Creating the Supplier Record

1. Navigate to the Maintenance Tab
2. Click on the Approved Supplier List under the Purchasing & Suppliers heading
3. You may want to search to make sure your supplier doesn't already exist before adding them

1. To create a new supplier, click the Create button
2. Complete the General tab with the fields below:

• Name should be set to the formal company name  
• Address, Post Code and Country should be set to the address at which the company is registered  
• VAT Location should be set
• Contact details for the supplier can be added using the Telephone, Email, and Web fields
• Any Notes can be logged against the record

3. On the Provisions tab:

• Scroll the Available Provisions and select the most appropriate provision(s) for this supplier  
• Use the single arrow beneath it to move across to the list of current provisions  
• You’re welcome to add more details under Scope of Supply if appropriate

4. On the Locations tab:

• Scroll the Available Locations and select the correct Location(s) for the supplier
• Use the single arrow beneath it to move across to the list of current locations
• Please note that the locations can be managed via the Maintenance tab > Supplier Locations

5. If you have company/VAT registration details, you can add those on the Accounts tab:  

1. Company Reg No should be recorded, if known  
2. Company VAT No should be recorded if the supplier is VAT-registered
3. Payment Category will default to Ltd Company (Non-VAT) but can be changed using the dropdown
4. Code will relate to accounts integration, ignore this for the moment

6. On the Defaults tab, you can choose to select: 

1. Default PO Line Type 
2. Default VAT

7. Click Save 

This will bring up a full supplier record. From there you can add information that you like to any of the tabs: Details, Additional, Contacts, Provisions, Outstanding POs, Locations, Accounts, Finance Files, Ratings, Problems, Approval, Approval Files, Certification, Defaults, and T&Cs.

Tabs on Supplier Records

Details

The Details tab will feature the general information of the Supplier and will have been set on creation of the supplier record:

Additional

The Additional tab will feature additional general information of the Supplier and will have been set on creation of the supplier record:

Contacts

This tab will allow you to add any contacts against the supplier. Contacts can be created by click the Create button and completing the below pop-up:

Provisions

The Provisions of the supplier will be set on creation, but can be managed via this tab. The Scope of Supply can also be added against the supplier record if required.

Outstanding POs

This tab will show any outstanding Purchase Orders against this supplier (if applicable). It will return the purchase order information that will be displayed in the table below:

Locations

The Locations of the supplier can be set on creation, but can be managed via this tab if required.

(please note that this tab will only show if Supplier Locations have been set up via the Maintenance tab > Supplier Locations)

Accounts

This tab is used for syncing supplier records to accounts. It can be used to record any accounts information against the supplier record.

(please note that users require the permission ‘can edit accounts code’ to view this tab on a supplier record)

Finance Files

This tab can be used to upload any finance files against the supplier record. Users will click Create and the below pop-up will show:

(please note that users require the permission ‘can edit accounts code’ to view this tab on a supplier record)

Ratings

This tab can be used to upload any Ratings against the supplier record. Users will click Create and the below pop-up will show:

This tab can also be used to upload any rating files against the record. Users will click Create and the below pop-up will show:

Problems

This tab can be used to view any problems flagged when receipting purchase orders. It will return the purchase order and problem flagged that will be displayed in the below table:

Approval

This tab can be used to record the approval level and risk category of the supplier. Any approval dates of the supplier can also be added:

Approval Files

This tab can be used to upload any approval files against the supplier record. Users will click Create and the below pop-up will show:

Certification

This tab can be used to upload any certification against the supplier record. Users will click Create and the below pop-up will show:

Please note that the Certification Types can be managed via the Maintenance tab > Manage Supplier Certificates.

Defaults

This tab can be used to set the default PO Line Type, Terms of Payment, and VAT for the supplier. 

The Terms of Payment will set the terms when logging purchase invoices against this supplier.

T&Cs

This tab can be used to upload supplier terms against the supplier record. Users will click Create and the below pop-up will show:

Accounts Integration

In order to sync supplier records, the supplier must exist within the accounts database - this means that the finance team must create the record in either NetSuite or Dynamics 365.

Once the supplier has been created, the finance team will give you an accounts code. This is driven by the Vendor ID on NetSuite, and the Account on Dynamics 365. Once you have the accounts code, you will enter this against the supplier.

• Navigate to the supplier record in Evox
• Click the Edit button and navigate to the Accounts Tab
• Enter the Code and click Save

• Navigate back to the Accounts tab and click the Sync Account Details button
• You will be met with the below pop-up: click OK

• The user will be met with the below confirmation if the sync has been successful:

• On the Details tab of the supplier, you can view the last synced date:

There might be cases when supplier records are required to be made inactive. Please note that records synced to accounts will have the Active field greyed out and not editable:

In order to make the supplier inactive:

• Advise the finance team of the supplier to be made inactive
• The finance team should make the supplier record inactive for the business within the accounts database
• Within Evox, navigate to the supplier record and click Edit
• Navigate to the Accounts tab and remove the inputted accounts code
• Click Save

• Navigate to the Additional tab of the supplier record and click Edit
• The Active field will now be editable to the user

• Untick Active and click Save to make the supplier record inactive

Editing the Supplier Record

When viewing a supplier record, a button for Edit will be visible on the bottom right of the page. This will allow the user to make edits on the following tabs: Details, Additional, Provisions, Locations, Accounts, Approval, and Defaults. 

The user would make the edits and click the Save button on the bottom right to save the changes. The user can click the Cancel button to go back to viewing the supplier record.

Please note that if the supplier record has an accounts code and is synced, the following fields will display as greyed out and will not be editable: Name, Address, Post Code, Telephone, Fax Number, Email, Web, and Active. This is because this information is driven by the synced Accounts Database.