Supplier Management

OBJECTIVE

The Supplier Management function is used to create and update supplier records. The following management functions must be completed before you access the various purchasing options in maestro*.

 

PREREQUISITE

• Define Supplier Certificates

 

ICONS

Only the icons specific to this window are defined in the table above.

Icon	Title	Used to
	Certification by Supplier	Access the window where documents related to certifications such as Bill 28 are managed. This window is detailed in the appendix.
	Form Configuration	Access the Form Configuration by Table window.

 

Steps

maestro* > Purchasing > Maintenance > Suppliers > Supplier Management

 

Create a Supplier

1. Enter the required information:

Field	Description
Code	Supplier's code. NOTE: If the code already exists, maestro* displays the data already entered for the code.
Name	Supplier's name.
Status	Status of the supplier in maestro*. The statuses available to the user include: A - Active, B - Blocked and 1 - Closed. NOTES: You can block or close a supplier using the Block a Supplier and Close a Supplier functions. No transactions can be entered if the supplier's status is B - Blocked or 1 - Closed.
Inter-co	When checked, this box indicates that the purchase transactions with this supplier have to be processed in intercompany mode. NOTE: The inter-co information can be modified during purchases.
Company Mask	Used to link a supplier to a specific company by entering a company mask. NOTE: Available in multidimensional mode only.

2. Enter the required information in the Main Fields tab:

1. Address section:

Field	Description
Division	Allows to indicate the supplier's division.
Address	The supplier's main adresse.
City	The supplier's city.
Province	The pronvince of the supplier.
Postal Code	Postal code of the supplier.
Country	Supplier's country.
Zip Code	Supplier's Zip code if they are in the United States.
Phone	Supplier phone number.
Language	Supplier's preferred language.
Fax	Number to which a fax can be sent to the supplier.
Long Distance	This box is checked if the fax/phone number is a long distance call.
Currency	Allows to indicate the supplier's currency (CAD or US).
Mobile	Cellphone number of the supplier contact.
Contact	Name and surname of the supplier contact.

2. Other section:

Field	Description
Type	Text field for assigning a type to the supplier. NOTE: This field is not from the Define Supplier Types option. It is complementary to the Supplier Type field.
Supplier Type	Type from Define Supplier Types.
Holdback Rate	Default holdback rate for all orders and invoices associated with this supplier.
Discount Rate	Default discount rate for disbursements made to this supplier.
Discount Calc.	Discount calculation method. Available values: With tax Discount calculated after taxes. Without G.S.T. Discount calculated on the purchase amount plus Q.S.T. Without Q.S.T. Discount calculated on the purchase amount plus G.S.T. Without tax Discount calculated before taxes.
Disc. Code	Code configured in Define Discount Codes.  Only used with Purchase Order Management.  NOTE: The code can be a combination of several existing codes. For example, if code A represents a 20% discount and code B represents a 5% discount, you can enter AB for a cumulative discount of 25%.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Early Disc. Group	Discount group (credit terms) associated with the supplier for the Selected Disbursements. This group is from Early Payment Discount Codes. NOTE: This early discount group is only applied if advanced mode is enabled in the Selected Disbursements option. Otherwise, maestro* applies the previously entered discount percentage.
Rec. Proc. Mode	Mode for processing receipts. Used to change the behaviour of the program when receipts of goods are entered. Standard Unit prices cannot be changed in receipts of goods. The unit price displayed is the price from the order. Average Cost The unit price proposed in receipts of goods is the average cost of the item rather than the price entered on the order. This unit price can also be changed. NOTE: This function is used with Accrued Costs Reconciliation. If the supplier is set to Average Cost, all breakdown lines on the order must be ordered for inventory or a project. Landing Cost The unit price proposed in receipts of goods is the price entered on the order to which an landing cost amount is added. These expenses are from the landing cost field on the order and are broken down on a pro-rated basis among the items. NOTE: This function is used with Accrued Costs Reconciliation.
Internal	Used to identify an internal supplier. This is used with the Work Order Dispatch option to create an internal purchase order. NOTE: For example, if an order is assigned to an employee or sub-contractor.
Auto. Generation of EDI Transactions	Generates an automatic EDI transaction (Manage EDI Transactions) when transferring catalogue orders associated with the supplier, if the box is checked. NOTE: Only available if the Interface – Interface EDI option is installed.

