Overview
This application is used to maintain supplier information. Supplier physical and postal addresses, BEE Information and supplier contacts are maintained in this application as well as other supplier master information, such as:
• Supplier basic details – name, status, group, class etc.
• Financial information
• BEE info (optional)
Supplier Maintenance can be configured to either function in a master-synchronization setup in a connected group of companies or locally on one site for a single company. Maintenance of supplier information and the creation of new supplier master files are subject to various client specific procedures and rules. The contact information and delivery locations are never synced as this information can differ from site to site.
Default values for most of the input fields are maintained in the Supplier Default Values Maintenance application.
Workflow can be activated for approvals of supplier information changes. When Workflow is active, the user amending or creating new supplier master files must have a valid responsibility assigned to his employee record with linked supervisor’s responsibility not equal to the GM Responsibility otherwise access is denied.
For security purposes and delegation of responsibilities, user access to the fields in the application is controlled by a supplier field access system table to separate basic information maintenance and bank / financial information maintenance between different users. Access on field level can be granted per profile by the system administrator, using profile maintenance application – Supplier Profile Rights right-click option.
Normal Access Levels apply: View, View/Edit, View/Edit/Create and Other (View/Edit/Create and Delete). Access >= 2 and access to the supplier name field is the only mandatory conditions for creating a new supplier for sites with inactive supplier synchronization.
Refer to the onsite system administrator for further details regarding which fields may be amended.
Function
When the application is opened, you will have the following options:
The 
button allows you to send an email to the supplier directly from the application:
Once you have completed the details, click on the 
button. The email will be sent as long as you have Microsoft Outlook open.
You can start creating a new supplier by entering the new supplier code or click on the 
button.
If parameters are set, the supplier code will automatically be generated using the supplier's first 3 letters as a prefix and the currency of the supplier as a suffix e.g. HEN001-ZAR. Only when a supplier with the same prefix already exists will the number change e.g. HEN002-ZAR.
Select required data from each picker or enter manually.
Click on the Financial tab or use the 
button.
Note: The Financial tab will only be visible when the user has access to one or more financial input fields.
Select required data from each picker or enter manually.
The bank available for selection will depend on the banks created using the Sundry Supplier Master Files application.
If you click on the 
button after entering the information on the first tab, the system will move on to the Addresses tab and request the physical and postal addresses to be entered.
Click on the Addresses tab or use the 
button. Complete the Addresses tab:
Click on the Product and Services tab or use the 
button. This tab is used to add preferred products or services for the selected supplier.
Click on the 
button to post the supplier details. If you continue to the Contact tab or use the 
button, you will receive the following confirmation message:
When on the Contact Info tab, click on the 
button to add contact info for the supplier.
Once you have completed the information, click on the 
button to save.
The BEE info tab is used to update information relating to BEE (applicable to South Africa only).
Click on the 
button to select the BEE info you wish to add:
Select the applicable tick boxes and click on the 
button to add:
This info can be amended or deleted as required. To import information, click on the 
button:
Select the years and click on the 
button.
Records will be imported from previous years as captured which means you won’t have to recapture the information.
The Attributes tab allows you to add dynamic attributes to suppliers:
The 
button allows you to edit the selected supplier. You cannot amend a supplier without uploading the relevant documentation into the DocVault. Only certain fields will be editable.
Only selected users have access rights to view all documentation uploaded using the 
button. A parameter exists which if enabled, will prevent other users from viewing documents that they have not uploaded. If this parameter is not enabled the process will continue as normal.