Detailed Supplier Features
General features
Memos and internal comments
All forms in ACCENTiS Enterprise contain a place to enter either internal comments or customer-visible memos. This allows your staff to enter any important information necessary to be recorded within the ACCENTiS system and not in their memories.
Automatic ABN validity check
ACCENTiS Enterprise uses the published Australian Business Number format specification to automatically verify the ABN value that is entered onto any supplier or invoice.
Suppliers
User-defined supplier codes
Supplier codes are entirely user-definable, which means you can either retain all of your existing codes or decide to move to a more flexible alpha-numeric coding scheme. Suppliers still have a Supplier Name, but with up to 12 letters or digits in the code, you can easily create a fast and efficient supplier coding scheme to quickly enter new Purchase Orders.
Change supplier codes without losing past history
ACCENTiS Enterprise uses a scheme called FlexiCode, enabling you to change a supplier’s code and still retain all references to that supplier. This is particularly useful when suppliers change their business or trading name.
Date-stamped memos per supplier
An unlimited number of date-stamped memos can be entered against any supplier, allowing you to record an entire history of your phone conversations or correspondence with a supplier. With a multi-user system, it is an invaluable tool that allows you to store information about suppliers’ accounts that might otherwise only be in the memory of your staff or as a sticky note in the file room.
Each supplier has their own GL account
By allocating a unique general ledger account for each supplier account, you are able to use the full power of the General Ledger subsystem to analyse and manage a supplier’s account as well as being able to use the Accounts Payable management functions.
Link to supplier’s web site
Every supplier has a web-site link which, when filled in, can instantly take you to the supplier’s web site. This is great when you want to quickly access online product catalogues or price lists.
Separate Business, Postal and Account payment addresses
Many suppliers have separate addresses for regular mail and accounts mail, so ACCENTiS Enterprise recognises this and allows entry of an Accounts payment address as well as a supplier’s regular postal and business addresses.
Flexible credit terms for suppliers
Credit terms for suppliers can specify Days from invoice date, Days from end of month, Months from invoice date or Months from end of month, allowing you to accurately reflect your supplier’s credit terms.
Contacts list with unlimited entries
All suppliers have their own list of contacts, which are linked to the central contacts system. You can specify an unlimited number of contacts for a supplier, including contacts that are already linked to other suppliers or records in the system.
Link electronic documents to a supplier
ACCENTiS Enterprise’s Integrated Document Management allows you to link electronic documents to a supplier’s file. Documents such as credit application forms or directors’ guarantees can be viewed instantly with a single mouse click.
Supplier Sales Analysis
Sales analyses can be performed for any supplier at any time. Every transaction performed upon a supplier is recorded with a date, a document code and a user ID. ACCENTiS can show you purchasing histories based on items, products, vendors, price groups, date ranges, volumes or any other criteria you like.
Customisable popup messages
Each supplier can contain a list of popup text for various functions that are performed for the supplier. For example, you can specify that the message “Always ask to speak to John Smith because he gives us the best discounts” is displayed each time a new purchase order is entered for a specific supplier.
Flexible statements of account
ACCENTiS Enterprise lets you print out a statement for a supplier, just as you would for a customer except that it shows you your account activity with your suppliers. This is a great way to check a supplier’s statement against your own record of activity if there is a problem. You can regenerate these statements for any past period you like at any time.
Support for inter-branch suppliers
You may buy goods internally within your own company from another branch, so ACCENTiS Enterprise provides an “Inter-branch” flag for suppliers to enable this. The facility ensures that costs from inter-branch suppliers are posted to separate accounts so that they can be omitted from financial reports or purchasing analysis as required.
Special administrator privileges
Supplier files can be edited subject to permissions, but sensitive information such as account information or supplier codes cannot be changed unless the user has administrator permissions for the suppliers form.
Email remittance notification flag
Each supplier has a flag that specified whether or not you want to email remittance notifications for this supplier. When you remit payments in bulk to multiple suppliers, you can specify that you want the remittance information automatically emailed to nominated suppliers.
