Suppliers sub-menu
The features, present in the Suppliers sub-menu (from the Account2 menu), allow you to obtain the following lists:
Logic for checking Suppliers' invoices
In order for the program to be able to prepare the lists of received invoices:
- In the Invoice column of the Transactions table, indicate the invoice number.
- In the Debit or Credit column of the Transactions table, indicate the account number of the Supplier
Also, before entering the transactions:
- In the Chart of accounts, Supplier accounts and/or groups need to be created
- If desired, address columns can be added
- In the Suppliers set up, indicate the Suppliers group or the general Suppliers account.
You also need to choose if, in the Chart of accounts, you need to have:
- An account for each Supplier.
This is necessary when the list of invoices needs to be presented separately by supplier.
In this case, a row needs to be created for the Suppliers and each supplier account refers to this group in the GR column (see hereunder). - One single account in which all the Suppliers are contained
The list of the open, expired invoices will be for all the Suppliers together and not per each individual Supplier.
Notes:
- Reports are based on the account currency balances; possible exchange rate differences will not be taken into account.
- The reports Description column will reproduce the first row description for each invoice.
- For the accounting files based ont cash received you can setup a suppliers register with the Cost Centers.
Detailed explanations
Setting up Suppliers accounts
- Setting up the register
- Activating the address columns (optional)
- Setting up the suppliers' settings
Entering transactions
- Displaying the Invoice column in the Transactions table
- Entering the invoice that is being issued
- Entering a payment
- Entering a credit note
- The Extract invoice rows and Open invoice link commands
Reports and printouts
- Displaying the open invoices
- Displaying the expired invoices
- Displaying the Invoices received from Suppliers
Automatic autocomplete
Example file
Setting up the accounts
- Setting up the register
- Activating the Address columns (optional)
- Setting up the Suppliers' parameters
Setting up the Suppliers' register
To create the Suppliers' register, add at the end of the Chart of accounts:
- A * section (header) (see Sections)
- A 02 section for the Suppliers (see Sections)
- The Suppliers' accounts that are needed (see Adding a new account). The account numbering can be freely chosen.
- The total Suppliers will be totalized in the summary groupe 200A of the Gr column.
- The same code or number used for the Gr (200A), must be used in the Liabilities Group column, in the row corresponding to the Total Suppliers. The groups numbering can be freely chosen (see Groups).
Managing the Suppliers' register with the Cost centers
In case you don't want Suppliers to be visible on the Balance Sheet (for example, for transactions with VAT on cash received), Suppliers accounts can be created by using the Cost centers (CC3). This process is similar to the Clients cost centers.
Activating the Address columns (optional)
It is possible to add some specific columns in the Chart of accounts, to insert the address and other Supplier data:
- Choose the Add new functionalities command from the Tools menu
- Choose the Add addresses columns in the Accounts table command
(If you don't see this option in the list, it means that this function has already been activated).
The programme adds in the Accounts table:
- An Address view where the added columns are visible.
- The columns that allow to insert the address data and other information.
- To display one or more of these columns, use the Columns setup command from the Data menu, also in the other views.
- To create other views with only certain columns, use the Views setup command.
Select the Accounts table, Address view and add the desired information to the Suppliers accounts.
Setting up the Suppliers' parameters
- Select the Account2 - Suppliers - Settings command
- Please indicate in "Group or account", the group of the Chart of accounts in which the different Suppliers' accounts are grouped.
- For an explanation of the different options, go to Customers and Suppliers settings.
Gestion à partir de l'encaissement (principe de trésorerie)
Configurer le registre fournisseurs avec les centres de coût
Pour les utilisateurs en Suisse qui ont la TVA sur l'encaissé, cette configuration permet de gérer la TVA de façon optimale.
Vous pouvez gérer votre registre clients et fournisseurs comme centres de coûts (voir aussi la page Centres de coûts et de profit). Une explication détaillée se trouve à la page Comptabilisation selon Chiffre d'affaires ou Encaissement.
- Il est conseillé d'utiliser le centre de coût CC3 (avec les comptes précédés d'un point virgule ";")
- Les soldes des centres de coût n'apparaîtront donc pas dans le Bilan.
Écritures
Les informations sont disponibles sur la page Clients et fournisseurs avec la TVA, selon le principe de trésorerie.
Entering transactions
Displaying the Invoice column in the Transactions table
The invoice number has to be entered in the Invoice column (DocInvoice) which, in the default settings, is not visible in the Transactions table.
In order to display the column:
- Select the Transactions table
- Data menu
- Columns setup command
- Activate the Visible option for the DocInvoice column
Autocomplete of invoice data
For the automatic completion see the explanation on the page Entering client transactions
Recording a received invoice
Recording a payment
- Insert the Transaction date
- Place yourself on the Invoice column and press the F2 key
The list of Open invoices will be opened. - Select the desired invoice and press Enter.
The program completes the Transaction with the Description column, the Debit account and the Amount.
Enter the account used to pay the invoice.
Recording a credit note
In order for the amount to be deducted from the original invoice, the same invoice number needs to be used. If the corrective document (for example, a credit note) presents a different number that needs to remain available, such a reference can be entered in another column, like Doc. Original.
Extract invoice rows command and Open invoice link
The Extract invoice rows command displays the transactions of the selected invoice.
The command is available by clicking on the small blue symbol above at the upper right coner of the cell or with the right mouse button.
The invoice rows can also be extracted by clicking on the invoice number with the right mouse button, Extract invoice rows command.
The Open Invoice link command establishes the text that has been defined in the Suppliers' settings (Account 2 - Suppliers - Settings - Link to the Invoice document).
For example, if the invoices have been created with Winword and saved in the Documents folder, these files can directly be opened by setting up the command line with the text 'C:\Users\myname\Documents\<DocInvoice>.doc' . The program substitutes <DocInvoice> with the text corresponding to the column and executes the command.
In the command line, it is possible to also indicate other columns of the table by using their XML names.
If the message 'File with extension considered unsecure' appears, add the extension (for example .doc) through the command Tools - Program Options, Advanced, File extension.
Reports and printouts
- Displaying the open invoices
- Displaying the overdue invoices
- Displaying the Invoices received from suppliers
Displaying the open invoices
Command: Account2 - Suppliers - Open invoices by supplier. In this table, the invoices that have an open balance are being listed.
Displaying the overdue invoices
Command: Account2 - Suppliers - Open invoices by due date
In this table, the invoices that have an open balance are being listed, grouped by aging period.
Displaying the Invoices received from suppliers
Command: Account2 - Suppliers - Invoices received from Suppliers
In this table, all the invoices that are part of the Suppliers' register, or that belong to an individual supplier, are being listed