Suppliers

This screen allows you to create and maintain Suppliers in Ostendo.  

 

List Tab

 

Display fields

 

The displayed fields are taken from the Supplier information entered into the ‘Detail’ tab.   The selection of which fields to display is at the user’s discretion.   To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.   On the displayed panel you can:

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Click on the ‘Show field’ checkbox to display the field

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Amend the column heading by changing the content of ‘Display Label’

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Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’.

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Click the ‘Save’ Button when done.

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

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To sort the data in a selected column simply click on the column heading.  Clicking against will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

 

Include Inactive Status - If this is checked then the displayed list will include those Suppliers whose status is ‘Inactive’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Suppliers screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Item.

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Supplier from this table

 

Related: This will bring up a list of functions that are related to the Supplier.  You may open and maintain information in those screens whilst still remaining in the Supplier screen.

 

Reports: This will bring up a list of Reports that are related to the Supplier.  You can immediately run the report whilst still remaining in the Supplier screen.

 

 

Detail Tab

 

Entry and Display fields

 

Supplier Name: This is mandatory entry and is only allowed during an Add transaction to enter the name of the Supplier.  Duplicate Supplier Names are not allowed

You should be aware that, in Ostendo, the apostrophe (‘) is not allowed in ‘Key’ fields.  If the  Supplier Name contains an apostrophe (for example O'Brien) and it is keyed in then Ostendo will replace it with a ‘backwards’ apostrophe (found on your keyboard to the left of the number 1 key).

 

Supplier Printout Name: This is the name that will print out on your Purchase Order and allows you to enter a name (Example; Their Trading Name) rather than the above Supplier Name.  If you leave this field blank then it will automatically be filled with the Supplier Name when you save the record.

 

Postal Address: Enter the following information that applies to the Postal Address of the Supplier.  No checks are made and these fields can be amended at any time.

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Address: Three lines are available for entry of the postal address of the site. 

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City: Enter the Town or City where this Supplier is located.

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State: Enter the State where this Supplier is located.

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Code: Enter the Postcode or ZIP Code where this Supplier is located.

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Country: Enter the Country where this Supplier is located.

 

Same as Postal Address: If this is ‘checked’ then the fields for the Physical Address cannot be updated directly.  These are updated with the same data that you enter into the Postal Address fields

 

Physical Address: Enter the following information that applies to the physical Address of the Supplier.  No checks are made and these fields can be amended at any time.

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Address: Three lines are available for entry of the postal address of the site. 

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City: Enter the Town or City where this Supplier is located.

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State: Enter the State where this Supplier is located.

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Code: Enter the Postcode or ZIP Code where this Supplier is located.

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Country: Enter the Country where this Supplier is located.

 

Contact Details: Enter the following contact information that relates to the Supplier.  Separate detailed information can be entered for multiple contacts.  No checks are made and these fields can be amended at any time.

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Phone: Enter the Telephone Number of the Supplier

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Website: Enter the Internet web address of the Supplier

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Fax: Enter the Facsimile Number of the Supplier

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Email: Enter the main email address of the Supplier

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Mobile: Enter the Mobile Telephone Number of the Supplier

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Primary Contact: from the drop-down list select the Primary Contact from the list of contacts against this Supplier.  To create a Contact you can click on the icon to the right of this field or click on the ‘Related’ button and select Supplier Contacts’.

 

General Settings Tab

 

Billing Supplier: If payments are made to a Supplier Name other than the above Supplier then ‘check’ this checkbox.  This will activate the next field.

 

(Billing Supplier): If the above checkbox is ‘checked’ then, from the drop-down list select the Billing Supplier.

 

Status: From the drop-down list select the Status of this Supplier.  The options are:

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Active

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Inactive

A Supplier with a Status of Inactive will not be shown on the drop-down list when creating a Purchase Order.

 

Supplier Type: This is prefilled with the default Supplier Type as entered into the Supplier Type maintenance screen.  You may amend this Type by clicking on the drop-down icon and selecting an alternative Supplier Type.  Supplier Types can be maintained by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Supplier Types’.

 

Supplier Region: From the drop-down list select the region that covers this Supplier.  You may maintain Supplier Regions by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Supplier Regions’.

 

Supplier Code: From the drop-down list select the Code linked to this Supplier.  You may maintain Supplier Codes by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Supplier Codes’.

 

Shipping Method: From the drop-down list select the normal Shipping Method that this Supplier uses.  You may maintain Shipping Methods by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Supplier Shipping Methods’.

 

Buyer: From the drop-down list select the Buyer that is normally related to this Supplier.  You may maintain Buyers by selecting General>Employees and identifying the Employee as a ‘Buyer’

 

Terms: From the drop-down list select the Credit Terms that apply to this Supplier.  You may maintain Credit Terms by selecting File>Financial Configuration>Credit Terms

 

Tax Group: From the drop-down list select the Tax Group that applies to this Supplier.  The Tax Group of this Supplier combined with the Tax Group of the Item or Descriptor being purchased defines the rate of Tax that applies.  You may maintain Tax Group by selecting File>Financial Configuration>Tax Groups

 

Foreign Currency: If you using multi Currency in Ostendo then ‘check’ this checkbox.  If you are not using multi-currency then Ostendo will assume the Regional Settings of your Computer.

 

Currency Code: This will be activated if the previous field is ‘checked’.  In this instance select the Supplier’s Currency from the drop-down list.  Currencies are maintained via File>Financial Configuration>Currency Codes

 

Suppler is a Sub-Contractor: Tick this box if this supplier is also a sub-contractor.

 

 

Payment Settings Tab

 

Bank Account Name: Enter the Bank Account Name of this Supplier.  This will be used when making Payments to this Supplier

 

Bank Account Number: Enter the full number of the Supplier’s Bank Account.  This will be used when making Payments to this Supplier

 

Company Number: Enter a number for this Company.  No checks are made on this entry.

 

Outputs Tab

 

Purchase Email Address: If you email the Purchase Order to an email address other than the Contact Details Address entered above then enter that address here.  This will take preference over the Supplier's base email address

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Supplier (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

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Text: Any data format can be entered in a Text field

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Decimal: Allows entry of numbers and decimals

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Integer: Allows entry of whole numbers only

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Currency: Shows Currency symbol and decimals as defined in Regional Settings

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Yes/No: Shows a checkbox which can be checked/unchecked

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Date: Contains a drop-down calendar for selection of a date

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Time: Displays format HH:MM:SS for entry of a time of day

 

Notes: Two types of Notes are available:

General Notes: You can enter unlimited amount of Notes that are related to this Supplier.  These notes will be available wherever the Supplier is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Mobility Notes: This is similar to General Notes.

 

This is to provide you the flexibility to specify which set of notes (General or Mobility) will be displayed as part of Supplier information on the mobility device.

 

Messages: You can enter a message here that will appear whenever this Supplier is used in the following areas

Supplier: Message will be displayed in the Operations Centre for this Supplier.

Order: Message will appear at the top of the Order Lines screen

Invoice: Message will appear at the top of the Invoice Lines screen

 

Buttons

 

Close: This will close the Supplier screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank screen for entry of a new Supplier record

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Supplier.  You may open and maintain information in those screens whilst still remaining in the Supplier screen.

 

Reports: This will bring up a list of Reports that are related to the Supplier.  You can immediately run the report whilst still remaining in the Supplier screen.