Chapter 4. Suppliers

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1 Chapter 4 Suppliers 87

2 88

3 Create a New Supplier Click Suppliers at top bar of buttons on main screen. Click New Supplier. Suppliers section New Supplier This will bring you to the Supplier Wizard section. Supplier Wizard 89

4 On the first screen of the Supplier Wizard, the system checks that you have all the information that is needed for adding a new supplier to the system: Supplier s Name and Unique Reference Number Supplier s Address Details Supplier s Contact Information Click Next if you have this information and want to continue with the next screen. Click Cancel if you wish to exit the Vehicle Wizard. Supplier s Details On the next screen you must input the supplier s Full Account Name and also his Unique Account Number. Once you have filled these details in, click Next to move to the next screen. If you need to go back to the previous screen click Back. If you want to exit, click Cancel. 90

5 Supplier s Address On the next screen, you must enter the supplier s address details. You can also enter the supplier s telephone and fax number. Click Next if you have filled in all the details and wish to continue to the next screen. Supplier s Contact Details 91

6 On the next screen you can enter the supplier s: Address, Website Address, Contact Name, Trade Contact Name and V.A.T. Number. NOTE if you enter the Supplier s address then it will be used when ing a PO. Click Cancel if you wish to exit this supplier wizard and not complete adding the supplier. Click Back if you need to move to the previous screen. Click Finish to complete the set up of the supplier on the system. Supplier Added Once you have added in all the details successfully a message will appear that will say Supplier successfully added to the system. Click OK to the message. 92

7 Search for a Supplier In the Supplier s section, there is an area that is headed: Enter Search Criteria. Search Criteria In the drop down box, you have an option of searching for a supplier by a number of criteria: Name, Acc No, Telephone or Contact name. Select which item you wish to carry out your search by clicking on the criteria once. Search for Supplier Name Once you have selected the search criteria you must type in the details in the box provided to carry out the search. In our example, we have selected NAME and therefore, we must put in the name of the Supplier. Once you have filled in the details, click Go. The grid above will highlight the relevant supplier. Search results 93

8 View or Edit Details of a Supplier Highlight the relevant supplier in the grid list of Suppliers. Supplier Record Click Record from the main Supplier s section. Details Tab: Suppliers Details On the first tab: DETAILS in the Supplier Record section, you can view and edit the details that were inputted during the Supplier setup screen. If you wish to exit the record click Close. If you have altered any detail and need to save it, click Save. 94

9 Catalogue Tab: Supplier Catalogue This screen holds the details of the supplier s stock that is available to the FleetMinder system from this Supplier. You need to get these details (Catalogue file) from your supplier. The CSV file column headers should be in the format: CSV Catalogue File Layout Click Import to tell FleetMinder system what file holds the catalogue information. 95

10 The system will display a check note: Please Note: Importing a Text file will automatically delete any existing data in this Supplier s Catalogue Table in FleetMinder. Do you wish to continue? Warning This allows you to be sure that you want to copy in the new Catalogue file for this supplier as it will copy over any details that already exist. Click No if you do not wish to proceed. Click Yes if you want to bring in the file. Catalogue Import facility The system displays a Catalogue Import screen to display what the file will be imported as. Click Import File if you are happy with this supplier ID and Supplier name. You will then be brought to an Explorer screen where you must point the system to the catalogue file. Navigate to and double-click the file you wish to select. The system will query, Are you sure you want to over write? and click No if you do not wish to carry out the import. Click Yes if you want the system to carry out the import of information from this file. 96

11 Once you have completed the import, you then must integrate the catalogue into the system. Click Integrate Catalogue to update FleetMinder with the new catalogue information. Click Save to store information that has been altered. Click Close to exit the Supplier s record. 97

12 Impress Tab: Click Impress tab to view the impress stock for that Supplier. Impress Stock Details A grid is visible with all available impress stock items from that customer. It can be edited by double clicking on any of the items on the list. Editing Impress Part 98

13 An Edit Impress Stock QTY area opens. The user can edit the Impress Holding quantity. The Part Number and Description cannot be edited. If you do not wish to save any alterations, click Cancel. If you have altered the Impress Holding Quantity and wish to save it, click Update. Confirm Change The system will then check that you are sure you want to alter this quantity. If you wish to save the update, click Yes. If you do not want to update it, click No and the alteration will not be saved. 99

14 Misc Tab: Miscellaneous Tab To enter the miscellaneous tab of the supplier record, click Misc tab. This displays a tick box with the message: Show Parts Price on Purchase Order. If it is ticked, the price of the parts will be displayed on the Purchase Order, otherwise, if not ticked, this price will not be displayed. The Country of Consignment field is used for Intrastat reporting. Click Close to exit the Supplier Record. Click Save to store any alterations made within the Supplier Record. 100

15 View a Supplier s Stock Report Select the Supplier that you wish to view the stock report against by highlighting them in the Supplier s section grid. Click Report. Supplier s Stock Report You will be asked: Do you want to see Stock with Bin Value only? Bin Value Click Yes if you wish to see the Stock Report of the items that have a quantity greater than zero in the Bin. Click No if you wish to view all stock. A report is displayed with the following fields: Part number: Description: Location: Bin Stock: Val Price: Total: These part numbers can be clicked on and you will be brought directly to the Stock Record details for that part number. A full text description of the part number. Location of stock in the stores. Quantity of this part number that you have in stock. The value of this part. The total value of all the parts of this item that you have currently in stock. Supplier Stock Report 101

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