Supplier record - details

A unique reference code for the supplier. It can include letters or numbers or both, for example SMITH01, but can't be changed after you save the record.

Your suppliers are listed in the Suppliers window and are sorted in order by this code. Numbers appear before letters in the list, so Account Supplier 123ABC would appear higher on the list than Account Supplier ABC123.

You can use the drop-down list to select a different supplier based on their account code.

Tip: When using numeric codes make sure you use leading zeros in the number. This keeps the code sorted in the correct order.

The supplier's trading name, and can be up to 60 characters of text. The name is used in reports and documents you may want to print and send to your supplier such as purchase invoices.

Use the Street1, Street2, Town, County and Post Code lines to enter your supplier’s address.

You can enter up to 60 characters per line. The address is used in documents you may want to print and send to your supplier such as invoices and letters.

Tip: You can change the labels used for the address lines. To do this, choose Settings > Company Preferences then click the Labels tab.

This setting is important as it is used to validate VAT numbers recorded in your software, which vary between countries. It is also used for Intrastat reporting, which you need to do if you trade goods within the EU.

The suggested country is based on your regional settings in Windows. Use the drop-down list to choose the country where the supplier is based.

You can enter the VAT Registration number for this supplier, using up to a maximum of thirty characters in the correct format, which your software checks. Different countries use different VAT number formats.

If the supplier is VAT registered and you enter a VAT Registration number that does not match the format for the country you chose in the Country drop-down list, a warning message appears. In this situation you should check the number and the country code.

The person responsible for the account.

The person you would contact if you had a query about an order. This is the person who is actually working with the goods, rather than the person who took the order.

The number you expect to use most often when contacting this supplier.

You can call this number using the button to the right of this box if you have set up the Windows Phone Dialer and are connected to a modem. When you start the call any text you enter in the box is ignored, but you must enter the area code before the main number, for example 0191 2553000.

Sometimes you need to pause the dialling sequence. Enter a comma in the number wherever you need a pause, for example 0191, 2553000. If you have to dial a number to connect to an outside line remember to include this in the number, for example 9, 0191, 2553000.

An alternative contact number, perhaps a mobile number or a direct line to your contact.

Record a fax or telex number, which can be up to 30 characters.

Use this entry box to record the supplier's main email address.

You can email the supplier using the button to the right of the box provided you are using Microsoft Outlook and that Email 1 entry has a valid email address for the supplier.

When you click the button a blank email with this address appears ready for you to draft.

As per Email 1, use this box to record an alternative email address for the supplier; for example the email address for the Despatch Department or Accounts Department at the supplier sites.

Again, as per Email 1, use this entry box to record an alternative email address for the supplier; for example the email address for the Despatch Department or Accounts Department at the supplier sites.

Select this check box if you want to email remittance notes to the supplier.

If you select this check box, you must enter an email address to be able to save and close the record.