How to create suppliers

Centralize vendor details

Before getting started

In order to create a supplier, your User Access Group needs to have Full Access to the Suppliers transaction type. 

The following are required to create suppliers and need to be defined beforehand:

• Supplier Type
• Default Currency
• Default Tax Code

Navigate to Master Files > Supplier and click on the New Supplierbutton.

Create supplier

1. The main supplier form is organized into distinct sections:
   1. Details  
   2. Location & Tax Settings
   3. Payment Terms
   4. Others
   5. Note
2. Define the general Details about this supplier. Fields with an asterisk are required by the system.  
   
   

   Field	Description
   Supplier Code *	Enter a unique code to represent this supplier. This field accepts text, numbers, and alpha-numeric characters.
   Supplier Name *	Enter the supplier's name
   Master Supplier	This is the payee for this supplier. This defaults to the supplier when the form is saved. If the payee is different, assign the supplier code/name for that company.
   Supplier Type *	Assign the Supplier Type.  This drives how transactions are posted and reported throughout the platform.  This might default to a specific value based on your agency setting. Override the default value if needed.
   Supplier Account No.	If available, enter the account number assigned by the supplier to your agency. This number displays on payment remittance advices generated from the Accountability platform.
   Company Number	Enter the supplier's Company Number. This is usually the government tax registration number for the supplier.  This number displays on Tax Reports for invoices assigned to this supplier.
   Employee	Accountability automatically creates a payable Supplier record when an employee creates an expense claim. The Employee code is automatically linked to the Supplier record.  If you are creating Employees from your HR system through our open API, you should also create a corresponding supplier record and link it to the employee, using this field.
   Client	If this Supplier record will be used for client refunds, link the Client code/name here.
   Active	All new Supplier records default to Active. Uncheck this box to deactivate a supplier.
   Date of Birth	If this Supplier represents an individual and government regulations in your country requires it, enter the Date of Birth here.  This is required for Talent Reporting.

    

3. Define the supplier's Location & Tax Settings  
   

   Field	Description
   Default Office	This defaults to the office of the user creating the Supplier record.  If this supplier is shared by multiple offices and you do not want it to default to a specific office, leave this blank.
   Country of Domicile	This is the country under whose laws a company is organized or incorporated and required on tax reports in India and the Netherlands.  This defaults to the country assigned to the Office, if available. If it's not assigned, select from the list of countries. This is used for tax reporting in the system, i.e. Tax Accrual Basis report.
   Restrict to Country	To restrict this supplier to offices within a specific country, select the Country. Learn more here.
   Default Currency	This is automatically populated based on the currency of the Default Office. Override it as needed. All transactions for this supplier will be assigned the default currency, unless overridden.
   State of Domicile	This is the state under whose laws a company is organized or incorporated and required on tax report in India and the Netherlands.  The list of states are defined using Custom Data. Contact your Accountability Administrator.
   Default Tax Code	This is automatically populated based on the Tax Code on the Default Office. Override it as needed. All POs and Invoices created for this supplier will be assigned this default tax code unless overridden.
   Tax %	This defaults based on the Default Tax Code. Override as needed.  POs and invoices for this supplier will be assigned this tax rate unless overridden.
   Tax ID No.	Enter the Tax ID of the supplier organization or the individual.
   Create 1099?	Check this box if payments for this supplier need to be included in your 1099 tax reporting.
   Default WHT	If transactions for this supplier are subject to withholding tax, select a default WHT code to use. This can be overridden at the transaction level.
   Default HSN Code	The Harmonized System of Nomenclature (HSN) is an internationally accepted method of naming, classifying and identifying products. HSN codes are used to classify goods or services to calculate GST (Goods and Service Tax) in India.  Select from the list of HSN Codes.

4. Define Payment Terms

   Field	Description
   Default Payment Type	All payments created for this supplier will default to this payment type, e.g. ACH. This can be overridden at the transaction level.
   Payment Terms	Capture the standard payment terms for this supplier by specifying the number of Days or Months from the date type selected in the From option.  Invoice Date Invoice Added Date EOM Invoice Date EOM Invoice Added DateDefine Payment Terms

5. The Other section of the form includes all of the custom fields defined by your agency, in addition to the following:
   
   

   Field	Description
   Default Task Type	Select the default Supplier Task Type on POs or invoices for this supplier. This can be overridden at the transaction level.
   Default GL Account	Select the default GL Account to use on non-billable POs or invoices for this supplier.  This can be overridden at the transaction level.

    

6.   After filling out all the required fields, click Save. 

Supplier Settings

Navigate to the Settings menu to define the following:

Contact Details 

Banking Details

Diversity Classifications 

Use this section to define the minority ownership classification of the supplier. 

• Diversity Classification - Choose from a list of business entity Diversity classifications based on the country of the Supplier.   
• Diversity Sub Classification - If you chose  Minority-Owned as the Diversity Classification for the supplier, you can optionally choose a specific category

• Supplier questionnaires include an area for suppliers to enter the name of the organization that they have a certification from as well as the Certificate validity date, i.e. expiration date. Use the following fields to capture these details:
  • Certification Organization 
  • Certification Valid Until

Business Classification 

In addition to the minority ownership of the supplier, you can also define the size of the business.  The list of options below is filtered based on the Country of Domicile assigned to the supplier.