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SpendMap User Guide (v14.5)

PURCHASING > Master Files > Suppliers > Add/Modify

 
The Supplier Master File contains information on the suppliers (vendors) that you buy from.

The Supplier Master File is one of the “primary” master files in SpendMap in that many of the fields on Purchase Orders and other documents will default based on the selected supplier (e.g. the supplier's address, Terms of Payment, FOB point, etc.). You can also track purchase history and otherwise sort, filter and search for information by Supplier Code. See also Master Files – Overview.

While fields will default on POs and other documents based on the selected supplier to save time, many fields can be changed on a document-by-document basis.

You are not forced to use suppliers from the Supplier Master File on POs and other documents. You can create documents for one-off suppliers and type in the supplier details manually for each document.

In the Supplier Master File, you can also maintain internal notes for each supplier (e.g. conversations, important details, etc.) and you can indicate how each supplier wants to receive their orders by default (i.e. hard copy, by fax, by e-mail, etc.).

hmtoggle_arrow0        Supplier field options

hmtoggle_arrow0        Other ways to populate the Supplier Master File

hmtoggle_arrow0        Tracking changes

hmtoggle_arrow0        Deleting suppliers

hmtoggle_arrow0        Locking suppliers

hmtoggle_arrow0        Internal notes and attachments

hmtoggle_arrow0        Items supplied by each supplier

hmtoggle_arrow0        Supplier catalogs

 

Supplier Master File Screen

If a supplier operates from multiple locations or regional business units, many of the fields in the various folders can be different for each location or “Address Group”.

hmtoggle_arrow0        About Address Groups

Information for the supplier is organized into a series of folders (tabs)...

Folder

Contents of the Folder

GENERAL

Address and other contact information that will carry forward to POs and other documents.

MISCELLANEOUS

Other default information that will carry forward to POs and other documents.

ACCOUNTS PAYABLE

Alternate Supplier Code, Remit-to Address  and other settings for use with the Invoice Approval Module.

CORPORATE

Miscellaneous statistics and company information for reference purposes.

CLASSIFICATIONS

Classification (categories) for the supplier, for use when searching and filtering reports.

PUNCHOUT

URL and other information used when integrating with the supplier’s web-based order entry system (e-commerce site).

PORTAL

Users who can access the Supplier Portal.

 

General Folder

The [GENERAL] Folder contains address and other contact information for the supplier. This information will be copied onto POs and other documents but can be modified on each document if needed.

hmtoggle_plus0        Fields

 

Miscellaneous Folder

The [MISCELLANEOUS] Folder contains information that will be copied onto POs and other documents but, for most fields, can be modified on each document if needed.

hmtoggle_plus0        Fields

 

Accounts Payable Folder

The [ACCOUNTS PAYABLE] Folder contains optional settings for this supplier, for use when exporting transactions to your Accounting/financial/ERP or other systems

hmtoggle_plus0        Fields

 

Corporate Folder

The [CORPORATE] Folder contains miscellaneous statistics and company information used for reference purposes only. These fields are all optional.

 

Classifications Folder

The [CLASSIFICATIONS] Folder lists classifications (categories) for the supplier, used for sorting and filtering reports. You can also search for suppliers by classification when using Lookup, such as when selecting suppliers for Purchase Orders and other documents.

A “_star” in the “P” (Primary) Column indicates that this is the primary classification for the supplier, which is used when sorting the Supplier Master File Report by supplier classification.

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PunchOut Folder

The [PUNCHOUT] Folder contains the URL and other information used when integrating with the supplier’s web-based order entry system (e-commerce site) with the PunchOut Module.

If the supplier supports PunchOut, they can provide these details.

hmtoggle_plus0        Fields

hmtoggle_plus0        Buttons

 

Portal Folder

The [PORTAL] folder lists the users that can access the Supplier Portal. These are the people at the supplier’s company that can access the Portal (e.g. sales people), not your internal staff.

Portal users do not consume user licenses while logged into the portal.

Passwords: When new Portal users are added and saved, you will be prompted to enter a temporary password for the user. The user will be prompted to change their password the first time they log into the Portal.

hmtoggle_plus0        Buttons

 

Portal User Details Screen

This screen lists contact information as well as access restrictions for each user.

hmtoggle_plus0        Fields

 

Tasks that This User Can Perform

The Include Column will show a check mark (_check) for the menu options (functions) that this user will have access to when using the Portal.

IMPORTANT: If you give the user the ability to "Manage user accounts", they will be able to change their own access rights (i.e. the options you assign here) as well as the access rights of other Portal users in their organization.

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