Creating and maintaining accounts payable

Organization chart

Click this to view the organization chart of the creditor such as the creditor’s subsidiaries, contact person, type of creditor, and creditor status. The organization chart is displayed in Microsoft Excel.

Note: This button is enabled only if the creditor has subsidiaries and after you have saved the creditor’s details.

E-mail

Click this to send an email to the creditor’s contact person. In the Contact persons screen, select a contact person, and then click Select.

Note: This button is enabled only after you have saved the creditor’s details.

Graph

Click this to view information pertaining to a selected creditor's transactions in Microsoft Excel. In the Excel: Graph screen, you can choose to group your information, make a comparison, display a trendline, and others.

Note: This button is enabled only after you have saved the creditor’s details.

Creditor card

Click this to view the creditor’s card. For more information, see Viewing creditor cards.

Note: This button is enabled only after you have saved the creditor’s details.

Conversion history

Click this to obtain an overview of completed and incomplete converted purchase orders. From the overview, you can view the selected purchase order. For more information, see Overview of converted purchase order history.

Note: The sales information is converted from the Macola Progression® database to the Exact Globe database using a conversion tool. This button is available only if you select the View sales history conversion check box in Conversion history settings. For more information, see Conversion history settings.

Word merge

Click this to create a letter for the creditor based on the document layout that you have created in Microsoft Word.

Note: This button is enabled only after you have saved the creditor’s details.

Activity

Click this to create an activity for the creditor. In the Activity types screen, select an activity type, and then click Select. For more information, see Creating and maintaining CRM activities.

Note: This button is enabled only after you have saved the creditor’s details.

General section

Name

Type the company name for the creditor. This is mandatory.

LinkedIn

Click this to display the number of LinkedIn users who work at the selected company. The detailed information displayed depends on your login status to LinkedIn.

Note: When you click , you will be directed to LinkedIn.

Type / Status

Select the type of creditor for the creditor. You can select one of the following if you are creating the creditor at CRM ? Accounts ? Maintain accounts:

• Supplier — This is a supplier whom you purchase your company’s products from.
• Associate — This is an account that has no product-related business relationship with the company. Examples of associates are members of the board, investors, and competitors.

Note:If you are creating a creditor at Finance ? Accounts payable?> Maintain, this field will be disabled and Supplier will be displayed.

Select the status of the creditor:

• Active — Select this status for an active creditor which you regularly buy products or services from and with whom you have a good relationship. Active is a status that indicates that the creditor is actively dealing with the company. By default, this is displayed.
• Blocked — Select this status to block all transactions from this creditor. Financial entries can still be booked for this creditor although a warning message “Creditor is blocked” will be displayed when booking an entry. Click OK to continue.
• Reference — Select this status for the creditor whom you have a good relationship with.

Note: These boxes can be edited only after you have saved the details of the creditor.

Inactive

Click this to change the status of the creditor to Inactive. The system will then display a request screen that allows you to state the reason for deactivating the account (to define the inactive request, go to System ? General ? Settings, in General settings at Request: Inactive, under the CRM section). The system also allows you to change the status to Inactive if there are financial transactions linked to the creditor by clicking the Set to inactive button at the Overview screen. A warning message will be displayed. Click Continue anyway? to change the status of the creditor to inactive, or click Cancel to abort the process.

Note: This icon is enabled only after you have saved the details of the creditor and is available only if you have CRM in your license.

Creditor

Type a code for the creditor. This is a unique code. A creditor code is normally used to differentiate the creditors that exist in Exact Globe. The creditor code is user-defined. Instead of typing the name to search for a creditor, you can use the creditor code to make a quick search.

Note: The creditor code is automatically generated if you have defined a range of numbers at System ? General ? Settings, under Numbers settings in the Accounts section. This cannot be edited once you have saved the details of the creditor.

Title / Contact name

Type or select a title of the contact person for the creditor. This is mandatory.

Type the name of the contact person for the creditor. This is mandatory.

Click this to enter further details of the contact person such as initials, first, middle, and/or last name. Last name is mandatory.

Job description / Title

Type the job description of the contact person for the creditor.

Type or select the job title of the contact person for the creditor.

DUNS number

Type the Duns & Bradstreet number for the creditor.

Classification

Type or select the classification code of the creditor. For more information, see Creating and maintaining classifications.

Credit line

Type a credit line amount for the creditor. This is a specific amount of unsecured credit extended for a specific time limit.

Business card

Click Business card to insert the business card of the creditor.

Notes

Type a note for the creditor. You can also click Timestamp to insert a timestamp to the note.

Show notes upon entry

Select this check box to display the note at Note in the Conditions screen of purchase orders, return to vendor (RTV) orders, and blanket purchase orders.

Address section

Address types / Country

Select the address type. By default, the address type is Visit. You can select one of the following:

• Visit
• Delivery
• Invoice
• Postal
• E-mail

For more information, see Creating and maintaining address types.

Type or select a country code for the creditor’s address. For more information, see Creating and maintaining countries.

Count: Addresses

Click this to display the various addresses that you have created. The addresses are displayed based on the address type selected at Address types. When more than one address has been created, the bracket in the icon name displays the number of addresses that exist. You need to point to the icon to see the address count.

Address 1

Type the first line of the creditor’s address.

Address 2

Type the second line of the creditor’s address.

Address 3

Type the third line of the creditor’s address.

Postcode / City

Type or select a postcode for the creditor’s address.

Type the city of the creditor’s address.

Province

Type or select a province for the creditor’s address.

Map

Click this to view the creditor’s address on the world map. The map will be displayed in Google.

Route

Click this to view the location of the creditor’s address on the map. The map will be displayed in Google.

Phone / Fax /

Type the telephone number of your creditor. This is usually the general phone number.

Type the fax number of your creditor.

Click the icon to make a phone call within the system.

Note: The icon can be used only if the modem is enabled. There are some other components that need to be configured before you can make use of this functionality.