How to generate a one-time supplier?

You need to process a purchase from a one-time supplier and you do not wish to create an entry for the supplier? We have a solution for you.

Option no. 1: Create a MISCELLANEOUS supplier code in order to lump together all one-time suppliers under the same heading. When creating a project purchase entry for a one-time supplier, you will be asked to provide the name and address of the supplier.

 

When printing disbursements, all cheques are displayed with the MISCELLANEOUS code. However, when looking up suppliers you can drill down on a specific cheque and obtain the name of the supplier paid.

 

Option no. 2: Create a supplier for each one-time supplier and deactivate it when finished. By using this method, the list of disbursements will display the supplier code according to the actual supplier.

 

create a MISCELLANEOUS supplier

  1. Access the Supplier Management option.
  2. Create a MISCELLANEOUS supplier. Do not specify an address. Click Save.

 

automate the treatment of one-time suppliers

This step is required in order to automate the use of a MISCELLANEOUS supplier. By doing so, when creating a project purchase entry and selecting the MISCELLANEOUS supplier, a window is displayed allowing you to enter the supplier’s address information.

  1. From the Purchasing module, Maintenance, under the heading Purchasing, access the Configuration option.
  2. In the left pane, click Purchases to select it.
  3. On the right side, in the Miscellaneous Supplier ID field, enter the supplier code MISCELLANEOUS to activate it.

 

By activating this parameter, you are ensuring that an immediate disbursement will automatically be created when transferring the project purchase. This configuration applies only to project purchase.

 

 

  1. Click Save then Quit.

When creating a project purchase entry and selecting the MISCELLANEOUS supplier, the Address window is displayed allowing you to enter the supplier information before proceeding with the entry. This will also activate the immediate disbursement in order to create the cheque to the supplier.

 

If you do not follow the steps, you will have to modify the supplier’s address manually in Supplier Management, then enter the project purchase then go through all the steps until printing the disbursement before you can enter a second purchase with the MISCELLANEOUS supplier because the cheque is issued for the last entered supplier.

 

Formerly, Tips & Tricks no. 25

Last modification: September 20, 2024