Voluntary withholding percentage
For each supplier you can specify a voluntary withholding amount for supplier payments. If specified, then payments to this supplier will automatically deduct the required withholding amount and post it to the appropriate suspense account.
Automatic withholding
When you make a payment to a supplier whose ABN has not been specified, ACCENTiS will automatically withhold an amount from the payment as required by legislation. For any supplier, you can specify that withholding amounts are not to be subtracted from payments where an ABN is not quoted. This allows you to easily comply with the Australian Taxation Office’s withholding tax regulations.
Supplier’s account reference
ACCENTiS Enterprise allows your supplier’s account number for you as a customer. This is very handy to be able to quote on correspondence with your supplier to avoid errors, and some suppliers even require it.
Payment method defaults
Your default method and details of payment to a supplier can be recorded so that each time you make a payment to a supplier you don’t have to select the method by which you are remitting the payment. This can result in significant time savings for your staff.
Tax exemption status
A supplier can be granted a tax exempt status, automatically flagging that all purchases to that supplier should be exempt from GST unless specified otherwise.
Instant actions for supplier from menu
The Supplier management form has a convenient Action menu allowing you to instantly execute specified functions for the current supplier. You can create a Purchase Order, enter an Invoice or make a payment for the current supplier with a single mouse click
Prompt to add memo after edit
After a supplier record has been modified ACCENTiS will prompt you as to whether or not you would like to enter a memo describing the reason for your update. In large multi-user systems this is an invaluable way of letting other staff know why a supplier record was modified. Of course, entering a memo is optional.
Purchase Orders
Purchase order quotes
Without raising an actual purchase order, ACCENTiS allows you to enter all of the items that you need to purchase and then print or email quotes to multiple suppliers so that they can submit their prices. As a supplier or suppliers are selected, the purchase order quote can then be converted to a proper purchase order.
Up to 1000 lines supported with easy copy/paste/move
Purchase orders will support up to 1000 lines of items which can be copied, pasted or shuffled around as required.
Fully integrated to Job/Project costing
All purchase orders can be directly linked to a job or project, and you can even create and link a new job or project while in the middle of entering a new purchase order. Job cost centres are supported for purchases orders so that purchases can be targeted directly towards the correct cost centre for the job.
Purchasing officer associations
Every purchase order can be associated with a purchasing officer. This feature lets you keep track of orders per person and who has been responsible for issuing purchase requests.
Purchase order confirmation
Every purchase order can be flagged to indicate whether or not the order has been confirmed by your supplier. System settings allow you to determine whether or not an unconfirmed order puts the stock “on order” within the system
Purchase order approvals
An optional two step approvals process enables purchases orders to be flagged to indicate whether or not the order has been approved by an administrator, allowing ordinary users to issue purchase order requests but only administrators to approve them. Attempts to print an unapproved order will result in a warning.
Of course, this process is entirely optional and your system can be set up to automatically approve all orders.
Over credit-limit warning
A warning is issued to the user if they attempt to update a Purchase Order that will exceed the current credit-limit available with the specified supplier.
Over credit terms warning
Users are alerted to the fact that you are over your supplier’s credit terms when processing a purchase order for them.
Order confirmation flag
The purchase order form contains an “Order confirmed” flag which allows you to produce reports showing which purchase orders have not been confirmed by the supplier. This is very useful when you fax or email purchase orders to suppliers and want confirmation that they received and processed the order.
Add multiple items simultaneously
The purchase order form allows you to select multiple items from a list and add them all at once order.
Units of measure
All Items can be ordered as single units or as units comprising a specified quantity of single units, such as a carton. When the purchase order lines are received, the correct quantity of items is automatically added to your inventory. You can specify the name and per-quantity for all of your units and they can be specified on a per-supplier basis where different suppliers ship and sell in different units of measure.
