Select Creditor

Select the creditor code. Search for a creditor using the Accredo Lookup.

Creditor Name

Displays the creditor name. (Read-only)

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Enter edit mode, to edit the creditor details.

Insert (F4)

Click to add a new creditor.

Duplicate (Shift+F4)

Duplicates the opened creditor.

Delete (F3)

If active documents or transactions exist for the record, delete will not be allowed.

Print Sheet (Ctrl+P)

Prints the AP Creditor Sheet for the current creditor.

Print Label

(Ctrl+L)

Prints labels for the current creditor, using AP Creditor Labels.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Creditor Tab

Creditor Code

Must be a unique code of up to 16 numbers or letters. A combination of both can be used. Data can only be entered here when inserting new Creditors.

Valid characters for new Creditor Codes are A-Z, 0-9 by default. Other characters to allow may be specified in AP Settings Misc tab.

Creditor Name

Name of the creditor.

Trading Name

Trading name of the creditor if it differs from the Creditor Name.

Address Lines 1 - 5

Creditor address.

Note: You can change the labels of the address fields in Company Settings - Display Labels.

Country

Enter the first two letters for the country, will auto complete from the ISO country code.

Post Code

Creditor post code.

Click Get Coordinates to find the geo coordinates for the address.

Click Edit Coordinates to edit the geo coordinates.

Click Map Coordinates to open a map in the default web browser set to the geo coordinates or address.

Note: The Company.OnGeoCode and Company.OnMap Script Events must be assigned to access the corresponding geo location functions.

Web Address

Enter the creditor web address. Click to go to the website.

Email Address

Maximum 60 characters. You must have MAPI compliant email or SMTP configured. Click to create a Mail Message (Ctrl+M), or add the Email Address to a Batch Email (Ctrl+B).

Currency

The creditor currency, will default from the Country selected.

Creditor Group

Select the group the creditor belongs to. Setup from Navigator > Maintain > Accounts Payable > Creditor Groups. Tax regime, GST override, Payment method, Payment and Discount terms default from the Group for Normal and One-time Creditors.

Creditor Type

Select the creditor type from:

• Normal - full functionality.
• Prospect - restricted to Request for Quote documents only.
• One-time - expected to be single invoice and payment.

One-time creditors may be inactivated automatically at EOP. See AP Settings - Period tab.

Default Expense

Specify the type of expense incurred from this creditor, for example Advertising, Telephone, or Motor Vehicle Repairs. Codes are defined from Navigator > Maintain Accounts Payable > Expense codes.

This field ensures the correct Expense code is used as a default when you enter creditors' invoices. It can be changed at the time of entering invoices.

Branch

Department

Location

The default Branch, Department and Location for the Creditor. Optional. (Accredo Saturn Only)

Category 1

Category 2

Maintain from Navigator > Maintain > Accounts Payable > Categories, or click Open Category (Shift+F12) on the Lookup. Labels can be replaced in AP Settings.

Phone Nos

Creditor telephone numbers. If Accredo is setup to interface with the telephone system, click  to dial.

Note: You can change the labels of the phone no fields in Company Settings - Display Labels.

Other Party Code

The code the creditor uses to refer to you.

This is not exported as part of Electronic Banking. See the Banking/Physical tab.

Comment

A 30 character field. It can be used as a reference, and filtered for on reports or Lookups.

Regime Code

The Tax Regime for the Creditor, set up in Tax Regimes. The Tax Regime must either be in the Creditor's currency or the Base currency.

The Regime can only be changed if:

• All transactions are fully allocated,
• There are no current documents with the previous regime code, and
• There are no Bill From Creditors with a different Regime code.

GST Override

Defaults from the Creditor Group (can be changed). GST is based on the GST codes applied to the Expense Analysis codes an invoice or credit is analysed to. If a GST override code is entered it will be used for all analysis lines for the creditor. The GST override is useful for specifying non-GST registered creditors as Exempt GST. In most cases, leave clear.

Tax No

The Creditor's tax number. (Shows the Tax No Name set in Tax Regimes.)

Tax Business No

The Customer's business tax number. (Shows the Business No Name set in Tax Regimes.)

Bill To Creditor

Allows central billing. If you select the code for another creditor when an invoice or credit is processed for this creditor, the balance and transaction will appear against the Bill To Creditor. Payment transactions are entered against the Bill to Creditor. Bill To Creditor cannot be set if the creditor has an outstanding balance. Bill To Creditor must have the same Tax Regime as the Creditor.

