Suppliers Catalog

Suppliers Catalog

This application registers the general information that identifies the Suppliers, performing actions such as registration, modifications, cancellations, deactivations and searches.
To access, go to: Administration (Back Office) → Accounts Payable → Suppliers Catalog.
The initial screen shows the following sections:
Search for Suppliers: Allows the search for registered suppliers.
Catalog of Suppliers: Displays the suppliers already registered.


New Suppliers Registration

To enter new Suppliers information, perform the following steps:
In the Catalog of Suppliers section, click on the Insert icon.
Enter the information corresponding to the Supplier in the Register of Suppliers section in the fields detailed below:
Field
Description
Segment *
Defines the type of Accounts Payable to which the supplier belongs: national, foreign, services, fees, etc.
It must be previously defined in the Accounts Receivable parameters configuration modules.
Supplier Type *
Indicates the type to which the supplier corresponds, e.g., goods, services, food, etc. to be used for statistical purposes.
Commercial Name *
The name of the company or name of the establishment that distinguishes it from others.
Corporate Name *
Legally registered name for tax, legal, commercial, etc. purposes.
Tax Code *
Tax identification code, the way in which the company is distinguished from other taxpayers for the fulfillment of its tax duties. In Mexico it is RFC (Registro Fiscal del Contribuyente) and in Chile it is RUT (Registro Único Tributario).
Third Party DIOT Type ^^
Select supplier type: Domestic, foreign or global, according to Diot (Mexico only)
Third Party DIOT Type^^
Select type of operation performed with the supplier: provision of services, leasing of real estate, others, according to Diot (Mexico only).
Official ID I
Official identification if required.
Official ID II
Official identification if required.
Supplier from
Legally registered activity for tax, legal, commercial, etc. purposes.
Enable *
Click on the check box to make the supplier active (make invoices, transactions, etc.). By removing this option, the supplier will not be displayed to perform any operation with your account.
Why NOT Activate *
The reasons or causes for the termination of the commercial relationship are entered.
Address *
Place of residence or fiscal domicile of the company legally registered for legal, tax, commercial, etc. purposes.
Credit Condition *
In case the supplier grants commercial credit, specify the term of the credit: days of credit.
Limit Amount *
Amount of credit granted.
Account Currency *
Invoicing currency of the supplier, if a supplier invoices in different currencies, suppliers must be opened by currency.
Email
E-mail address to receive and send e-mails.
Address Web (URL)
Web site address if available.
Address *
Place of residence or fiscal domicile of the company legally registered for legal, tax, commercial, etc. purposes.
City *
Urban area where you have your residence.
State / Province *
State, province or county in which the company is established.
Zip Code
Postal code or mailing address of the legally registered address.
Country *
Numbers with which contact is made via telephone on fixed or cellular devices.
Telephones
Numbers with which contact is made via telephone on fixed or cellular devices.
IVA Region
Specify when the supplier belongs to a different region than the company.
# Bank Account
Bank account number where deposits will be made to the supplier. Account with 20 digits (18 digits in Mexico).
Inventory Delivery Form
Indicate the form offered by the Supplier to deliver the goods.
Days Offered for the Delivery
Maximum term offered by the Supplier for the delivery of the goods.
Prompt Payment Discount
In the event that the supplier grants a commercial discount for prompt payment, the following will be entered.
  1. Amount: Discount amount.
  2. Percentage: % discount
% Late Payment
Conditions to be considered as late payment of the debt, will be entered:
  1. Days: Time limit after payment date, specify days.
  2. Percentage: % interest to be paid for late payment.

Extra Judicial Collection Expenses
Amount fixed between the company and the supplier in case of overdue accounts receivable.
  1. Amount: Amount to be paid for delinquent debt.
  2. Percentage: % of collection expense.
Extra Charge
Amount fixed by an authority in case of judgment on overdue accounts receivable.
  1. Amount: Defined amount to be paid.
  2. Percentage: Defined % to be paid.

Observations
Comments regarding the supplier are captured.
Click on the Add button.
In the Specific Supplier Taxes section select the taxes that apply to the supplier by clicking on the check box.
Click on the Save Taxes button.
In the Taxes Not Applicable to Inventory section the taxes indicated here are mandatory when an Inventory entry is registered. They inhibit the taxes indicated to the inventory products. They are selected by clicking on the check box (Applies to additional taxes on inventory in Chile).
Press the Save Exceptions button.
Note
* Mandatory fields.
^^ (Mexico only) Information required in the issuance of DIOT. 


Modify Supplier Information

Through the following actions, the modifications to the information of the registered suppliers are made:
Go to Administration (Back Office) → Accounts Payable → Suppliers Catalog.
Click on the Edit icon of the supplier to which you want to make the information changes in the Catalog of Suppliers section.
Enter the new information in the corresponding fields.
Click the Save button.

Delete Suppliers

When the supplier has not had any transactions registered, it is allowed to delete or remove it by performing the following steps:
Go to Administration (Back Office) → Accounts Payable → Suppliers Catalog.
Click on the Edit icon of the supplier to which you wish to make the information changes in the Catalog of Suppliers section.
Click on the Delete button.

Note
They are only deleted if they have no records.

Deactivate Suppliers

When the supplier has already registered operations, to protect the integrity of the data, it can only be deactivated by performing the following steps:
Click on the Edit icon of the supplier you wish to deactivate in the Catalog of Suppliers section.
A check box will appear in the Enable field, indicating that the supplier is active. Press to deactivate it, once deactivated, no transactions will be allowed for this supplier, but it will remain in the database.
Press the Save button.

Search for Suppliers

To search for suppliers, perform the following actions:
Go to: Administration (Back Office) → Accounts Payable → Suppliers Catalog.
Enter the information corresponding to the supplier you wish to search for, in the Search for Suppliers section, through the following fields:
Field
Description
Segment
Select the segment from the drop-down list to which the supplier you wish to search for belongs. 
Commercial Name
Enter the company name or establishment name.
Corporate Name
Legally registered name for tax, legal, commercial, etc. purposes.
Tax Code
Tax identification code, the way in which the company is distinguished from other taxpayers for the fulfillment of its tax duties. In Mexico it is RFC (Registro Fiscal del Contribuyente) and in Chile it is RUT (Registro Único Tributario).
Press the Search button.  
The search result is displayed in the Catalog of Suppliers section.

Tip: You can choose one or several filters, depending on the filters used will be the specificity of the search.

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