplier' to populate the Contracts / Payments "Supplier Ref" into the 'Lodgement Reference' field. Choose 'Payment Reference' to make separate payments to subsidiary bank accounts (St George finance payments only). For packaged contract payments in the Disbursements (ABA) file: Leave as 'Supplier' to group payments for one supplier into one record. Use this for items such as Packaging Fees. For all other field combinations, a separate record is created in the Disbursements (ABA) file for each transaction
RCTI	Check Box	Recipient Created Tax Invoice. Used to record suppliers where an RCTI agreement is in place
Pay Terms	List	A list of Payment Terms for the Supplier. Note: Audit history prior to June 2021 will display under the field name 'paymentterm' which was formerly a free text field. It has since been converted to a list. To add new "Pay Terms" use the Import Table Data feature on the table 'fm_supplier_payment_terms'
Pay Due	Text	Payment due day. Can be used to populate the Contracts / Finance tab "Finance Due Day"
Due Days	Text	Due Days
Payment Delivery Type	List	Choose 'Email' if you want to send an email advice to your supplier and 'Post' if you do not. This setting is only applied to payments posted from the Payments / Periodic screen
Fleet Labour Rate	Num	Hourly agreed labour rate. If a new Franchise is created, this value is populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if "Non-Standard Labour Rates" is unchecked. This field name can be relabelled
Fleet Labour Date	Date	Date of rate agreement. If a new Franchise is created, this value is populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if "Non-Standard Labour Rates" is unchecked. This field name can be relabelled
Retail Labour Rate	Num	Hourly agreed Retail labour rate. If a new Franchise is created, this value is populated into new Franchise record. Updating this value will copy into the matching fields in Franchise Details tab if "Non-Standard Labour Rates" is unchecked. This field name can be relabelled
Retail Labour Discount	Num	This (read-only) discount rate is only calculated if both Fleet Labour Rate and Retail Labour Rate are populated. If a new Franchise is created, this value is populated into new Franchise record. This field name can be relabelled
Parts Discount	Num	Displayed on Approvals
Sundries Cost	Num	Displayed on Approvals
Oil Price / Ltr	Num	Displayed on Approvals
Procurement Fee	Num	If an amount is entered here, the Quotes / Vehicle "Procurement" amount will use this as the default value if this supplier is the "Preferred Dealer". If this field is zero, then the Quotes / Vehicle "Procurement" amount will look to gb_controls for the default value

Column Two

Field	Type	Description
Contact	Text	Account contact person's name
Phone	Num	Account contact person's phone number
Email	Text	Enter the account contact person's email address here. This can be used as the recipient of the Payments / Periodic Remittance Advice. See Payments Setup for more details. Multiple email addresses can be entered by adding a semicolon (;) to separate each email address. Leave no spaces in-between. The email addresses are validated. Go to the Email Address Validations page for more details
Disc. Days/Date	Text	Discount days. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Disc. Prompt Pay	%	Disc. Prompt Pay. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Disc. Volume	%	Disc. Volume. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Tax ID	Text	Tax ID. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Tax Code	List Box	Example: GST. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Tax Code Freight	List Box	Example: GST. Discount and tax codes are not used by the system but can be stored here for information purposes. Typically these fields are used by your financial system (for example: MYOB, Xero, etc)
Agent	Search	To link a Broker record to a Financier, add it here
Interface Type	List Box	Select the interface that should be linked to this supplier. Leave it blank if there is no interface. Options: finance, angle, bmwdfe, boqef, eric (not used yet), maclease_partner, motorone
GL Code	Text	If you want to redirect Finance and Insurance Payment transactions to supplier-specific GL accounts, enter their GL account in this field. This code is not used for any other payment types other than Finance and Insurance. Go to GL Code for more details
Disclose Transactions	Check Box	Use this check box to hide transactions for this supplier from external users in the Contracts / Maintenance tab. This check box works in conjunction with other settings, so visit the Disclose Running Costs page for all of the settings you need to apply. This field can be renamed. Access to this field can be role restricted
Insurance Broker Fee	Num	When populated the Insurance Broker Fee will be added to the Insurance Premium calculations
COC Template	Drop List	Select the appropriate template to use to email a Certificate of Currency to a driver
PL Export Flag	Check Box	Flag to control if PL transactions for this supplier is exported into an external accounting system (for example: Greentree)
Allow Duplicate Reference	Check Box	This field is unchecked by default, and records with duplicate references or invoice numbers cannot be saved for this supplier. Check this field if you want to allow records with duplicate references and invoice numbers to be saved for this supplier. Go to the Allow Duplicate Reference page for full details of this feature

Action Buttons

Button	Description
View	Click to view the selected record
Edit	Click to edit the selected record
Save	When you have finished editing the record, click to save
Cancel	Cancel if you do not want to save your current edits

Field Entry

Fleet Labour Rate cannot be greater than Retail Labour Rate - When you enter and tab out of "Fleet Labour Rate" or "Retail Labour Rate", the two field values are checked. "Retail Labour Rate" must be equal or higher than "Fleet Labour Rate". Modify the amounts in these fields to conform to this rule.