Payment Method

Specify the usual payment method. Defaults from the Creditor Group.

• Electronic - payments output to a file for electronic banking. Remittance advices may be emailed (or printed) if desired.
• Credit Card, Direct Debit, Letter of Credit, Manual, or Telegraphic Transfer - used for payments made without computer generated documentation, for example payments made by bank authority.
• Remittance - used for payments made manually but where a remittance advice will be emailed (or printed).
• Computer Printed Cheque - (Inactive by default) computer generated cheque with optional remittance advice, Cheque printing required.

Payment Priority

Creditor payment urgency, with priority 0 most urgent, priority 9 least urgent. Can be used in a filter on transaction reports in times of tight liquidity to ensure payments are maintained for essential services.

Auto Allocate

Select the default to auto allocate for the Creditor. Set the default in AP Settings.

• All - Transactions will be allocated against the oldest outstanding balance.
• Whole Balances - If the transaction would clear one or more whole outstanding balances, for example Balance 3, or Balance 3 + Balance 2, or Balance 3 + Balance 2 + Balance 1 etc., then allocation will be automatic, otherwise the user will be prompted for immediate allocation.
• None - User will be prompted to allocate.

Inactive

Inactive creditors cannot be viewed, but financial information and history are retained for reporting. Inactive records can be opened by clicking Display Inactive Records (Ctrl+I) on the Lookup or selecting Display Inactive Records from the right-click menu. If you select Display Inactive the inactive items will display dimmed in lists. Many report selections have an option to show records that include information for inactive accounts. Records can only be made inactive if there are no unallocated transactions, no active purchase orders and no active shipments. Inactive records cannot participate in transactions. Creditors no longer in use can be made inactive.

When you set a Creditor to Inactive, all Contacts for the Creditor will also be set to Inactive. Re-activating a Creditor will re-activate the Contacts for the creditor.

Shipments and Orders

Cost Code

The default code for additional costs for the Creditor. Defaults to 0000 Unspecified if not entered. See AP Cost Code.

Cost Mode

Default costing mode for shipments:

• Multiply Cost - enter the Cost Price and this will be multiplied by the quantity to calculate the Amount.
• Divide Amount - enter the Amount this will be divided by the quantity to calculate the Cost Price. Only use this option if the Creditor's shipment amounts are available at the time of receipt.

Cost Basis

Select the Cost Price from IC that will be copied to the Purchase Order or Shipment Cost Price field if a cost for this supplier is available.

• Supplier Cost - The most recent cost from the supplier.
• Supplier Standard Cost - The usual cost from the supplier.

Lead Time

Lead Time Unit

The Lead Time and Lead Time Unit (Days, Weeks or Months) are used to calculate the Date Expected on Purchase Orders for the Creditor.

If lead times vary by product they can be set per product in the IC Product - Suppliers/Bar Codes tab.

The default Lead Time Unit is set in IC Settings - General tab.

Terms

Determine the payment terms for this creditor. You can specify a day of the month following the date of the invoice (for example, 20 Month, for 20th of the month following) or you can specify a number of days from the invoice date (for example, 30 Days is 30 days from date of invoice). The due date for payment is calculated from these two fields when entering invoices. You can change the due date at the time the invoice is entered.

Payment Due

Specify when to make payment by number of days, weeks, months and day of month. For payments made every:

• 14 days, in the first field put 14, in the second put Days.
• 6 weeks, in the first field put 6, in the second put Weeks.
• month, in the first field put 1, in the second put Month.

Day of Month

Only available if the Payment Due is month. Enter the day of the month the payment occurs.

Discount (%)

The prompt payment discount offered by the creditor for payment within specified terms, used as a default discount when entering invoices and payments.

Discount Available

Determine prompt payment discount terms, the fields are similar to the Payment Due field (for example, 7 Days would mean discount available if paid within 7 days from date of invoice).

Day of Month

Only available if the Discount Available is month. Put the day of the month the discount is available until.

Primary Contact panel

Edit Contact details from the Contacts tab.

Opens Customise Fields, you can customise the fields visible in the panel.

Contact

Creditor contact name.

Phone Nos

Creditor telephone numbers. If Accredo is setup to interface with the telephone system, click  to dial.

Note: You can change the labels of the phone no fields in Company Settings - Display Labels.

Email (Ctrl+M)

The contact email address.

Bill From Creditors

Active if the creditor has Bill From Creditors. A list of creditors who Bill to the selected creditor will appear.