How to add a Supplier in RetailEasy on-cloud?
Intro on Supplier : The Suppliers screen is used for creating the list of suppliers (also known as distributors) or manufacturers from whom you purchase items. A supplier is a person or business that provides a product or service to another entity. The role of a supplier in a business is to provide high-quality products from a manufacturer at a good price to a distributor or retailer for resale.
Use of supplier:Suppliers have a hugely important role at every stage of the product lifecycle. From sourcing raw materials to helping ramp up production, and to finding better options for raw materials as the market starts becoming saturated, companies need to work closely with their suppliers to get the best out of their products.
Steps to add a Supplier
Step 1 : Go To Master -> Supplier -> supplier
Step 2 : Click Add Supplier.
* Name - Specify the Supplier Name or Name of the company who supplies the items. This name will be displayed on all the inward screens.
* Short Name - Specify a shortened name of the supplier,if any.
* Currency - In case of Foreign suppliers, the currency in which the transactions are done between your company and the supplier can be selected. The Exchange rate of the currency can be provided while making the purchase and the Final price payable will be calculated based on that.
* Purchase Formula - Certain suppliers will provide you goods which is inclusive of all taxes, while certain other suppliers will deliver goods where tax will be calculated separately. In order to organize this properly, Truepos allows to map a Gst_tax_inclusive or Gst_tax_exclusive formula for your suppliers, so that once the formula is mapped, the GST tax will be calculated based on the formula. Ex : If Gst_incl formula is mapped, then all the items in invoices will be calculated as GST tax inclusive irrespective of item being tax exclusive.
* Purchase Type - To specify if the purchase which takes place with the supplier is always local/interstate/ international/ consignment.
-> If the supplier is in your local state region, select Local for the purchase type.
-> If the supplier is in another state, select Interstate for the purchase type.
-> If you follow consignment business with the supplier, select Consignment for the purchase type
-> If the supplier is overseas or a foreign country, select International for the purchase type
* Price mode - Select any one of the following to indicate pricing (Purchase, Selling and MRP) of the items will be set for stocks purchased from the supplier.
-> Latest Price - to automatically apply the prices of the recently received stocks.
-> Price List - to apply only the prices defined in the Price List upload or Supplier Vs Items screen.
* Purchase mode - Select a Purchase Mode from the list.
-> Price List - to apply only the prices defined in the Price List upload or Supplier Vs Items screen.
* Purchase mode - Select a Purchase Mode from the list.
-> Credit - If you purchase the items from this supplier and make the payments later, like at the end of the month.
-> Cash - If you purchase the items from this supplier and make the payments at the same time you purchase via cash
-> Consignment - Consignment is a business arrangement in which a business, also referred to as a consignee, agrees to pay a seller, or consignor, for merchandise after the item sells. Consignment businesses are typically retail stores that specialize in a particular type of consumer product. The business accepts items for sale and agrees to pay the seller a percentage of the proceeds if and when the goods do sell.
-> Cash - If you purchase the items from this supplier and make the payments at the same time you purchase via cash
-> Consignment - Consignment is a business arrangement in which a business, also referred to as a consignee, agrees to pay a seller, or consignor, for merchandise after the item sells. Consignment businesses are typically retail stores that specialize in a particular type of consumer product. The business accepts items for sale and agrees to pay the seller a percentage of the proceeds if and when the goods do sell.
* If the Purchase Mode is 'Credit', specify the following:
- Credit Limit - specify the maximum amount that you can borrow goods from the Supplier.
- Credit Balance - specify the pending credit payment or debit payment with the Supplier.
- Credit Period (in Days) - specify the number of days within which you will pay against your payable to the Supplier.
* Branch - To which branch the supplier supplies the Goods.
-> If it is set as Global, then the supplier is said to supply for all the branches of the company.
-> If it is set to a particular branch, then the supplier is restricted to supply only to that particular branch.
Note: Once the supplier is mapped as Global, it cannot be edited and changed to a single branch.
* Cheque prepare name - In the
Cheque Prepare Name, Specify the Account Payee name of the Supplier for cheque payments.
* Status - Leave the Status as 'Active' to use the supplier in purchase. If you want to delete the supplier, the status can be set as "Inactive".
* GST Type - Select the GST type if the supplier is Regular/ composite/ unregistered. This will play a major role while filing GST returns.
Refer the link GST Types to know more about different types of GST types in detail.
* Mail Type- Select the mail type from the drop down as None, Inline html, SAP, EDI and CSV.
* Mail Type- Select the mail type from the drop down as None, Inline html, SAP, EDI and CSV.
*Supplier Group- Select the supplier group name which is updated in the supplier group master.
*MRP Round Off Applicable-When the total cost of a liquor bottle (including purchase price, taxes, and other charges) reaches a certain limit, a 10% turnover tax is applied.
Select Yes or No from the drop down according to your need.
Under the contacts Tab, the suppliers contact details can be filled out. Truepos supports providing multiple contact information for your suppliers. Fill out the below details.
Contact Id - Enter the contact id
Branch Code- Enter the branch code.
Name - Enter the Supplier name.
Stock ERP code- Enter the Stock ERP code of the supplier.
Address1- Enter the Address 1 of the supplier.
Address2- Enter the Address 2 of the supplier
Address3- Enter the Address 3 of the supplier.