Save Validations

Validation	Message
New Zealand bank account suffix	Bank Account Suffix must be 2 or 3 numeric characters
Email validation	Failed to update Supplier due to following. Validation error(s): Email - {email} can not be matches against dot-atom format. The field "Email" does not support the Multiple Email Address function. Update the "Email" to contain only one email address
Email format	Failed to update Supplier due to following. Validation error(s): Email - The input is not a valid email address. Use the basic format local-part@hostname
Email validation	Invalid email address(es)! The email does not pass the required Email Address Validations. Check and update the email address

Useful Queries

Screen Aliases

SELECT * FROM gb_screen_aliases WHERE module = 'fm' AND page = 'suppliers' AND sub_page = 'account';

Role Restrictions

SELECT r.name AS role, rr.* FROM gb_roles AS r LEFT JOIN gb_role_restrictions AS rr ON rr.role_id = r.role_id WHERE module = 'fm' AND page = 'suppliers' AND sub_page = 'account' ORDER BY r.role_id;

Suppliers Account GL Code

If a GL Code is entered here, the supplier's purchase ledger transaction will be directed to this code instead of the standard code specified in the Contract Type.

This feature only works for Finance and Insurance payments (see Payments Setup). All other payments (such as Maintenance, Registration or CTP) still refer to the posting maps in Contract Types.

Tip: Before you can enter a code into this field, it needs to be set-up in GL Codes / Details.

Suppliers Detail

Filters and Buttons

Filter	Type	Description
Supplier Code	Text	Enter the supplier code you want to select. Use the lookup to search for a supplier by "Supplier Code", "Name", "ABN" or "Type". If the Suppliers / Detail "ABN" is shown with an alias, then the alias is also shown here as one of the lookup selections
View	Button	Click to create a new record. Suppliers / Detail "Status" defaults to 'Active'

Column One

Field	Type	Description
Supplier ID	Number	Unique id used to identify the supplier allocated by the system
Supplier Code	Text (10)	Unique code used to identify the supplier. User determined and can be edited after creation as a Supplier id is stored within the database. Must not be blank or constructed entirely from spaces
Name	Text	Supplier name
Address 1	Text	Address 1
Area	Text (50)	Enter the suppliers physical address Suburb or Town
Country	Drop List	Select your supplier's physical address country from the list. This will select your country by default. Example: if your setting is 'AUS', Australia will be used to populate this field
ABN	Text	Enter the Supplier's ABN or NZBN here. This field can be renamed
Contact	Text	Contact person's name
Mobile	Text	Supplier mobile number
Phone	Text	Supplier phone number
Fax	Text	Supplier facsimile number
Email	Text	Enter the supplier's email address here. Multiple email addresses can be entered by adding a semicolon (;) to separate each email address. Leave no spaces in-between. The email addresses are validated. Go to the Email Address Validations page for more details. If the supplier is a Financier or Insurer that is being paid using the "Payments" module, their email address will be needed to email their Remittance Advice. See Payments Setup and Fleet / Payments / Periodic for more details
Web Site	Text	Supplier web site address. Clickable hyperlink
External Code	Text (18)	Holds a "Salesforce ID" if you are interfacing with Salesforce CRM software. May be used as a reference to other systems, for example: 1Link

Column Two

Field	Type	Description
Channel Code	Text	Enter a channel code or use the lookup to find it. If you are a Channel Accounts role, this field will be read only and your channel code will populate automatically
Supplier Group	Text (10)	Enter or search for the Group Code that this supplier belongs to, if any. You need to set-up the Supplier Group record first in the Supplier Groups > Contact screen. Once selected, the Group Code and Group Supplier Name will be displayed
Notes	Text	Free text field to record notes about suppliers

Action Buttons

Button	Description
View	Click to view the selected record
Edit	Click to edit the selected record
Save	When you have finished editing the record, click to save
Cancel	Cancel if you do not want to save your current edits

Save Validations

Validation	Message
Email validation	Failed to update Supplier due to following. Validation error(s): Email - {email} can not be matches against dot-atom format. The field "Email" does not support the Multiple Email Address function. Update the "Email" to contain only one email address
Email format	Failed to update Supplier due to following. Validation error(s): Email - The input is not a valid email address. Use the basic format local-part@hostname
Duplicate supplier code	Supplier code already exist! You cannot create a new record that contains a duplicate supplier code. Enter a different code, then Create