Creditor Details

Create and maintain creditor (supplier) records. The creditor form is organized into four tabs: Details, Banking, Contacts, and Information. A Custom Fields tab is also shown when custom fields have been defined.

Note: Editing a creditor requires Write permission on Creditors. Inserting a new creditor and duplicating an existing one require Control permission. Without these permissions the corresponding actions are unavailable.

Details Tab

The Details tab is grouped into the sections below.

Details

Creditor Code	The unique identifier for this creditor. This field can only be set when creating a new creditor; it is read-only once the record exists. A value is required before the record can be saved.
Creditor Name	The creditor's name as it appears on documents and reports.
Trading Name	An alternative trading name for the creditor, if different from the Creditor Name.
Bill To Account Code	Lookup to another creditor record. This cannot be set to the same value as the Creditor Code; doing so is rejected with a validation message.

Address

Address 1-5	The creditor's postal address lines.
Country Code	The country code for the creditor's address. Changing the Country Code updates the Currency Code to the country's default currency (when currency changes are allowed), and re-selects the matching Creditor Group.
Post Code	The postal or ZIP code for the creditor's address.

Phone / Email

Phone No	Primary telephone number.
Phone No 2	Secondary telephone number.
Phone No 3	Additional telephone number.
Web Address	The creditor's website URL.
Email Address	The creditor's primary email address.
Remittance Email	Email address used for sending remittance advices.
Order Email	Email address used for sending purchase orders.
Quote Email	Email address used for sending quote requests.
Shipment Email	Email address used for sending shipment documents.
eInvoice Enabled	When enabled, indicates that this creditor accepts electronic invoices.
eShipment Enabled	When enabled, indicates that this creditor accepts electronic shipment documents.

Analysis

Creditor Type	Select the creditor type: Normal - Standard creditor account. Prospect - A potential supplier. One-time - Expected to be used for a single transaction. Read-only unless you have Control permission on Creditors.
Creditor Group Code	The creditor group this creditor belongs to. The lookup list is filtered to show only groups matching the creditor's currency code. A value is required. Changing the group updates the Regime Code and GST Override from the group's defaults, and may update the Currency Code; an information message is shown when any of these change.
Currency Code	The currency used for this creditor's transactions. Changing the currency auto-selects a matching creditor group. A currency that has no matching creditor group cannot be selected, and the change is rejected with a message. Read-only when foreign currency transactions are not allowed (the `CO\AllowForeignSales` setting), or when the creditor already has documents or transactions. The field is always editable when creating a new creditor.
Category 1	First user-defined category for creditor classification.
Category 2	Second user-defined category for creditor classification.
Default Expense Code	The expense code used by default on this creditor's invoices.

Tax

Regime Code	The tax regime for the creditor. Changing the Regime Code clears the GST Override and shows an information message. Read-only when only one active tax regime exists; editable when more than one is defined. The field is editable when creating or duplicating a creditor.
GST Override	When set, this GST code overrides the default GST treatment on this creditor's transactions. It is populated from the creditor group's default and is cleared when the Regime Code changes.
Other Party Code	The code the creditor uses to refer to you (your account code in their system).
Business No	The creditor's business registration number.
Tax No	The creditor's tax number (e.g., GST or VAT number).

Payment Terms

Payment Due	A composite field consisting of a count and a unit (Days, Weeks, or Months) that defines when payment is due.
Payment Day of Month	The day of the month payment is due. This field is only editable when the Payment Due unit is Months; otherwise it is read-only and set to 0. When editable, the value must be between 0 and 31.
Discount	The discount percentage for prompt payment.
Discount (period)	A composite field consisting of a count and a unit (Days, Weeks, or Months) that defines the period within which payment must be made to receive the discount.
Discount Day of Month	The day of the month by which payment must be received for the discount. This field is only editable when the discount unit is Months; otherwise it is read-only and set to 0.

Creditor Balances

Note: The Creditor Balances section is only displayed in view mode, not in edit mode.

3 Periods, 2 Periods, 1 Period, Current, Future

Read-only.

Outstanding balances for each aging period, displayed in the creditor's currency. When the creditor's currency differs from the base currency, base currency amounts are shown in an additional column.

Total

Read-only.

Total outstanding balance across all aging periods. The total is color-coded based on whether it is positive or negative.

Saturn Fields

Note: The following fields are only visible in Accredo Saturn editions.

Branch Code	The branch code for this creditor.
Department Code	The department code for this creditor.
Location Code	The location code for this creditor.