Area- Enter Area name.
State- Enter State name.
City-Enter City name.
Country- Enter Country name of the supplier.
Postal Code- Enter pincode of the suppier.
Phone, and Email.- Enter the Phone no and mail id of the supplier.
Mobile- Enter the mobile number of the supplier.
Tax area, Tax reg no- Provide the Tax Area name and Tax reg no of the supplier company.A Tax Registration Number (TRN) is issued by revenue when you register for tax as a sole trader,trust, partnership or company.
GST No - Provide the GST no of the supplier. Truepos will take the address automatically, if the GST no is provided. GST no is mandatorily to be provided for filing GST returns.
CST No- CST is a tax on interstate sales (i.e., when goods are sold from one Indian state to another).It was applicable before GST came into effect (prior to July 1, 2017).
PAN No - Provide the PAN no of the supplier. PAN Card is important for taxpayers as it is necessary for all financial transactions and is used to track the inflow and outflow of your money. It is important when paying income tax, receiving tax refunds, and receiving communication from the Income Tax Department.
Aadhar No - Aadhar no act as a unique identity as per Govt rule, everybody should possess aadhar card.
BRN No - Business Registration Number (BRN) Home Business Registration Number (BRN) It enables the organisation to have a special identity for their business. Regulation authorities receive all the details of business activities online and enable registration through an easy process.
State code - According to GST norms, State should be mapped mandatory for the supplier. Based on the state mapped, GST will be calculated.
Note : CGST and SGST will be calculated if Supplier state and billing branch state is same. IGST will be calculated if supplier state and billing branch state is different.
If required, click + Add New Contact and add different delivery location or branches of the Supplier.
* Remarks - Enter any remarks if you want to specify about the supplier just for record purpose
*Item Return Days- Enter in how many days the item should be returned bought from the supplier.
*ERP Code- An ERP (Enterprise Resource Planning) system assigns a unique code to each supplier, often referred to as a vendor code or supplier ID.Enter the ERP code of the supplier.
* Customer Reference Id - Enter the Customer Reference id if you want to specify about the supplier.
* Customer Reference Id - Enter the Customer Reference id if you want to specify about the supplier.
When this configuration is enabled, only the items that are mapped to the selected supplier (as per the Supplier vs Item screen) will be displayed during transactions.
2. Auto Load Discount from Supplier Mapping
In the Supplier vs Item screen, the discount configured for each item under a specific supplier will be automatically applied during inward transactions involving that supplier and item.
In the Supplier vs Item screen, the discount configured for each item under a specific supplier will be automatically applied during inward transactions involving that supplier and item.
3. Show All Suppliers in PO
If this configuration is enabled, all supplier names will be visible in the Purchase Order (PO) screen when selecting from the list of values (LOV).
If this configuration is enabled, all supplier names will be visible in the Purchase Order (PO) screen when selecting from the list of values (LOV).
4. PR to Other Suppliers
Enable this configuration when you are performing a Purchase Return (PR) without using a bill number. It also allows returning items that were originally purchased from different suppliers.
For more info, refer the help doc https://help.true-pos.com/Purchase-return.html#Purchase_Return_without_using_Bill_no
For more info, refer the help doc https://help.true-pos.com/Purchase-return.html#Purchase_Return_without_using_Bill_no
5. Enable Multiple Addresses for Customer and Supplier
With this configuration enabled, you can add multiple addresses for both customers and suppliers. This can be done under the Contact Details tab in the Customer Master and Supplier Master using the +Add New Contact option.
With this configuration enabled, you can add multiple addresses for both customers and suppliers. This can be done under the Contact Details tab in the Customer Master and Supplier Master using the +Add New Contact option.
1) How to edit a supplier ?
By using Edit button in Supplier master screen you can search & click Edit button against the Supplier and update the required details.
2) How to enable hidden fields to provide more details of the supplier ?
Certain fields will not be available by default. If you require the hidden fields, you can enable it via Master configuration. Refer the link Master configuration on the process.
3) When I am creating the supplier I am trying to choose the purchase type as " Interstate " but the interstate option is not showing ? Why ?
Answer -- Kindly check the " Enable Interstate Purchase " configuration enabled. If not navigate to Tools --> Configuration --> Business configuration and check the Purchase type against the supplier in supplier master and you are able to select the purchase type as "Interstate".
4) How to delete a supplier?
In TruePOS, you cannot delete a supplier. However, you can mark the supplier as Inactive.
To do this, click the Edit button for the supplier, select Inactive from the Status dropdown, and then click Update.
In TruePOS, you cannot delete a supplier. However, you can mark the supplier as Inactive.
To do this, click the Edit button for the supplier, select Inactive from the Status dropdown, and then click Update.
5) Is there any option to find Inactive Supplier list in TruePOS?
Ans: Yes, In View dropdown you can select Inactive to view the Inactive suppliers.
6) How to identify if a supplier was created through Item Master Migration?
Ans:If a supplier is created automatically during the Item Master Migration process, a separate Supplier Master audit entry may not be available.
How to verify:
- Check the supplier creation date in the Supplier Master.
- Verify the Audit Report for Item Master Migration on the same date.
- If the migration audit entry matches the supplier creation date and time, the supplier was created through Item Master Migration
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