Enter suppliers

A Supplier in Manager is an entity (person, business, or other organization) with whom you have or plan to have an Accounts payable relationship. Suppliers in Manager are actually subaccounts of Accounts payable. You must first create a Supplier before you can:

  • Enter a purchase invoice corresponding to a received sales invoice
  • Buy on credit for future payment
  • Create a supplier statement showing balances due or summarizing past transactions
  • Issue a request for quotation
  • Generate a purchase order
  • Make a deposit or advance against future work or delivery of goods by someone else
  • Issue a debit note for return of goods to someone else
  • Track your complete purchase and payment history with another entity

Not everyone from whom you buy must necessarily be a Supplier. You can make a cash purchase involving immediate payment without creating a Supplier simply by entering a name as Payee when making a payment from a bank or cash account. But such transactions will not be recorded in a history for that Payee, even if the Payee is already defined as a Supplier. Examples of purchases where a Supplier might not be needed include:

  • Purchases by cash or check from a merchant
  • Timely payment of monthly utility bills
  • Credit card payments for business expenses

Enable the Suppliers tab

To enable the Suppliers tab, click Customize below the left navigation pane, check the box for Suppliers, and click Update below the list.

Create a Supplier

Select the Suppliers tab, then click the New Supplier button:

Complete the entry. This information will appear on purchase invoices and similar documents:

  • Name is the legal name of the supplier
  • Code is a short alphabetic or numeric designation of your supplier.
  • Credit limit is optional, but can be filled in if the supplier has limited how much credit it will extend to you. If a limit is entered, Manager will track and display remaining, available credit in the Suppliers tab listing.
  • Currency in which the supplier operates can be selected if any foreign currencies have been set for the business. Transactions for the supplier will be denominated in the designated currency. Otherwise, the supplier will be denominated in the base currency.
  • Address should be the mailing address of the supplier.
  • Email is where documents will be emailed from within the program.
  • Division appears if any divisions are defined for the business. A supplier can be allocated to a single division. Or this field can be left blank for suppliers usable by the entire business.
  • Control account can be selected if any custom control accounts for suppliers are defined. Otherwise, the field does not appear and the supplier is assigned to the default Accounts payable control account.
  • Starting balance Available credit can be set only if a start date has been set in the Settings tab. See another Guide for details about starting balances.

Click Create to save the supplier. Your supplier will now appear in the Suppliers tab. Suppliers are listed in alphabetical order according to their names. Use scrolling, paging, and search functions to find them. The listing shows the number of purchase invoices created for a supplier and the supplier’s Accounts payable balance. Other columns may appear, depending on tabs in use and setup of custom fields. Click on blue numbers for more details of any column.

As in the illustration above, a supplier can have a negative balance in Accounts payable. This indicates that the supplier owes you money. For example, you may have returned goods without yet being reimbursed.

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