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Supplier Record - Defaults

You can use the Defaults tab to set up information that is common to all records, saving you time when you create individual records.

To access this information, open Suppliers > double-click the record you want to work with > Defaults tab.

Details Defaults Credit Control Purchases Orders Graphs Activity Bank Communications Memo

Custom FieldsOpen this section

Analysis 1,2,3

You can use the analysis options to record information of interest about your supplier, this information can then be picked up when you use the Search facility or when generating reports. You may want to search by geographical information such as region, or the purchase representative that deals with the supplier.

Analysis 1, 2 and 3 labels are set up in the Configuration Editor, you can amend these to suit your needs.

Enter up to 30 characters into each box.

Pricing and DiscountingOpen this section

Discount %
(Accounts Professional only)

The discount awarded to you every time you order goods or services from this supplier. When you create a purchase order from the supplier this discount appears on the purchase order - at which point it can be adjusted.

No conditions need apply for this discount to be given; it applies to all order and invoice items you enter, for example, if you enter 2.00, then every order or invoice raised with this supplier is discounted by 2%.

Miscellaneous DefaultsOpen this section

Default Nominal Code

This is the nominal account you expect to use most often to post the net value of any purchase transactions when dealing with the supplier.

When you record an invoice or purchase order this nominal code appears but it can be changed at that point. The code also appears but when you record a credit note for the supplier.

From the drop-down list, choose the nominal code you want to use for net purchases.

The code suggested for use when creating a supplier record is based on your Supplier Defaults. You can amend this in Settings > Supplier Defaults.
Use Default Nominal Code for Purchases

Accounts Professional only

If you want to use a single default nominal code for all purchases, select this check box.
Default Tax Code

From the drop-down list choose the tax code and rate you expect to apply to purchase transactions when dealing with this supplier.

When you record an invoice or purchase order the tax code is used to calculate the amount of VAT due for each item bought. At that point the tax code can be changed.

From the drop-down list, choose the tax code.

The code that automatically appears is taken from Defaults.

Use Default Tax Code for Purchases
Accounts Professional only

If you want to use the default tax code for purchase, select this check box.

Note for Republic of Ireland: If you have activated Foreign Trader, this check box is selected by default and not amendable, IF:

  • The supplier record has an associated foreign currency, AND
  • The supplier record has an associated VAT number, AND
  • The supplier's default tax code is an EC Purchases code T7 or T8 by default.

Currency
Accounts Professional only

The currency to use when recording transactions for the account.

Tip: The currencies in this list are set up using Settings > Currencies.

When you record an invoice or purchase order the currency is used to calculate the amounts due based on the exchange rate.

Once transactions have been recorded on the supplier's record, the currency can't be changed.

Note: If the Regional Settings in the Microsoft® Control Panel for your PC are set to English (Ireland), the default currency setting is set to euro.

Department

From the drop-down list choose the department you expect to associate with purchase transactions when dealing with this supplier.

Departments are useful when you want to monitor the performance of different areas of your business as the purchase activities can then be viewed by department.

When you record invoices or purchase orders for this supplier this department appears but you can change it at that point.

The department that automatically appears is taken from your Supplier Defaults.
Reporting Password

The password you want to use to protect any PDF documents you generate and send to this supplier. This helps prevent unauthorised people opening confidential information.

The secure PDF document is generated using Report Designer, which is supplied with your software.

To protect such documents enter the password you want to use - this can be between six and thirty one characters. Then set up security options for the document in Report Designer. See your Report Designer help for more information.

Charity\Non-Profit DefaultsOpen this section

Default Fund

The fund associated with this supplier if you have enabled Charity and Non-Profit options.

You can use this to track expenditure made to this supplier as part of the fund you are managing. When you record an invoice or purchase order the default fund appears that it can be changed at that point.

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