How to Create Suppliers

 By the end of this article you will be able to;

• Create a supplier
• Add a quotation
• Understand the tabs under the supplier screen

Suppliers are intended to be used with the Stock Control functionality in HART. Please contact us if you are not using this but would like to.

To create a supplier;

Navigate to  Materials > Suppliers and the supplier window appears. Free type all your supplier’s details in the top window by free typing a name, address, and any other details required according to your company procedure. Press save or F3.

Navigate to the contact tab and by right-clicking and adding an entry add in the supplier contact. 

Navigate to the stock tab and right-click and press the select button where you can add your stock subgroups if you have them set up by ticking the box and pressing update. These are the stock sub groups which are linked to this supplier.

Understanding the Supplier Window Buttons and Tabs

On the top window, the statement button opens a report which will show you the supplier transactions as detailed below within a chosen time period.

The list button shows you the supplier details.

Quotation tab

The quotation tab allows you to add in any fixed price quotations that you may have received from the supplier. By right-clicking and adding any entry you can create a quotation. This is used to enable you to use the quotation wizard and determine the best price.

Free type a reference number, the date the quote was submitted, and when the quote is valid from and to.

Using the wizard button allows you to pick up the stock subgroup you have added under the stock tab.

With the quotation highlighted right click and add the item in the bottom window, the unit should fill in automatically from Material > items.

Add in the quantity, and the range for which the quote is valid for, leave blank or a 0 if not applicable. If using range add in any free quantity per order and finally add your quoted price.

• Pressing the item button will take you to the highlighted items item screen.
• Pressing the duplicate button will duplicate the highlighted item
• Pressing the remove button will remove any item with a 0 price.

Invoice tab

Here you can see all the invoices that relate to the supplier. Here you can see;

• Tran Date: the transaction date.
• Invoice No: the invoice number.
• Inv. Date: the invoice date.
• Amount: the total amount written on the invoice.  
• Paid: the amount paid to the supplier by the hotel.
• Outstanding: the outstanding amount owed to the supplier by the hotel.
• Notes: the invoice notes

• View Bill button: with the invoice highlighted pressing this button show you more details regarding the invoice, for example, the item (s), quantity, and price
• Batch pay button: pressing this button allows you to make payments for supplier invoices. By pressing this button you can make payments either for specific supplier invoices or spread the payments.
• Search button: pressing this button opens up the batch pay viewer 
• Not paid button: pressing this button displays all unpaid invoices.
• All button: pressing this button display all invoices.

In the bottom window, by highlighting the invoice, you can right-click and add entry and enter the following details;

• Date: the payment date.
• Reference No: free type the reference number of the payment
• Amount: the payment will automatically drop in according to the invoice amount.
• Method: enter the payment method from the drop-down box  
• Bank Account: enter the bank account from the drop-down in which the payment was made if applicable.
• Effective Date: if the payment was by a cheque enter the date on which a cheque will be effective.
• Unit:  choose from the drop-down the hotel’s business unit if applicable.
• Notes:  free type any payment notes
• Receipt: button: pressing this will issue a receipt of the payment.

Discount tab

Right-click and add an entry to enter any discount that you are being offered from the supplier.

• From: enter the date on which the discount starts.
• To: enter the date on which the discount ends.
• Generated Revenue: enter in the revenue that the hotel must generate for the supplier in order to be entitled to the discount.
• Discount: enter the discount percent or amount, using the last field select percentage of amount from the drop-down

Unallocated tab

Right-click and add an entry to add any payments made that are not allocated to an invoice.

Tab Ordering

Here you can attach any files that you can use as ordering forms if applicable

• Form Name: free type in the name of the form.
• File Name: press the … button, to browse the computer and find the file you will use as an ordering form, double click on the file and the path on the computer, and the name of the file will appear. This needs to be a shared drive that the file is stored in, otherwise, you will not be able to retrieve the file when logging into another computer.
• Columns: select which column the file includes the item Quantity and the item Code.
• Rows: Select which .xls row will be the first and which one will be the Last.

Tab Types tab 

By right-clicking and adding an entry you can add in all the supplier types;  

• Supplier Type: free type the supplier type description.
• Payroll: tick this box if you want the specific supplier type to be available inside the payroll window.

The choices appear inside the type drop-down menu at the top part of the window: 

Activities tab:

By right-clicking and adding an entry free type the supplier's activities and the choices appear inside the activities drop-down field at the top part of the window: 

Financials tab:,

Here you can add the supplier’s financial details. In order to be able to open up this part of the window, you must have the password this is configured in Configuration>Maintenance> Security.

Terms tab:

By right-clicking and adding an entry free type the supplier payment terms and ship to information. and the choices appear inside the terms tab and ship to, in the drop-down menu at the top part of the window.

• Code: free type a shortcode for the payment term.
• Payment Term: free type the payment term.
• Code: free type a  code for the ‘Ship to’.
• Ship to:  free type the ‘Ship to’.