3. Numbers section:

Field	Description
Customer Code	Customer number assigned by the supplier.
External Code	Supplier code assigned for external use.
Business Number	Supplier's provincial business number. NOTES: In Quebec, the business Number (NEQ) is the Québec business number. This information is used on the Payment Declaration report for suppliers who are sub-contractors. To be included on this report, the supplier must also be identified as Sub-Contr in the Project Type field.
RBQ Number	Régie du Bâtiment du Québec (R.B.Q.) number of the supplier, if the latter is a sub-contractor. NOTE: For information purposes only.
W/C - CSST	Supplier's CSST number. NOTE: For information purposes only.
CCQ	Supplier's CCQ number. NOTE: For information purposes only.
GST	Supplier's federal tax number that can be printed on various customized forms and the Payment Declaration Report - Form T5018. NOTE: The format for sending the t5018 XML payment declaration must respect the following format: 000000000RZ0000 or 000000000RT0000.
QST	Supplier's provincial tax number that can be printed on various customized forms. NOTE: The provincial tax number must respect the following format: 000000000TQ0000.

4. maestro*MOBILE section:

If the box in this section is checked, the supplier will be displayed and it will be possible to select them in the different maestro*MOBILE interfaces.

5. Project section:

Field	Description
Activity	Default project activity for all invoices and orders with this supplier.
Project Type	Supplier's project type. NOTES: If the supplier is a sub-contractor, this should be specified because this is what determines whether or not the supplier is included on the Payment DeclarationT5018 report If the supplier is a subcontractor, the Declaration of Payment tab must be completed.
Project Group	Expense group used by default for all invoices and orders with this supplier.

6. Defaults section:

Field	Description
Tax Code	Default tax code for all invoices and orders associated with this supplier from the Tax Code Table.
Exemption	Supplier’s tax exemption number. NOTES: If a number is entered, maestro* will not apply the default tax codes, regardless of the origin (supplier, inventory code, etc.). However, if a tax code is entered manually into a transaction for an exempt supplier, the taxes will be applied.
Account	This field is used to indicate the general ledger account linked to this supplier.
Delivery Days	Number of delivery days associated with this supplier. NOTE: For information purposes only.
Del. Address	Default delivery address for all purchase orders associated with this supplier from Define Supplier Addresses.
Invoice Status	Default invoice status after it is entered and transferred to maestro*. NOTES: Is no status is specified, maestro* uses the status code entered in Configuration. New statuses can be created in the Table of AP Invoice Status Codes.
Min. Purchase	Used to enter a minimum amount linked to invoice statuses. NOTES: For example, a status "2- For Approval" can be created with a minimum amount of $1,000. For an invoice for a purchase of $2,000, the status of the invoice is "2 - For Approval" after the transfer. For an invoice for a purchase of $100, the status of the invoice is "8 - Invoice Payable", which is the default status for invoices in Configuration.  If no minimum amount is entered, the status of the invoices will be as indicated in the Invoice Status field.

7. Notes section:

The note entered is displayed in a Memo field when the supplier is selected in the various entry screens of maestro* if this function was configured in Preferences.

3. Enter the required information in the Direct Payment tab:

Field	Description
Payment Mode	Method in which invoices are paid. The choices are: Cheque and Transfer. NOTE: The Transfer method is a direct payment.
Confirmation Mode	Method for confirming the payment if the payment method for the supplier is Transfer. The choices are: Email and Fax.
Confirmation Contact	Name of the supplier's contact to whom the payment confirmation should be sent.
Confirmation Fax	Fax number for sending the payment confirmation if the payment confirmation method is F - Fax.
Long Distance	This box is checked if the Confirmation Fax number is a long distance call.
Confirmation Email	E-mail address of the supplier's contact to whom the payment confirmation should be sent if the confirmation method is E - E-mail.
Account Number	Supplier's account number for the automatically deposited payment.
Transit Number	Supplier's transit number for direct payments to suppliers. NOTES: The transit number is composed of the number of the financial institution followed by the transit of the branch, for instance, 81530606. Nine characters are required for banking institutions with NACHA specified in the bank account configuration. For other financial institutions, the transit number can include a maximum of 8 characters.

4. Enter the required information in the Payment Declaration tab:

The information in this section is necessary to produce the Declaration of Payment (T5018) in XML format. If the type is defined as Individual, all of the fields must be completed. For companies, only the type must be specified.

1. Recipient section:

Field	Description
Last Name	Family name of the beneficiary.
First Name	First name of the beneficiary.
Adjustment	Adjustment amount (positive or negative) used to change the amount shown on the Subcontract Payment Declaration – T5018 form. NOTES: This field has no financial impact and is only used to change the amount shown on form T5018. For example, it can be used in cases where invoices have been entered for a subcontractor if the Project Type field did not indicate Sub Contr. Theadjustment amountis not cumulative.This amountwill directly affectthe original amountof paymentsto suppliers in the report.

