Suppliers main screen

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Use this screen to:-
  • access supplier information
  • add a new supplier
  • edit (change) the details of an existing supplier
  • delete a supplier.

    Skip to the description of the screen elements

    Adding a new supplier
    More detailed instructions can be found in the Initial Installation section below if required.
  • Use the Navigator Bar to move to the main Suppliers screen 
  • Click [Add]
  • Enter the Name and Address Details in the new window followed by [OK] when complete.
  • Enter the Phone details in the new window followed by [OK] when complete.
  • Enter the supplier's Payment Details in the new window followed by [OK] when complete.
  • You will be returned to the main Suppliers screen
  • Click [Save] to save the new supplier.
  • Click [Cancel] at any time to abort the entry.
  • Click [Edit] to change any saved details.  Remember to click [Save] after editing.
  • Click [Delete] to delete a saved entry.


    Editing existing supplier details
  • Select the supplier whose details you wish to change.
  • Click [Edit]
  • Click the appropriate button to access the details you wish to change.
  • Make the desired changes then click [OK] to return to the main screen followed by [Save].
  • Click [Cancel] to abort the editing process.
    Note Editable items on the main screens must be edited as above.
    Many of the sub-screens accessed via the button stack have an [Edit] button which can be used without needing to click the main screen [Edit] button.  When the sub-screen [Edit] button is clicked the button label will change to [OK].  When [OK] is clicked you will (generally) be returned to the main screen where the [Save] button can be pressed.
    If you click the main screen [Edit] button before moving to a sub-screen the sub-screen button will already be showing [OK].


    Deleting a supplier
  • Before any record, master file, transaction or table details, can be deleted, a number of requirements must be met which varies depending upon what is being deleted.
  • In the case of suppliers, a supplier can only be deleted when:-
    there no transactions in the system
    and the account has a zero balance.
  • Click the [Delete] button and if the rules above are all met you will be asked to confirm the deletion.
  • Assuming you are using the internal bank reconciliation process you will be prevented from manually deleting suppliers who have transactions because the transactions are needed to keep the system in balance internally. 
  • See the Archive and Purge topics for the system processes involved in deleting transactions and master file records.


    General Comment
    I strongly suggest that you do not create a single supplier to be used for "one-off" / sundry invoices.

    For the very short time it takes to add a supplier, the fluffing about needed to keep track of what is in that account and any untangling when things go wrong is simply not worth it.  Yes, you will wind up with suppliers who only have the one transaction but so what.  They will be removed when you run the Archive and Purge.  To avoid cluttering up the main screen with "dead" accounts use the Details > Other Details > Hide this Supplier ? checkbox and place them at the end of your suppliers by inserting lowercase "zz " (zz space) in front of their SortKey once the account has been cleared.

    You can't create a work or purchase order to fax or email to one specific supplier nor use Notes for keeping track of the job.  Neither can you print a Remittance Advice without having to mess about entering the name and address and you definitely can't print a statement for just one of the suppliers.  So no time has been saved in that area has there?

    Finally when you start using a supplier you don't know whether they are going to become a regular supplier or not and if they do, you now have no easy way of knowing just how much work you put through that supplier.



    Description of the Suppliers main screen

    Refer to the Glossary for information about the Title bar, Menu bar and Navigator bar.

    Index Panel
  • The panel on the far left is the Index Panel.
  • It displays brief details about "all" the suppliers.  See Note below.
  • Initially the suppliers will be displayed in SortKey order.
    The highlighted line and arrowhead indicate the selected supplier.
  • Change the sort order by clicking the column headings in the Index Panel.
  • The column heading of the current sequence is in red.
  • Click the heading of the current column to toggle between ascending and descending sequence
  • Use the horizontal scroll bar to see more detail columns.
  • Locate a supplier quickly by typing either the first few letters of the SortKey, or the Supplier Code, (which will cause the "Find" window to appear automatically),  then press [Enter] on the keyboard.
    Generally it is only necessary to enter the first two or three characters.  If you don't get a direct hit you will be very close. 
    If the first character entered is a number the index panel will display the records in Code order.
    If the first character entered is an Alphabetic character the index panel will display the records in SortKey order.
    Once the first character is entered, if you wish to change from Code to SortKey and v.v. the Find window must first be closed.
    If there are no records starting with the characters entered you will get a "not found" message.
    Note It is possible that records do exist in the system but are excluded from the main screen display because they "hidden".

