Supplier modules

Suppliers

• Description
• Functionality
• Related topics
• Technical documentation

Description

Functionality

• Input window
• List window
• Selection window
• Change supplier settings with Wizzard
• Option window

Input window

This module is used to maintain supplier data. You can select a supplier by entering the supplier number in the Number field and confirm with RETURN.

Suppliers (creditors) are identified via the menu item 'Partner'-'Suppliers' or the supplier symbol is called up. To create a new business partner, click on 'New' in the opened list. The Supplier window opens, in which you can now enter the relevant data. To edit an existing business partner, double click on the corresponding entry in the supplier list. The fields in the editing windows are confirmed with the 'Tab' key. At the end all new entries are saved by clicking on 'OK'. However, before creating a new vendor, you should first check whether a company entry for this business partner may already exist in the partner administration. If this is the case, you only need to add the role 'Vendor' to the existing data record.

The number range is determined internally and can be easily set up and managed via the counter. However, the number ranges of customers and vendors must not be identical and must not overlap.

Fields marked with "italics" represent data directly from the company. If something is changed in one of these fields, the change is applied to all roles and the company itself. All this data can also be maintained directly in the company input window.

In the Article tab, all articles are displayed that have once passed through this supplier.

Description of the columns in the list:

The first column shows the article in the line. This is followed by the order number of this part from the selected supplier.

Price: This is the price negotiated in a supply agreement with this supplier, which has become or will become valid from the date below. This price is only displayed in green for actual supply agreements , for movements that have been made via a supplier with whom no supply agreement has been made, this priceis grey.
The price is also greyed out if the supplier does not have their own price on their supplier agreement (price type: no value). In this case, the currently valid price is taken from the order item master record.

Movements in the list are displayed completely in grey/black and are therefore immediately distinguishable from delivery agreements!

Last price: Here the last price of the ordered article with date at this supplier is indicated.

Display mode

The display mode at the bottom of the window is a filter for whether only supplier agreements or all movement data should be displayed in the list. Movement data is saved for each supplier who has supplied this part once. Via the order mask, this movement can be converted into a supplier agreement at the touch of a button.

Menu

Menu item	Description
Edit	-
: Partner Type	In this menu you can decide whether the supplier displayed is a company or a person.
: Communication	-
: : Insert	-
: : : Street address	Insert street address
: : : P.O. Box address	Insert letterbox address
: : : Telephone	Insert phone number
: : : Mobile phone	Insert mobile phone number
: : : Fax	Inserting a fax number
: : : E-mail	Insert email address
: : : WWW address	Insert website address
: : Edit	Edit selected communication object
: : Remove	Remove selected communication object
: : Contact	Contact selected communication object
: : Print	Printout of the supplier's data
: : Representation	-
: : : Detailed	Display communication data in the detailed view
: : : List	Display communication data in the list view
: : Validity	Set validity
Notes	Create/edit notes
: Operations	Supplier transactions
: Create activity document	-
: : Note	Creating an activity document for an ink note
: : Letter	Generate transaction document for a letter
: : Fax	Creating a transaction document for a fax
: : Email	-
: : : Writing	Generate transaction document for an email
: : : Import from Outlook	Import process document for an email from Outlook
: : Phone call	Creating an activity document for a telephone call
: : Meeting	Generate activity document for a meeting
Close	Close window
Finances	-
: Accounts	-
: : Open positions
: : Fibu account balances
: Bank details	-
: : Insert	Insert bank details
: : Edit	Edit bank details
: : Remove	Remove bank details
: Conditions	-
: : Insert	-
: : : Single condition	Insert single condition
: : : Condition group	Insert condition group
: : : Text module	Insert text module
: : Create	-
: : : Discount	Create cash discount condition
: : : Payment plan	Create payment plan condition
: : : discount	Create discount condition
: : : Packing	Create packing condition
: : : Freight	Create freight condition
: : : Delivery condition	Create delivery condition
: : : Shipping method	Create shipping type condition
: : : Warranty	Create warranty condition
: : : Delivery time	Create delivery time condition
: : : Commitment period	Create binding period condition
: : : Text module	Create text module
: : Remove	Remove conditions
: : Display invalid	Show or hide invalid condition
Company	-
: Affiliated companies	Associated companies of the company
: Contact person	Contact person of the company
Order article	-
: Edit order item	Opens the edit mask of the order item of the selected supplier agreement
: Supplier agreement	-
: : Insert	Opens the selection mask of the order items. A supplier agreement is created for the order article selected here.
: : Remove	Deletes the selected supplier agreement
: : Edit	The selected supplier agreements are transferred to the list window of supplier agreements. From here they can be exported to Excel, for example, in order to maintain them more quickly or have them maintained by the supplier.
: : Price change	Opens the purchase price increase window and inserts the selected agreements there.
Display documents	Show vouchers
: Create order request	-
: : Price	The selected order items are requested from the supplier with regard to prices. A request with the corresponding items is generated.
: : Proof of origin	The selected order items are requested from the supplier regarding their origin. For this purpose, a request with the corresponding items is generated.
: : Both	The selected order items are requested from the supplier with regard to price and origin. A request with the corresponding items is generated.
Search	-
: Specific search terms	-
: : General	Newly created search terms are generally valid
: : Roller-bound	Newly created search terms are role-bound
: Search terms	Several search terms can be assigned to the supplier. The supplier can be found in the lists under each of these search terms.
: : Insert	Insert search term
: : Remove	Remove search term
search	Call up list window