Auto populate units from prior orders (with option)
When entering Purchase orders or Supplier invoices, ACCENTiS Enterprise will automatically populate the Units pulldown list with all of the different units of measure that have previously been used on that item for that supplier. This is particularly useful with units of measure involving different board/sheet sizes or item lengths/packs or palettes.
Date-stamped memos
An unlimited number of date-stamped memos can be entered against a Purchase Order, which can be very important when recording the progress or status of the order. This is particularly important when multiple users may be involved with the one process and ensures that important information is not just left to the memory of your staff.
Purchase items directly to a job
This important feature allows you to specify that some or all of the lines on your purchase order are to be allocated directly to the expenses of a job or project. This can also apply to stock items, so instead of having to receive into stock and then allocate to a job, it can be done automatically for you.
Allocate lines to different jobs on the same purchase order
When purchasing goods from a supplier, you often purchase in respect of several current jobs or projects. ACCENTiS Enterprise lets you specify a different job for each line on your purchase order so that you only need to issues one purchase order to your supplier – that saves time and confusion.
Supplier’s part codes
Purchase orders not only display your own part codes, but also the supplier’s part codes of the items. This is great news for your suppliers and will result in more accurate processing of your order and hopefully and more accurate supply of goods.
Scheduled deliveries
ACCENTiS Enterprise allows you to specify multiple, scheduled deliveries of goods. For each line on your order, you can specify a list of dates with an associated scheduled delivery quantity. Perfect for goods with a long lead time, this feature lets you plan your purchases well in advance with your suppliers.
Warning on items not sold by supplier
When processing a purchase order, a warning is issued to the user if any of the items ordered are not usually sold by the selected supplier. This is a good way to prompt a double-check of supplier’s codes and prices before sending off the purchase request.
Version number tracking
All purchase orders are tracked with a version number which is updated each time you change the order. This is particularly useful when items are added to an order and you want to confirm with your supplier that they have the latest version.
Warning if ordering below minimum
If you order an item for a supplier that is below the specified minimum order quantity for that supplier, a warning will be issued alerting you of this. Only a purchase-order administrator can update such a purchase order, preventing inadvertent ordering of incorrect quantities which may incur cost penalties from the supplier.
Purchase order can be duplicated
Line totals can be changed to calculate backwards
Receives and returns to suppliers
Goods can be received without requiring the invoice
One of the most restricting features of most systems is that you cannot receive goods without an invoice, an in practice this is rarely going to be the case. However, without receiving the goods, your stocks will not be up-to-date. ACCENTiS Enterprise has solved this problem once and for all by developing a system that allows receive of goods at any time, with or without the accompanying invoice. When the invoice is finally processes, and price changes are retrospectively applied to the goods received.
Multiple, partial receives allowed
ACCENTiS Enterprise will allow multiple, partial receives for a single purchase order line and automatically record the remaining items as being on back order.
Same cost returns
When you returns goods to your supplier, you can specify the original Receive number on which the goods were received. This ensures that the returned goods are taken back out of stock at the same price as they were originally received.
Single-click to receive all goods
With a single mouse click, all backordered goods can be added to a receive from a supplier.
Warning on unusual cost fluctuations
ACCENTiS Enterprise can be configured to automatically alert the user if goods are being received at a price that is not within a specified percentage of their last purchase price. This is innovative and reliable method of ensuring that goods are not inadvertently received into your stocks at incorrect prices.
Instant view of invoices
When viewing a goods Receive record on the screen, a single mouse click will display a list of all invoices that have been issued for the received goods; another click, and you can instantly display the Supplier invoice form for one of those invoices.
User-defined comments
The supplier returns form allows you to enter your own user-defined comments, allowing you the opportunity to accurately describe the reason for the return for your supplier’s information.
Supplier invoices & credits
Manual supplier invoices
Supplier invoices can be created without requiring a purchase order, which is great for processing sundry purchases or for entering nonstock purchases from receipts such as fuel or tea-room supplies.
Automatic Due Date calculation
When Supplier Invoices are entered, the Due Date for the invoice is calculated automatically from the invoice date and the supplier’s credit terms.