Options

Default Cost Code	The cost code used by default for this creditor.
Comment	A short text field for notes about the creditor.
Auto Allocate	Controls how payments are automatically allocated against outstanding transactions: All - Automatically allocate against all transactions. Whole Balances - Allocate against whole balances only. None - No automatic allocation.
Shipment Cost Mode	Determines how shipment costs are applied: Divide Amount - Divide the shipment amount across lines. Multiply Cost - Multiply the unit cost.
Lead Time	A composite of a count and a unit (Days, Weeks, or Months) that defines the expected supply lead time for this creditor.
Supplier Cost Basis	Determines which cost is used when this creditor supplies a product: Supplier Cost - Use the supplier's cost. Supplier Standard Cost - Use the supplier's standard cost.
Inactive	Marks the creditor as inactive. Inactive creditors are hidden from normal selection lists.

Physical Address

Physical Address 1-5	The creditor's physical (delivery) address lines. In edit mode each line is an individual field. In view mode the address is displayed as combined text.
Physical Post Code	The postal or ZIP code for the physical address.
Physical Country Code	The country code for the physical address.

Note: In view mode, if the physical address is recognized as a valid delivery address, a Google Maps link is provided to view the location on a map.

Purchases & Payments

Note: All values in this section are read-only and system-maintained.

Period to Date / Year to Date / Last Year (Purchases)	Read-only. Total purchases for the current period, current year, and previous year, displayed in the creditor's currency.
Last Payment Date	Read-only. The date of the most recent payment to this creditor.
Last Payment Amount	Read-only. The amount of the most recent payment, displayed in the creditor's currency.
Average Days to Pay	Read-only. The calculated average number of days taken to pay this creditor's invoices.

Banking Tab

The Banking tab records the creditor's payment and bank details, grouped into Banking Details and Bank Address.

Banking Details

Payee Name	The name of the payee for banking transactions.
Bank Account No	The creditor's bank account number.
Bank Reference	Reference information for banking transactions.
Bank Particulars	Additional details for banking transactions.
Default Payment Method	The default method used to pay this creditor: Computer Printed Cheque Credit Card Direct Debit Electronic Letter of Credit Manual Remittance Telegraphic Transfer
Payment Priority	A numeric priority used to order this creditor for payment processing.

Bank Address

Bank Name	The name of the creditor's bank.
Bank Address 1-5	The bank's address lines.
Bank Country Code	The country code for the bank's address.
Bank Post Code	The postal or ZIP code for the bank's address.
Bank Identifier Code	The bank identifier code (such as a SWIFT/BIC code) for the creditor's bank.

Contacts Tab

The Contacts tab is an editable grid listing the people associated with this creditor. Each contact row records the following fields.

Full Name	The contact's name.
Role	The contact's role at the creditor.
Phone No / Phone No 2 / Phone No 3	Telephone numbers for the contact.
Email Address	The contact's email address.
Comment	A note about the contact.
Category 1 / Category 2	User-defined categories for classifying the contact.
Inactive	Marks the contact as inactive.

Note: In edit mode, the contacts grid toolbar includes a "Set Selected as Primary Contact" button. The primary contact is highlighted in the grid, and the creditor header shows the primary contact's name, email, and phone.

Information Tab

Content Type	Selects how the Information body is edited and stored - as plain Text, Markdown, or HTML. Switching content type converts the existing body to the new format.
Select Narrative	Inserts a predefined global narrative into the Information body. This control is only available in edit mode.
Mode	Controls how a selected narrative is applied to the existing body: Append - Add the narrative to the end of the existing text. Replace - Replace the existing text with the narrative.
Information	A free-form body of notes and information about the creditor. This field is read-only in browse mode and editable in edit mode.

Custom Fields Tab

A Custom Fields tab is shown automatically when custom fields have been defined for creditors. It lists the additional user-defined fields for the record.

Deleting a Creditor

A creditor can only be deleted when all of the following are true:

You have Control permission on Creditors.
The creditor has no documents or transactions.
The server confirms the record can be deleted.

Header Display

When viewing a creditor record (browse mode), a header is displayed showing:

The creditor code and name (with the trading name where set, and an inactive indicator if applicable)
The primary contact name (or "No primary contact" if none is set)
Email address (from the primary contact, falling back to the creditor email)
Phone number (from the primary contact, falling back to the creditor phone)
The creditor's combined postal address