Suppliers Set Up

1. Introduction

Suppliers reference file manifests throughout AusFleet.

It is a mandatory reference file if any type of suppliers are be to managed in AusFleet e.g. fuel, servicing, inventory, tolls, renewals.

Suppliers are used to create inventory purchase orders, external R&M jobs, manage tolls and fuel transactions and more.

Many of the fields available are for reference purposes only but contact details are used on purchase orders and other fields are explained below.

There are three Supplier reference files and of these "Supplier Details" is the most commonly used.

The others are primarily required only for specific interfaces to financial systems and are initially configured by AusFleet Technical Support when the interface is deployed.

2. Why is a supplier not appearing in a menu?

Assuming the Supplier has been entered in the Supplier reference file, this is caused by one of two things.

First, locate the Supplier in More>>Reference Files>>Suppliers

1. Check the "Services" flags in the Supplier's details:

•Each supplier must be flagged to indicate the services they supply

•These flags control which menus each Supplier appears in

•Make sure the supplier is flagged as an Inventory supplier

2. Check the "Suppressed" flag is not ticked against the Supplier name.

•Suppressing a reference means it is no longer available for selection

•If it is incorrectly ticked, click Edit and remove the flag

3. "Supplier Details" Reference Files

More>>Reference Files>>Suppliers

Click to add a new supplier and enter required details in the window below.

Suppler Details Window

4. "Supplier Payment Types" Reference File

This is used to populate the "Banking Details" tab (above)

•It is used where a customised financial interface is used

•It relates to the payment methods allowed by the supplier

5. "Supplier Payment Terms" Reference File

This option will only be available if a customised financial interface requires it.

•If available, the terms can be selected in Supplier Details (see above)

•"EOM rule" determines the invoice due date for repair and maintenance transactions. If ticked, the invoice due date is set to the end of the month.

6. Parameters

There are no Supplier parameters

End of Chapter