Toolbar

Symbol	Description
	Create new supplier
	Save changes
	Printout of the supplier's data
Supplier is a person
	Edit person
Supplier is a company
	Edit company
	Contact person of the company
	Associated companies of the company
general
	Create/edit notes
	Operations of the indicated supplier
	Send email to the supplier shown
	Generate transaction document
	Order item role of the selected item
	Operations of the selected item
	Set validity
	Manage roles
	Call up the supplier's document settings
	Display stock movements
	Show stock level
	Display disposition movements
	Show logistics account
	Show parts usage
	Show associations

Fields

Field	Description
Master data
: Master data	-
: : Number	Supplier number
: : Search terms	Designations that lead to the current data record when searching for suppliers.
: : Company * / Person *	Name of the company / person. This is a mandatory field!
: : Creditor	Specification of the supplier who is to receive the payment (e.g. in the case of factoring). A payee different from the orderer can be specified for each order, a creditor specified here in the master data is automatically transferred when a new order is created
: Communication	Street and / or P.O. box addresses, as well as telecommunication data of the company
: Bank details	List of bank details. In automatic payment transactions, the first bank is always drawn; this can be changed in the payment proposal list
: : Cost allocation	Information on possible charges for payment transactions. This information is used as a default and can be changed in the payment proposal list
Conditions
: Conditions	List of conditions
: Check conditions at order confirmation	If this checkbox is set in the supplier, the order confirmation of an order from this supplier will contain a note that it must be checked whether the confirmed conditions of the supplier must be contradicted.
: General information
Is creditor of
Order article
: Standard procurement data	-
:: Order quantity	Suppliers have the same order quantity for all or most parts, this can be entered here. To simplify the creation of a new supplier agreement, the field serves as a default value.
:: Procurement time	Recording the regular delivery time of the supplier. In order to simplify the creation of new supplier agreements, this field is used as a default value.
: Article data	-
: : Order no.	Search field to search for the order number of a part or to mark it in the list
:: Article No.	Search field to search for the article number of a part or to mark it in the list
: : List	In the display mode "Only specific item data", all supplier agreements are displayed in this list. Double-click on an object to open it in the supplier agreement input window. To create a new supplier agreement, click on the "Insert" button and select an order item. The empty input mask for the supplier agreement opens. The object is created after saving. It is also possible to drag an order item into the list to create a new supplier agreement. The display mode "All movement monitors" shows all movement data of this supplier. To create a supplier agreement from movement data (shown in grey), double-click on the data to open it in the supplier agreement window and then save it to create the object. Supplier agreements can be deleted by pressing the "Remove" button.
Additional data
: Other	-
: : Customer number	Represents the own customer number at the supplier. If there are several clients, the number is saved depending on the client around the vendor account of the supplier. This means that the supplier's number can only be maintained and displayed for the logged on client.
: : Approval identification	Possibility to classify a supplier in terms of approval or certification, e.g. according to ISO 9001
: : Order copies	Specification of the number of order copies for printing orders. If no value is specified here, 1 is preset
: : Order block	If this indicator is set, no more purchase orders can be created with this supplier
: : Dunning block	If this indicator is set, no reminders are automatically sent to the supplier (e.g. goods receipt, deadline saving or order confirmations).
: : Payment lock	If this indicator is set, a payment block is immediately assigned during a payment run in ClassiX financial accounting
: : Goods receipt block	If this indicator is set, it is no longer possible to post a goods receipt from this supplier
: : Terminsicherungssperre	If this indicator is set, this supplier is not taken into account in the dunning run for deadline protection
