Adding / Editing a Supplier

We have a video guide on adding suppliers into Retailer - Adding Suppliers

Add A New Supplier

In certain fields that ask for a Supplier, press the 'Insert' button on the keyboard to open the 'Add Supplier Wizard'

To add a new supplier into Retailer, follow the steps below:

1. From the main screen of Retailer click on Stock or Stock Maintenance.
   
2. Click on Suppliers and Departments.
   
3. Click on the Suppliers tab.
   
4. Click the Add button in the bottom left to start the Supplier Wizard.
   
5. On the Supplier Name and Address screen, type in the basic details of the supplier.
   Note: Only the Supplier Name is required. Other fields are optional
6. In the Additional Contact Details screen, enter in any extra contact details for the supplier.
   
7. In the Newsagency Settings screen, enter any necessary newsagency-related settings.
   
8. In the Supplier Settings screen, configure the settings for arriving invoices.
   Note: The Tick if Cost price entered on invoice is Inc. GST setting controls if the Price entered in Invoice Arrivals has GST applied already or if GST needs to be added. It does not control if Stock from the Supplier should have GST applied or not. This is set at a Stock Item Level in the Stock Screen. See HERE for more information
9. In the EDI Settings screen, enter the settings related to EDI invoices.
   
10. Click on the Finish button.
    

If there is information you do not have or is not relevant you can leave it blank. You can always add details or change options later in the Suppliers and Departments screen.

If the Supplier Wizard does not appear, click HERE.

Edit an Existing Supplier

To change the settings for an existing supplier in Retailer, follow the steps below:

1. From the main screen of Retailer click on Stock or Stock Maintenance.
   
2. Click on Suppliers and Departments.
   
3. Click on the Suppliers tab.
   
4. Click the Magnifying Glass 🔎︎ at the bottom to search. 
   
5. Select the Supplier you wish to edit. Click Ok.
6. You can then edit the required settings.
7. Remember to click Save.

Available Supplier Settings

The available settings are:

1. Details tab
   
1. Name
   
2. Address
   
3. Suburb
   
4. State
   
5. Country
   
6. Post Code
   
7. Phone 1 and Phone 2
   
8. Fax
   
9. ABN
   
10. Supplier abbreviation to show on labels (maximum 3 characters)
    
11. Email
    
12. Website
    
13. Vendor ID
    
14. Freight Supplier
    
15. When Adding Stock, the default department is
    
16. When Adding Stock, the default category is
    
17. Your Account number with this supplier
    
2. Notes tab. Where notes can be added against the supplier
   
3. Other tab.
   
1. Tick if Cost price entered on invoice is Inc. GST
   
2. Warn user if the Cost price changes
   
3. Warn user if the Sell price changes
   
4. When Markup applied, keep existing Sell Price if change is less than
5. Use stock dictionary when adding a new item
   
6. Tick if Supplier uses Exchange Rate calculation
   
7. Enable discounting by default for this Supplier
   
8. Don't prompt to update Catalogues on Arrival
   
9. Enable pending invoice arrivals by default
   
10. Use current retail prices in stockfile when arriving orders
    
11. When creating orders and arriving stock use the follow method to prefill stock
    
1. Use current stock cost price
   
2. Use last arrival stock cost price
   
12. Recall Date Type
    
1. Weekly & Monthly
   
2. Weekly
   
3. Monthly
   
4. Date
   
5. Books
   
13. Default Recall Date
    
14. Recall Month Cut-off day
    
15. Always return stock against last Arrival
    
16. Due Date Type
    
17. Days/Date
    
18. Always use the Retail Price from the EDI Invoice or Order Arrival
    
19. E-Orders Supplier Barcode
    
20. Email Order via Retailer
    
21. Format of Order to Export. PDF and/or CSV/TXT
    
22. Order Email Subject
    
23. Order Email Text
    
4. EDI tab.
   
1. EDI Systems button
   
2. When arriving EDI Invoices this supplier arrives by
   
1. Barcode
   
2. Supplier Stock Code
   
3. PLU
   
3. Add the Issue Code to the Supplier Stock Code when arriving EDI Invoices
   
4. Add the Barcode Extension to the Barcode when arriving EDI Invoices
   
5. EDI Abbreviation
   
6. Standard Address Number (SAN)
   
7. This supplier requires a Returns Information File (RTD) to be created
   
8. Use EDI Description

Rename a Supplier

To rename an existing supplier in Retailer, follow the steps below:

1. From the main screen of Retailer click on Stock or Stock Maintenance.
   
2. Click on Suppliers and Departments.
   
3. Click on the Suppliers tab.
   
4. Click the Magnifying Glass 🔎︎ at the bottom to search.
   
5. Select the Supplier you wish to rename. Click Ok.
6. Click the tick button ☑ next to the Supplier's Name. This makes the Supplier Name field available for editing
7. Make the required changes. Remember to click Save.

Change Supplier Cost Price Tax setting

There is a per Supplier setting to determine if Cost Prices entered in Invoice Arrivals are Inc or Ex Tax.

Note this setting only controls if Tax is needed to be added to the Cost Price entered. It is separate to if the Stock Items themselves should have Tax applied. See Changing Tax Percentages on Stock Items.

To change this setting for an existing supplier in Retailer, follow the steps below:

1. From the main screen of Retailer click on Stock or Stock Maintenance.
   
2. Click on Suppliers and Departments.
   
3. Click on the Suppliers tab.
   
4. Click the Magnifying Glass 🔎︎ at the bottom to search.
   
5. Select the Supplier you wish to edit. Click Ok.
6. Click the Other tab.
   
7. Tick or Untick the first tickbox, 'Tick if Cost Price entered on invoice is Inc. GST'
8. Click Save.
   

Merge Suppliers

See How to Merge Suppliers

Delete a Supplier

To Delete a Supplier, the Supplier must not be used against any Stock Items.

The Supplier can be removed from an individual Stock Item from the Stock Screen → Supply tab. There is no way to do this in bulk.

The Stock Archiver can be used to remove old Stock Items in bulk. Once the stock is archived, the Supplier can then be deleted.

Another solution is to rename a Supplier to 'Archived Supplier' and then use Merge Suppliers
to Merge the Supplier you wish to remove into the 'Archived Supplier'

To Delete a Supplier:

1. From the main screen of Retailer click on Stock or Stock Maintenance.
   
2. Click on Suppliers and Departments.
   
3. Click on the Suppliers tab.
   
4. Click the Magnifying Glass 🔎︎ at the bottom to search.
   
5. Select the Supplier you wish to delete. Click Ok.
6. Click the Delete button in the bottom left corner.
   
7. Click Yes to confirm you wish to Delete the Supplier.

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