Add New Supplier Wizard

Step 1

Select the relevant radio button to indicate whether the new Supplier is a Person or an Organisation.
The fields in the window update to reflect this selection.
Enter the name and code details for the supplier and then select the relevant partner, Department, Office and Company.

Title: Mr, Mrs, Miss, Lord, etc.
First, Middle and Last names: These fields are available only if the supplier is a person.
Suffix: This field is displayed only for persons. Suffixes such as knighthoods and orders (KBE, MBE, etc.) can be entered here.
Pre Name and Main Name: These fields are displayed for organisations only. Use the Pre-Name field if the organisation's name starts with 'A' or 'The'. Enter the main part of the name in the Main Name field. As searches are based on the main name, when results are displayed you will see suppliers listed in alphabetical order instead of seeing them all listed under 'T'.
Salutation: Any other name that the person is normally known by or prefers.
Mailing Name: Name used for mailing purposes, alternative to the full name or salutation. If you do not enter a mailing name, the supplier's full name will be used.
Initials: Enter the supplier's initials if required.
Aliases : Select an alias Type from the drop-down list, then click in the Name field and enter the alias. Press [Enter] to save the alias.

Note: it introduces a piece of information that the user will find useful - e.g. because it saves time - or something it would be easy to overlook. It's not as strong as a Warning. For more information on Aliases, see How to add a supplier alias.

The Code is mandatory and must be unique.

Specify the gender and enter the date of birth if the client is a person.
Click Next.
The Step 2 window appears. This is where you enter Extra information.

Step 2

The fields on this window are identical to those on the Extra tab of the Supplier page.

Where relevant, type or select a value for the 'Custom Field' and 'Custom Categories'. Mandatory fields, which appear in red font, must be completed before you can click Next or Finish.
This icon indicates a custom category. Select a value from the drop-down list that appears when you click in the Value field.
This icon indicates a custom field. Type the value in the Value field.

When you have entered all the mandatory information, you can click Finish and complete the supplier creation process. The supplier will be created using the information entered so far.

Note: entering information in the remaining windows (Steps 3 to 6) of the Add New Supplier Wizard is optional at this stage. Once the supplier is created, further details can be entered from the Supplier page.

2. To complete creating the supplier, click Finish.
The wizard closes and the Supplier page is displayed for the new supplier.

Click through the tabs to check, add or edit information.

Or

To continue entering details for the supplier, click Next.
The Step 3 window appears. This is where you enter address details.

Step 3

The fields on this window are identical to those on the Detail tab of the Supplier page.

There are two ways you can enter addresses for suppliers in the Add New Supplier Wizard:
by entering a new address
1. On the Add New Supplier Wizard - Step 2 window, click Search. The Address Maintenance window appears.
2. Enter the house name and number, street name, town, county, postcode and country details.
3. Click Link. You are asked to confirm if you would like to link the address to the current contact.
4. Click Yes to confirm. The Select an address type window appears listing all the available types.
5. Select the type of address you want to enter. For example, indicate if the address is the registered, head office or residential address, and then click OK.
  The Success message appears informing you that the address was linked successfully. A new row appears above the newly entered address to allow you to enter additional details.
  
  Note: the Address Type options available in the drop-down list depend on the types set up in the Maintenance menu.
6. When you have finished entering addresses, click OK on the Address maintenance window to save the address and close the window. The new address is displayed in the Wizard.
The new address is added to the database and can be linked to other contacts, clients, suppliers and employees.
by linking an existing address to the supplier

To link an existing address to the supplier:
1. Click Search. The Address Maintenance window appears.
2. On the Address Maintenance window, from the Find a drop-down list select the part of the address you want to search on. Then enter the search text in the which starts with field. You can search on Town, County, Postcode, Country, Surname/Company, Client/Supplier code and Address lines (street names).
3. Click Search. Addresses that match the search criteria are listed.
4. Click the address you want to link the supplier to and then click Link. If you have not selected an address type in the Wizard, the Select an address type window is displayed listing all the available address types.
5. Select an address type and click OK. The Success window appears informing you that the address was linked successfully.
6. Click OK to close the message.
7. Click OK on the Address Maintenance dialog to close it. The selected address and address type are displayed in the Wizard. To enter additional addresses for the supplier, repeat the above procedure.

Enter the Phone, Fax, Mobile and email details, and Other details such as Website address, Home phone, Personal web address and Personal email.
On the Wizard, click Next. The Step 4 window appears. This is where you enter notes on the supplier, if required.

Step 4

The window has two blocks: enter the title and date of the note in the top block, and enter the note in the lower block.

Click the top row of the Title column and enter a title for the note. The current date is displayed by default in the Date field.

Note

: You must enter a title for the note before entering the note.

Modify the date if required and press the [Enter] key. The title and date just entered move to the second row and a new row appears at the top of the block. However, the cursor remains in the top row.
To enter the note, first select the note title in the top block. The Notes box for the selected title is displayed in the lower block along with the title and date.
Enter the note.
Use the formatting icons to apply rich text styles such as bold and italic to the text in the Notes box, or to change fonts, etc. An automatic spell check is performed on the text and errors, if any, are underlined in red. Right-click an underlined word to display the suggested corrections. Click a suggested word to replace the incorrect word.
Alternatively, click the icon to launch the spellchecker and run it through the note.