: : Order confirmation dunning block	If this indicator is set, this vendor is not included in the dunning run for order confirmations.
: : Language	Language (data field from partner)
: : Currency	Currency (data field from partner). Is used e.g. for incoming payments
: : Payment method	Setting the default payment method to pay incoming invoices. For example, you can set here that incoming invoices are normally paid by bank transfer, by direct debit order (standing order), or similar. A payment proposal can be selected according to the value set here.
: : Tax type	Indication of whether tax is levied on residents/nationals, etc.. Used to determine the tax rate. The correct allocation of all suppliers can be carried out here
: : Tax no.	Tax number (data field from partner)
: : : VAT Id.No.	Sales tax identification number (see here)
: : Warning	Warning or information text that is automatically displayed when an order is created and this supplier is selected
: : Minimum order value	Recording of a minimum order value, e.g. if a supplier only ships the goods free of shipping costs when the order value exceeds a certain level. When an order is entered, the value of the order is checked against this value
: : Price list valid from	Scenario: A supplier sets new prices at the beginning of the year. However, you do not want to enter them all. Enter the current key date of the supplier price list here. If a new price is entered in a supplier agreement with this supplier, the system takes this date rather than the current date for defining the validity. The reference date can be entered with a "?" question mark in the year. The year number of the validity date depends on the current month number - If this is smaller than that in the key date, the previous year is used. - If this is greater than that in the key date, the current year is used.
: : Supplier type	Assignment to classification key Supplier type (SUPPLIER_TYPES) to classify the supplier
: : Purchasing areas	Assignment to one or more purchasing areas (classification term purchasing area: PURCHASING_GROUPS). You can set a main area via the context menu of the list, i.e. if the system searches for a purchasing area via the supplier, this is always taken.
: : Fibu account	Specification of the reconciliation account in the financial accounting. Those reconciliation accounts are offered for selection that were either marked as "asset account" or with "balance swap". This assignment to financial accounting can only be maintained if the balance in the open item account is zero. An entry in this field is required if corresponding reconciliation accounts have been entered in the system.
Contact person
: Contact person	List of contact persons of the company
ER-release / calculation scheme
Release rule (incoming invoices)	Overwrites the client's standard settings regarding the release rules for incoming invoices with regard to the value deviation, if only one checkbox is set. In this way, special rules can be set up for suppliers, for example, if a supplier delivers steel and whose prices may be subject to greater fluctuations due to constantly changing steel prices.
: Calculation scheme	List of the calculation schemes recorded for the import of commercial goods
Documents
: Structure tree	Using the structure tree on the left side, subfolders or subnodes( ) can be created. Associations (document references, parts, part roles, partner roles, etc.) can be moved within the structure via drag & drop and thus structured. In addition, it is possible to navigate via the structure tree to display the associations of the folder in the right-hand list. (Currently, only document references can be structured).
: List	On the right-hand side is the list of document references. The local document references are marked with the box symbol ( ) and the global ones with the document reference icon ( ) is displayed. In addition, global document references can also be inserted as a conditional table. Of the associated documents, the description of the document reference is displayed next to the type. This can be either the short title in the operating language or the description text. In addition, the type and the file name are displayed. link: Description of the buttons for maintaining the assignments to the document references
Description of structure node	For the folder (structure nodes) defined in the structure tree, a different description can be entered here and saved using the save button to the right of the field.

