Creating and Editing Suppliers Tutorial

Overview#

Suppliers in BOS Professional includes all the people or organisations that provide goods or services to your business.

An unlimited number of suppliers can be added to the database.

💡These tutorials explain how to create supplier records and job positions.

How to Create a Supplier#

1. Navigate to Suppliers.
2. Set the date filter to No Date.
3. Click View (button) to display all the supplier records.
4. Use the Search bar to scan the database to ensure the supplier is not already on the list.
5. Click New (button) on the top row of buttons and complete the details on the popup form as follows:
   1. Company = Enter the trade or registered name of the company.
   2. Active = Check the checkbox to set the supplier's status to Active.
   3. Category = Select a category from the dropdown list.
   4. VAT No. = Enter the supplier's VAT registration number.
   5. Telephone = Enter the company's phone number.
   6. Postal Address = Enter the postal address in the block.
   7. Street Address = Enter the street address in the block.
6. Complete the other tabs as explained below.

Contacts (tab)#

1. Click Add Contact (button).
2. On the popup:
   1. Complete the contact's personal details.
   2. Click User Fields (tab) and provide any custom information.
   3. Click Notes (tab) and enter any information (optional).
   4. Click Save (button).
   5. Click Close (button).
3. Add any additional contact (e.g. the rep you deal with, the manager and the person handling accounts).

Accounting (tab)#

1. Contact = Select an accounts' contact person from the dropdown list.
   • Note: The dropdown list consists of all the contacts added to the Contacts tab.
2. Reg. No. = Enter the company's registration number.
3. Account No. (optional) = Enter an account number or click the ellipses on the right and confirm that you want to generate a number.
   • Note: Numbers are generated using the first three letters of the name followed by three numbers (NUM001).
4. Vendor No. (optional) = Enter the supplier's vendor number.
5. Credit Terms = The default Credit Terms assigned to new suppliers is filled in. Select different terms from the dropdown list if applicable.
6. Credit limit = Enter the credit limit that the supplier allows.
7. VAT Type = Select a VAT Type from the dropdown list. The field defaults to the Standard VAT Type.
8. VAT No. = Enter the supplier's VAT number in the block provided.
9. Currency = Select the supplier's currency from the dropdown list of all the currencies set up for the organisation.
10. Bank Detail = Provide the supplier's bank account to which payments must be made.
    • Bank = Enter the name of the bank.
    • Branch No = Enter the branch number.
    • Account No = Enter the supplier's account number.
    • SWIFT Code = Enter the bank's SWIFT code.
11. Supplier Payments > Discount (%) = Enter the amount of settlement discount you receive (e.g. 2 for 2%).
12. Warning (Displays in Supplier Transactions): Enter a warning that staff members see when they capture supplier transactions.

Attachments (tab)#

1. Click Add Attachment (button).
2. Complete the attachment's form – see Attachments Tutorial.

How to Edit Supplier Information#

1. Navigate to Suppliers.
2. Set any of the filters as required.
3. Click View (button).
4. Double-click the supplier on the list of suppliers.
5. Edit any of the fields as needed.
6. Click Save (button).

How to Create, Edit or Delete a Job Position#

1. Navigate to Job Positions: Main Menu > Suppliers > Suppliers List View > Menu (button) > Edit Positions.
2. Click New (button).
3. Complete the row that was opened as follows:
   1. Description = Enter a description of the position.
4. To edit a position, overtype any field.
5. To delete a position, click the final column to display an X. Click the X to delete the position.
6. Click Save (button).
7. Click Close (button).