Note

: You can change the date of the note in the lower block.

To enter additional notes, repeat steps 1 - 4.
Click Next. The Step 5 window appears. This is where you enter details of contacts associated with the supplier.

Step 5

The fields on this window are identical to those on the Associated tab of the Supplier page..

Select the Relationship Type from the drop-down list and then click:
Add to add a relationship to a contact that already exists in CCH Practice Management

Clicking the Add button opens the Associate Existing Contact window.
1. From the Relationships table, select one that applies to the association you want to add. The selected relationship is displayed in the Relationship field.
2. Click in the Contact field to display the Find button.
3. Click the Find button next to the Contact field to open the Find Contacts window.
4. In the Search for field, type in the name of the contact to search for and press [Enter]. The results are listed.
5. Select the required contact from the list displayed and click OK. The Find Contacts window closes. The selected contact is displayed in the Contact field in the Associate Existing Contact window.
6. Click OK in the Associate Existing Contact window to close it. The new association is listed in the Step 5 window.
7. Click the adjacent plus sign icon to view the relationship.
8. To view address details along with the relationship details, select the Show address check box.
  To view notes along with the relationship details, select the Show notes check box.
  If you do not want to view the address or notes, ensure that the related check boxes are clear.
Add New to enter details of a related contact that does not exist in CCH Practice Management

Clicking Add New opens the Associate New Contact window.
1. From the Relationship table, select one that applies to the contact you want to add. The selected option is displayed in the Relationship field below the table.
2. Specify the gender of the contact you are entering.
3. Enter the following for the associated contact:
Title
First , Middle and Last name
Suffix
Salutation
Mailing Name
Initials
1. Select the Organisation check box if the new contact is not an individual.
2. Click OK to save the details and close the window. The new association is listed in the Step 5 window.
3. Click the adjacent plus sign icon to view the relationship.
4. To view address details along with the relationship details, select the Show address check box.
  To view notes along with the relationship details, select the Show notes check box.
  If you do not want to view the address or notes, ensure that the related check boxes are clear.

Note: when you use the Add New button to create an association, the new contact is added to the system as a contact. You can then click their name in the Associated tab, or search for them and fill in the details in their Contact page as you would with any other contact. You can then convert the new contact into a client or supplier if required.

On the Wizard, click Next. The Step 6 window appears. This is where you enter payment and bank details for the supplier.

Step 6

Fields on the Step 6 window are identical to the Defaults tab for suppliers.

Field....	What it does....
Terms Type	The selection here determines the basis for calculating the payment due date on the bills raised by the supplier. The available options are: Days – enter the number of days from the invoice date that the payment is due. For example, if you enter '14' and the invoice date is May 2, then the payment date will be calculated as May 16. Month End Days – If payments are expected in the month following the billing month, enter the number of days after the invoice month end when payment is due. For example, if you enter '14' and the invoice date is May 2, then the payment date will be calculated as June 14. Payment Day – Select if you want the payment due date to be on a specific date each month. When selected, the next field on the page will update to Payment Date rather than Days. None – select if you do not want to calculate a payment day for the supplier.
Days / Payment Date	Enter the number of days from the invoice date that the payment is due. If you selected Payment Date in the preceding field then you would have to enter the actual date in the month that payment is due, for example, the 17th of each month.
Payment Type	Select the required payment method for the supplier, such as Cash, Cheque, Direct Debit, Standing Order etc. This impacts the description on the remittance advice section of the Bank Deposit Slip document. Your system administrator maintains the list of payment types available.
Credit limit	Enter the credit limit set by the supplier, if applicable. This can then be used as a warning if you have reached this level of credit.
Account Status	Select the state of the supplier's account. Certain selections prevent further transactions with this supplier account. Your system administrator is responsible for maintaining the selections. Examples are Exceeded Credit Limit, Open or Closed.
Default Nominal Account	This pick list is used to select the default N/L analysis code against which the expense is to be debited when an invoice is posted. You can choose to override this when you post an invoice.
Default Tax Rate	Select the tax rate that applies to the supplier. This setting determines the default tax rate applied to the supplier's bills. The default tax rate can be changed at the time of billing.
Approval Employee	Select the name of the employee who can approve invoice payments to this supplier.
Primary Bank Details	The right–hand section of this tab holds the supplier's bank details. This information can be used when payments are to be made to the supplier via direct bank transfers, or to generate the Bank Deposit Slip. The fields are populated for you automatically when you select an existing associated bank contact in the Bank Details field. NOTE The supplier's bank association must be set up before you can use this feature. Only the Account Name field is editable. The rest are populated using the information entered with the associated bank contact.
Bank Name	Displays the name of the bank based on the bank selected from the Bank Details drop-down list.
Bank Address	Displays the address of the bank based on the bank selected from the Bank Details field.
Account Name	Displays the name of the person or organisation holding the bank account based on the selection made from the Bank Details drop-down list. You can edit this field.
Bank Ref	Displays Bank Reference or Sort Code.
Account No.	Displays the Account No.
BACS/BPAY	Displays the BACS or BPAY code for the bank.

When you have finished entering details, click Finish. The supplier page for the new supplier appears.