Buttons

button	Description
Order article
	Write preassignments of the order quantity or procurement time in the supplier agreements. Conditional tables are not overwritten.
Documents
Open	Opens the document of the selected document reference in the preview. Depending on the file type, Adobe Acrobat Reader, Word or, for example, Internet Explorer is started.
Insert	When inserting, you can choose between local document references and global document references. Context menu Global document reference Select Using the selection mask of the document references, an existing global document reference can be selected from the master data and associated with the object. : Create A new global document reference is created and directly associated with the object. Conditional table An existing global document reference can be selected via the selection mask of the document references. This document reference is then the first entry of a conditional table, which is associated with the object. Local document reference File (storage in database) A file can be selected, which is created as a local document reference and associated with the object. The file is imported and saved in the database. : Email - Outlook import (storage in database) The e-mail marked in Outlook is created as a local document reference and associated with the object. The email is imported and saved in the database. : Email attachment - Outlook import (storage in database) The attachment of the e-mail marked in Outlook is created as a local document reference and associated with the object. The attachment is imported and saved in the database. : File (reference) A file can be selected. The path to this file is stored in the local document reference. The document is therefore not saved in the database, but the document reference refers to the original document. : Email - Outlook Import (storage in directory) When this function is called, the e-mail marked in Outlook is saved in a directory (server directory). The file name and directory are defined by the user by means of a query. A local document reference is then automatically generated which refers to the saved email. : Email attachment - Outlook Import (storage in directory) When this function is called, the file attachment of the email marked in Outlook is saved in a directory (server reference). The file name and the directory are defined by the user by means of a query, whereby the file name is preset on the basis of the attachment. Subsequently, a local document reference is automatically created, which refers to the saved file. If the marked email has several attachments, one of the attachments must be selected by a user query.
Edit	The document reference can be edited in its edit screen.
Remove	If a global document reference is selected, the link between the document reference and the part is broken. Local document references are deleted.
Status bar
OK	Changes to the supplier are saved. If no changes are made, the button is locked.
New	The input window is cleared.
Delete	The displayed supplier is deleted.
Close	The window is closed without saving changes. If you want to save the changes, you must press the "OK" button.

List window

This window is used to list the suppliers.

Menu

Menu item	Description
Edit	-
: Reset	List is reset
Options	Call up the option window

Toolbar

Symbol	Description
	Perform multiple search: All fields marked in blue are taken into account in this search. With the multiple search it is possible to search for several criteria at the same time.
	Create new supplier
	Selected supplier is opened in the input window
	Delete supplier
	Print supplier list
	Searchfor characteristics
	Search for objects that do not contain any of the characteristics to be specified (regardless of the value set)
	Empty list and delete search terms
	Contact person if the supplier has been entered as a company
	Affiliated companies if the supplier has been entered as a company
	Create/edit notes
	Operations of the selected supplier
	Send email to the selected suppliers
	Generate transaction document
	FiBu account
	Open positions
	Set validity
	Manage roles
	Copy all suppliers to the clipboard

Search fields

Field	Description
Number	Search by supplier number
Search Keyword	Search by keyword
Country	First select the country to search for. Then start the search with the button.
POSTCODE	Search by postcode
Place	Search by location
Order article	Search for suppliers using the search term of the articles they supply
Part class	Search for suppliers on the basis of the part classes he supplies

Buttons

button	Description
Edit	The current supplier is displayed in the input window.
New	An empty input window opens.
Delete	The selected supplier is deleted.
Close	The window is closed.

Selection window

This window is used to select a supplier.

Menu

Menu item	Description
Edit	-
: Reset	List is reset
Options	Call up the option window

Toolbar

Symbol	Description
	Perform multiple search: All fields marked in blue are included in this search. With the multiple search it is possible to search for several criteria at the same time.
	Reset list

Search fields

Field	Description
Number	Search by supplier number
Search Keyword	Search by keyword
Country	First select the country to search for. Then start the search with the button.
POSTCODE	Search by postcode
Place	Search by location
Order article	Search for suppliers using the search term of the articles they supply
Part class	Search for suppliers on the basis of the part classes he supplies

Buttons

button	Description
OK	Confirm selection
Close	The window is closed.

Change supplier settings with Wizzard

Using this wizard, settings can be set for a group of selected suppliers in one.

The checkboxes in front of the groups "Supplier type", "Purchasing area" and "Financial account" can be used to hide or show the data fields. Hidden data fields are changed in the parts by the wizard. By hiding, you have the option of not changing certain groups.

Fields

Field	Description
: Supplier type
: : Supplier type	Assignment to classification key Supplier type (SUPPLIER_TYPES) to classify the supplier
: Shopping area
: : Purchasing area	Assignment to a purchasing area (evaluation group purchasing area: PURCHASING_GROUPS)
Fibu account
: : Fibu account	Specify the reconciliation account in the financial accounting. Those reconciliation accounts are offered for selection that have been marked either as "asset account" or with "balance swap". This assignment to financial accounting can only be maintained if the balance in the open item account is zero. An entry in this field is required if corresponding reconciliation accounts have been entered in the system.