Single-click duplicate invoice
With a single mouse click, an entire invoice can be duplicated and can then be edited as required to form a brand new invoice entry.
Suspend payments for an invoice
An invoice can be entered but flagged as “not to be paid”, enabling you to prevent accidental payment of a disputed voucher until the problem has been resolved.
Over-invoice warning
If an invoice is entered for an item that has already been invoiced, ACCENTiS Enterprise will issue a warning letting you know. This will eliminate over-invoicing of items whether it is a fault of the supplier, or a data entry error. You can set the permissions up so that only administrative users can update such an invoice.
Duplicate invoice number warning
ACCENTiS Enterprise will warn the user if they attempt to enter a supplier’s invoice that has the same invoice number as another invoice for the same supplier already in the system. This is a great method of preventing multiple entry of the same invoice into your system.
Calculation ex-tax prices from totals
When you receive an invoice that only has tax-inclusive totals on it, ACCENTiS Enterprise allows you to enter the tax inclusive total and it will work backwards and fill in the tax and the ex-tax total amounts for you – no need to get out the calculator ever again!. Of course, you can still enter the ex-tax amount if it is available to automatically arrive at the tax-inclusive total.
Partial invoicing
ACCENTiS Enterprise supports partial invoicing from your supplier, and you can enter as many (partial) invoices as you like for a single delivery in cases where a supplier invoices you over a number of periods.
Instant view of payments for an invoice
When viewing a supplier invoice on the screen, a single mouse click will display a list of all payments that have been made for that invoice; another click, and you can instantly display the payment form for one of those payments
Payments
Flexible payment allocations – partial payments
You have the option of allocating a payment amount to any number of outstanding supplier invoices. You can allocate a lesser amount to any invoice than is outstanding, and you can create a payment that does not allocate the full amount to invoices (allowing a credit to be taken up on a future invoice).
Automatic allocation to invoices
When paying your suppliers, the Payment form can automatically apply the allocated amount to any outstanding invoice in order of oldest invoice first.
Manual payments direct to G/L accounts
ACCENTiS Enterprise provides a method of making payments and allocating the amounts directly to General Ledger accounts. This is perfect for making payments where no supplier is involved such as bank transfers or reimbursements.
Recurring payments
Flag any Payment as a recurring payment and it can automatically recur each defined period without having to re-enter the information.
Prepayments
Supplier prepayments may be made and linked to the purchase order to which they relate. Upon invoicing, the prepayment can be automatically applied.
Withholding amounts automatically processed
When payments are made to suppliers, any amounts that are required to be held (either voluntarily or because an ABN has not been provided) are done so automatically and allocated to a nominated withholding General Ledger account. This ensures that your taxation obligations are met without the need for manual intervention.
Computer printed cheques
The payments system supports computer-printing of cheques and allows you to specify the starting cheque number for your print run. With the click of a button, you can have your cheques generated, printed and the cheque number allocated to your payments.
Bulk electronic payments made easy
The payments system supports bulk electronic funds transfer from a nominated bank account to multiple supplier accounts. With the click of a button, you can have your payments generated electronically ready for transfer to your bank in a standard ABA file format.
Automatic email of remittance advice to suppliers
After payments have been made to your suppliers, you can elect to automatically advise all suppliers of the payments that were made and which invoices they were allocated to. This eliminates the need to fax remittance advice to your suppliers and significantly reduces the time and cost of your payments processing
Single-click duplicate payment
With a single mouse click, an entire payment can be duplicated and can then be edited as required to form a brand payment entry.
Request to email remittance after updating payment
Once a payment has been processed, ACCENTiS Enterprise will ask whether or not you would like the remittance information emailed to the supplier. This will only happen where you have indicated that the supplier prefers email notification of remittance.
Non Admin limit option for purchase orders. Order under that limit can be edited by anyone with permission even if they are approved. Quantities above the set limit will require admin approval.
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