Suppliers are directly involved in the flow of an outlet’s goods and material resources, the accounting of which is managed by iiko. This is why they all should be registered at system setup.
To add a new supplier, follow this:
- Select Contractors | Suppliers. The pop-up list will include contact details and current settlement balance per each supplier.
- Click Add. This will open the window of the supplier’s personal card.
- Fill in fields on the Main Information tab:
- The Name in system field is required.
- The Supplier code is filled in automatically. You can change this value, but it should be unique in the system.
- Enter the full name of the legal entity in Company.
- Select the contractor type in the Supplier Type field: importer, supplier or manufacturer.
- Select the price category that the contractor must fall under. In this case, when this contractor is your buyer, its price category will be automatically defined, whenever a sale is carried out by means of an expenditure invoice. Product prices will be taken from the price list that corresponds to this price category.
- Information on the manufacturer (importer) and the license to sell alcoholic products, for example, can be set on the tabs such as Main Information and Document ID/License.
- Go to the Additional Information tab.
- Configure supplier’s access to iikoFront. If an access is granted, the number of the supplier’s magnetic card should be entered in the Card No. field or click and swipe the required card.
- Select the document flow type in the EDI System field which you will use to exchange documents with the contractor. For how to add it, see EDI systems. If you select nothing in the field, you will not be able to send an order to this supplier via an external system.
- You can specify an additional analytic character - Сoncept. This will allow you to retrieve a Cash Flow Statement with detailization by this character.
- Provide details of the supplier as a legal entity in the Legal Entity tab. These details will be used during invoice creation. Enter the individual tax number and the code of reason for registration assigned to the supplier as a legal entity in VAT No. and Tax Registration Reason Code. In Company Number and Industry Code enter the code of the organization and the type of activity code for the organization. Enter the bank name and bank details in fields such as Bank, BIC, Settlement Account, Corr. account. Also provide the legal and actual address of the supplier.
- Set up automatic control over prices for the goods purchased from the supplier on the Price control tab. For this:
- Check Restrict price list changes to prohibit automatic changes to the supplier’s price list.
- Select system behavior when purchase invoice prices come short of the price list:
- Prohibit posting
- Do not allow posting when the item is more expensive Prohibit invoice posting, if the product price is higher than base price specified in the supplier price list for over permissible price variance. Basic prices are set up in price lists, see Creating a price list.
- Go to the Price Control tab.
- Specify the number of days the due date for repayment of debt to this supplier can be postponed in the Payment Delay field.
- Specify a week day, on which supplier’s bills become payable, in the Payment day field. At the time of payment, the payment day will be automatically transferred to this day of the week with account to the adjournment. If you leave this field blank, the payment will be due on the last day of the grace period. For instance, you have specified 14 days in the Payment delay field and then Thursday in the Payment day field. Assume the end of the grace period is Tuesday. In this case, the total grace period would come up to 16 days and the payment would be set for Thursday.
- Click Save.
To view the history of mutual settlements with a contractor by means of invoices and payment documents, as well as verify opening and closing balances, select the contractor from the list and click Reconciliation Statement.
The Reconciliation Statement of mutual settlements covers all the transactions from the Liabilities section in the Chart of Accounts. See Load account statement.