Option window

All settings for the search can be made here. The window can only be closed with the "OK" button.

Menu

Menu item	Description
Edit	-
: Set default settings	all changed settings are reset to default

Fields

Field	Description
Search options	-
: Immediate take over in case of a hit	If only one supplier is found during a search, it will be opened in the input window
Clear the list before starting a new search	The list is cleared before each new search
: General Search	Use search terms from the supplier himself
Advanced search	Search terms of the other roles of the supplier are taken into account
Validity	Validity
Number of objects	Determines the maximum number of objects in the list that can be displayed during a search
Presets
: Global presets	Global presets can be saved for the suppliers. These are displayed here as well as the current default options that each module has. To create a global preset, a user preset must first be saved.
: User Presets	Each user can save any number of presets. It is only important to note that if several settings are found, the first one found is used as the default setting. The name of the setting can be changed with a double-click.

Buttons

button	Description
OK	The settings are saved and the window is closed.

Related topics

• Index
• Company
• Person

---

Technical Documentation

• Implementation
• Quality assurance
• Suppliers basic module
  • Supplier editing module
  • Supplier selection module

Suppliers base module

Module name

supplier.mod

Classes

CX_SUPPLIER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security

Sent messages

Message	Parameters	Function	Receiver module

Supplier editing module

Module name

suppledt.mod

Classes

CX_SUPPLIER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security
EDIT_SUPPLIER	Supplier object	Call up the editing module for suppliers
LIST_SUPPLIER		Call up a selection module for editing a supplier
LOAD_SUPPLIER		Loading the supplier module
LEGAL_PERSON_FOR_SUPPLIER_SELECTED	Supplier object	Calling up the editing module for persons
PERSON_FOR_SUPPLIER_SELECTED	Supplier object	Calling a selection module to edit a person

Sent messages

Message	Parameters	Function	Receiver module
EDIT_SUPPLIER	Supplier object	A supplier has been selected for editing	Supplier Editing Module
LIST_SUPPLIER		Call up a selection module for editing a supplier	Supplier selection module
SUPPLIER_CREATED	Supplier object	A supplier was created	Supplier Editing Module
SUPPLIER_CHANGED	Supplier object	A supplier was changed	Supplier Editing Module
SUPPLIER_DELETED	Supplier object	A supplier was deleted	Supplier Editing Module
LIST_LEGAL_PERSON		Call of a selection module for editing a legal entity	Supplier selection module
LEGAL_PERSON_FOR_SUPPLIER_ SELECTED	Supplier object	Accessing the editing module for legal entities	Supplier selection module
PERSON_FOR_SUPPLIER_SELECTED	Supplier object	Calling up the editing module for persons	Supplier Editing Module
EDIT_STREET_ADDRESS	Address object Module	A company address of the supplier has been selected for editing	Address Editing Module
EDIT_PO_BOX_ADDRESS	Address object Module	A letterbox address of the supplier is selected for editing	Address Editing Module
ADDRESS_CREATED	Supplier object	A company / PO box address of the supplier has been generated	Address Editing Module
ADDRESS_CHANGED	Supplier object	A company / PO box address of the supplier has been changed	Address Editing Module
ADDRESS_DELETED	Supplier object	A company / PO box address of the supplier has been deleted	Address Editing Module
EDIT_SALES_ADDRESS_TYPE	Address object	The address type is to be edited	Address type assignment module
EDIT_SUPPLIER_TERMS	Supplier object	Editing the conditions of a supplier	Conditions Editing Module
SUPPLIER_TERMS_CREATED	Supplier object	Condition of a vendor was created	Conditions Editing Module
SUPPLIER_TERMS_DELETED	Supplier object	Condition of a vendor was deleted	Conditions Editing Module
EDIT_BRANCHES	Branch office Module	Editing the supplier's branches	Branch office editing module
LIST_CONTACT	Contact person Module	List contact persons	Contact person editing module
EDIT_COMMENT	Supplier object	Enter / change notes	Note Editing Module

Supplier selection module

Module name

supplsel.mod

Classes

CX_SUPPLIER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function
SELECT_SUPPLIER		List of suppliers

Sent messages

Message	Parameters	Function
EDIT_SUPPLIER	Supplier object	A supplier has been selected and should be edited
SUPPLIER_SELECTED	Supplier object	A supplier was selected