Supplier Details Tab

The first tab, the Supplier Details Tab, includes the Customer Code; Customer name; Customer Branches; Customer Regions; Hold-Status; Postal Address; Physical Address; Customer VAT Number and Statement type.

Contacts Tab

Under the Contacts Tab within the Supplier Master File, you will also be able to capture all the contacts relevant to that supplier.  You have the ability to capture an unlimited number of contacts per supplier.  In the event that the supplier also happens to be a customer of your business, you will be given the opportunity to setup the contacts once and simply link them across to the Customer Account.

Defaults Tab

Under the Defaults Tab you will be able to capture account defaults such as your Credit Terms with the supplier, the default currency, VAT Codes, as well as the lead time with regards to receiving stock from the supplier.

Invoicing Tab

Under the Invoicing Tab, you will be able to view the value of your outstanding orders are with the particular supplier as well as view the Supplier’s Price List (if it has been imported into Omni Accounts).  You will also be able to set up any Supplier requirements such as whether Supplier Reference Numbers are required and whether or not Back Orders are kept.  You will also be able to set up Overall Discounts as well as any settlement discounts if your Supplier has extended any such benefits to your business.  Lastly you will be able to classify the supplier into a Supplier Category.

Stock Tab

Under the Stock Tab, you will be able to view all the stock items provided by that Supplier to your company (on condition you have imported their price list into your system).  You will also be able to establish linkages between your Stock Codes and those of your Suppliers, in which case, both codes will be displayed on this screen.

Balances and Stats Tab

The Balances and Stats screen will offer you a Supplier Ageing Summary at a glance.  It will also allow you to view a summary of your purchases from that supplier by period, for however many Financial Years you have been processing on Omni Accounts.  You will also be able to see the last invoice date and the last payment date, as well as the outstanding balance owing to the supplier as well as any Credit Limits the Supplier has extended to you and their year to Date Turnover.

Statement Tab

The Statement Tab will allow you to view the suppliers current and outstanding transaction history.

Communications Tab

Is where all your communications with the Supplier will be logged.  Communications generated from within Omni Accounts such as Supplier Documents will automatically store in the Communications Module.  Verbal and Email Communications will need to be manually captured.  The tab will also display who instituted the Communication and who is responsible for following up that communication and when.

More Details Tab

In the event that you require further information fields per Supplier, you have access to five additional information fields which can be found on the More Details Tab in the Supplier Master File.  The field names can be specified in the Supplier Options and the relevant Supplier-Specific Data captured accordingly.  This data can be used to create meaningful reports to be drawn at a later stage.

Purchase Orders

Are documents that you can create and forward to your suppliers which acts as a formal order document.  The creation of a Purchase Order will update the ‘On Order’ field in the Stock Levels Field in the Stock Master File as well as the ‘Orders Outstanding’ Field in the Supplier Master File.   It will not adjust your Supplier Ageing.  Purchase Orders can then be used to generate Delivery Notes or Supplier Invoices.

Invoices

Can be used on their own or in conjunction with the Supplier Purchase Order and Supplier Delivery Notes Modules.  Supplier Delivery Notes are received from your suppliers once they have supplied you with goods and/or services.  Supplier Invoices will update your stock levels according to how you have configured your Supplier Options.

Delivery Notes

Also known as a Goods Received Note or Goods Received Vouchers are created upon receipt of stock from a supplier.  This module should ideally be used in conjunction with Supplier Purchase Orders.

If the system is configured to update stock levels at time of processing a Supplier Delivery Note, the delivery note will add ordered stock to the stock levels, but it will not adjust the Supplier’s Account.  If you are generating a Delivery Note from a Supplier Purchase Order, then the system will reduce the ‘On Order’ quantities of the stock at the same time.  If a Supplier Purchase Orders is not used, then the Delivery Note will only update the Stock Levels.  In both instances a Supplier will need to be processed once it arrives.

Credit Notes

Are created when you return faulty or incorrect goods completely or in part to your suppliers.  The generation of a Supplier Credit Note will debit your supplier account.

In the event that the returned goods have been invoiced or a Supplier Purchase Order was processed for them, then you may create the Supplier Credit Note from these documents.  The system will always adjust the supplier’s account and remove the items from the Stock Module when creating a Supplier Credit Note.

Print Supplier Statements

Enables you to print your supplier statements. It lists all the transactions per supplier with each supplier shown on a separate page. This is especially useful for keeping monthly hardcopies of your Supplier Transactions for your Supplier Records.  You are able to print the statements for all your suppliers or just those in a particular range/category.

Ledger Analysis Report

Will enable you to see the total amount for each transaction type per period.

Ageing – Summary Current or by Period

This report prints a current list of supplier accounts together with their outstanding amounts. It is a breakdown of the total value payable by you to your suppliers. It prints a total and also the aged amounts that make up this total. i.e. Split into current, 30, 60, 90 and 120 days. You are able to include your Future transactions in the report to assist with balancing.

Payments Schedule

This report is a suggested guideline of payments to be made to suppliers. It will only print amounts that are due for payment according to the credit terms which have been set-up for the supplier. The total is printed together with a breakdown of the amounts owing per period. This report is especially useful for cash-flow forecasting.

Remittance Advice

This report allows you to print a payment schedule detailing all the outstanding payments you need to make to your suppliers. You can attach this report to your payment to assist your supplier in reconciling their accounts.

Settlement Discounts Receivable

This report will detail all the Settlement Discounts receivable. A list of invoices will be printed showing the invoice amount, the settlement discount allowable on the invoice and the date by which the invoice must be paid to enjoy the discount.

Unallocated Suppler Invoices

This report will print a list of all your suppliers with unallocated invoices, i.e. invoices remain unpaid.

Allocated Supplier Invoices

This report will print a list of all supplier invoices for a user-defined period that have been fully paid/allocated.

Purchases Analysis

This is a list of all your purchases in a user definable period. By default the report will group non-stock and then stock items sorted according to their stock codes. The supplier name, quantity and value will print. You may select to print all of your purchases or alternatively, purchases of an individual stock item or category using your settings option. e.g. all nonfiction books purchased in this period.

List Supplier Transactions

This is a grid (spreadsheet) based report generated within Omni Accounts.  Functionality of a typical spreadsheet, that being, it offers you the ability to move columns around, resize columns, sort columns into alphabetical and ascending and descending order, add or remove columns and save up to 5 different layouts per grid.  It also allows you to build hierarchies of data as well as export your information to MS Excel.

Supplier’s Audit Trail

This report details all your current transactions in the suppliers’ module. It defaults to the current period but can be changed to a period of your choice. This report is a good one to keep for hardcopy and auditing purposes.

Detailed Supplier Ageing – Current or by Period

This is a detailed report of supplier accounts, their balances and the transactions that make up the balance for a specified time period. You are able to print historical reports using this option. The total balance is shown together with analysis of the ageing. i.e. the amounts that make up the current, 30, 60, 90 and 120 days. This is a useful report to use when reconciling your statements from your suppliers.

Outstanding Purchase Orders

This report lists all purchase orders, which still have items to deliver on them. It is grouped by the due date and purchase order number.

Purchases Price Exceptions ReportOrdered vs. Invoiced and Delivered vs. Invoiced

This report prints the line items from the purchase orders/ invoices that were ordered at a certain price but invoiced at a different price. It provides a check on items that were ordered at one price but were invoiced at a different price. This allows you to query these invoices with your suppliers.

Advanced Purchase Analysis Report

Is a report that can be generated with the Omni Accounts Advanced Data Analysis Module.  Both a pivot table allowing for multifaceted data interrogation as well as a graphical representation of the graph can be produced.