    Main Panel
  • The panel on the right contains information about the selected (highlighted) supplier.
  • Moving from top to bottom the items displayed are:-
  • Supplier Code
  • Name and Address details
  • Phone details
  • Use the Zoom Buttons to the right of the Name and Phone numbers edit or view those details.     

    Financial summary
  • Summary of this period's transactions up to TODAY.
  • Future dated transactions are not included in these summary amounts.
    Go to the Transactions for the end of period total.
  • The Balance is what the supplier will receive, less any amount on hold.

    Button stack
  • The [Details] button opens a new window which carries additional information relating to the supplier.  See the Supplier Details topic.
  • The [Transactions] button opens a new window where the transactions for this supplier are viewed, edited, added or deleted.  See the Supplier Transactions topic.
  • The [Mail] button opens a new window where Emails, Letters or Faxes to this supplier may be created, viewed, edited, re-sent or deleted.  See the Mail topic.
  • The [Notes] button opens a new window where notes about this supplier may be created, viewed, edited or deleted. 
    An electronic diary system called Bring Ups uses the Notes system to act as a reminder when things are to be done.
    See the Notes topic.
  • The [Payments] button opens a new window where details relating to how the supplier is paid any Hold amount or message to appear on this supplier's statement may be found.  See the Supplier Payments topic.
  • The [Photos] button opens a new window where photos, and other images too, may be loaded into the database, viewed, edited or deleted.  See Photos for more information.

    Property Manager selection
  • This has no effect on the suppliers main screen as suppliers are not tied to one Property Manager.

    Aspect logo
  • The [Aspect Logo] acts as both an indicator and a button.  When the logo is red it indicates that Bring Ups exist which should be attended to today or are outstanding.  When pressed it accesses all the unactioned Bring Ups in the system.  See Aspect Logo and Bring Ups for more information.


    Related Topics
    Special Accounts.
    Add, Change and Delete Records
    Supplier Opening Balances
    Clearing a Supplier Account



    Initial Installation Step 11 - Setting up the Suppliers


    Go to the Suppliers main screen.


    The process of adding a new supplier steps you through three separate windows on which associated data is entered before returning to the main suppliers screen where the remaining supplier information is entered.

    Once the [Add] process is started the Aspect Property Manager will go to the next screen automatically.  You will need to keep the help topic in step by pressing [Help] on the Title Bar of each new window as it appears and I recommend you do that for the first few entries so you can decide what to enter in each box.

  • Use the Navigator Bar to move to the main Suppliers screen 
  • Click [Add]
  • Enter the Name and Address Details in the new window.
  • Enter the Phone details in the next window.
  • Enter the supplier's Payment details in the following window.
  • You will be returned to the main Suppliers screen.
  • To check or change your entries before saving them click the appropriate [Zoom] button or the [Payments] button to access the sub-windows.
  • Click [Save] to save the details entered.
  • Click [Cancel] at any time to abort the entry or change being made.
  • After saving the record use [Edit] to make changes or [Delete] the entire entry and reenter the data.
  • Click [Edit] to change any saved details.  Remember to click [Save] after editing.
  • Click [Delete] to delete a saved entry.

    We do not recommended overriding the system assigned code but you may do so before saving the record.  Once the record is saved use the Suppliers menu > Renumber Suppliersfunction.

    The [Details] button opens the Supplier Details screen which holds additional supplier information.  This data may be entered now or later.  Open the help on the Supplier Details screen for information on the fields and their use.


    The [Details] button opens the Supplier Details screen which holds additional supplier information.  This data may be entered now or later.  Open the help on the Supplier Details screen for information on the fields and their use.

    Notes
  • If you missed entering a specific supplier code go to Suppliers menu > Renumber Supplier.
  • To correct a mistake:-
      4 before you clicked [Save], access the sub-screen by pressing the appropriate button and fix the error.
      4 after you clicked [Save] ,access the sub-screen by pressing the appropriate button, then [Edit] and fix the error.
      4 In both cases after making your correction press [OK] to return to the main screen and click [Save].
  • When adding new records, clicking [Cancel] on any screen or sub-screen before clicking [Save]  will discard all data entered and the record must be entered again.  Sometimes it is quicker to save the incorrect data then edit the record to correct errors.
  • When editing existing records, clicking [Cancel] on any screen or sub-screen before clicking [Save]  will discard all changes made.
  • Although you may add photos now we suggest you leave the loading of all photos to a separate job to be done later.


    Where next?
    At this point you can stay on the Suppliers main screen and enter the next supplier, in which case repeat these initial installation supplier help instructions
    OR
    Return to Initial Installation