2. T5018 section:

Field	Description
Social Insurance Number	Beneficiary’s social insurance number.
Type	Type of beneficiary. Three values are available: Individual, Corporation, and Partnership.

3. 1099-MISC section:

Field	Description
Type	Type of beneficiary. Multiple values are available: Individual, Corporation, Partnership, Trustee, Designated Person, Maximum Type, "Tax Exempt" Organization, Private Foundation, Artist or Athlete, Other, Unknown Type.
Category	This field allows to indicate the category of the payment made to the beneficiary. The following values are available: 01 - Rent 02 - Royalties 03 - Other Income 04 - Federal Income Tax Withheld 05 - Fishing Boat Proceeds 06 - Medical and Healthcare Payments 07 - Dispatch Type 08 - Substitute Payments in Lieu of Dividends or Interest 09 - Payer-Made Sales of $5,000 or More 10 - Crop Insurance Proceeds 13 - Excess Golden Parachutes Payments 14 - Gross Proceeds Paid to an Attorney
SSN	This field is used to enter the american social security number.
Employer ID Number (EIN)	Employer number for federal government (i.e. NACHA). NOTE: In multidimensional mode, it is possible to enter a different number for each payer company by clicking on the search button and leaving the employer number field empty.

5. Enter the required information in the Remit to tab:

This tab allows users to enter another name and address different from the current supplier’s that can be automatically used when printing supplier cheques.

Les champs disponible et modifiable dans cet onglet sont : 

The modifiable fields available under this tab are:

• Name
• Division
• Address
• City
• Province
• Country
• Postal Code
• Zip Code
• Phone
• Fax
• Cellphone
• Contact No
• Language
• Currency

6. If needed, complete the Interfaces tab:

EDI section

S'il y a lieu, compléter les informations concernant l'interface avec EDI.

If applicable, complete the fields related to the EDI interface: 

• Select the order interchange, delivery confirmation interchange, or invoice order interchange mode, either by using the VAN or an email.
• Indicate the customer ID from which orders are sent to the supplier (Sender) and received (Receiver).

Procore section

If the box is checked, the supplier will be available for synchronization with Procore.

7. Click Save.

In SQL mode, it is possible to view the supplier file modification history. To do so, go through the Tools menu and select the Change History option. A list of all the changes that were made to the current supplier file: the value of the field before and after the modification, the name of the user who made the modification, as well as the date and hour of the change, are displayed in this list.

 

See also

• Block a Supplier
• Close a Supplier
• Project Purchase
• Define Discount Codes
• Purchase Order Management
• Payment Terms Management
• Early Payment Discount Codes
• Work Order Dispatch
• Manage EDI Transactions
• Disbursements by Supplier
• Configuration
• Subcontractor Payment Declaration - XML
• How to Reading Tax Codes in maestro*
• How to Configuring Direct Supplier Payment
• How to Calculating an Average Cost Including Landing Cost
• How to Reconciling Supplier Hours
• How to Credit Card Management
• How to Managing Trades for the Homebuilding Industry
• How to Reimbursing an Employee for an Expense
• How to Processing Information Related to Bill 28 in maestro*

 

APPENDIX

Certification by Supplier

This option is used to manage several certifications, such as RBQ licences and the Attestation de Revenu Québec required under Bill 28.

 

Create a Certification

1. On the Supplier Management window, click the Certification by Supplier button.
2. On the Certification by Supplier, enter the required information under the Certificates tab:

Field	Description
Code	Code identifying the certification type.
Description	Description of the certification. For instance, if it’s for Bill 28, it could be “Attestation Revenu Québec .
Project No.	Number of the project to which the supplier is linked.
Reference No.	Number of the certification. It can be a series of letters and numbers.
Date of Issue	Date on which the certification was issued to the supplier.
Expiration Date	Date on which the certification will expire.
Validation No.	Number issued by Revenu Québec as proof that the attestation has been validated.
Validation Date	Date on which the attestation has been validated.
Note	Allows the user to enter a note related to the certification.
Documents	Provides access to Document Management. Used to keep an electronic copy of the certification (such as the attestation as well as the validation document). NOTE: Before adding documents, it is necessary to save the creation of the certification. Go to the topic explaining Document Management for more details.
Inactive	Indicates that inactive certificates will not be displayed in the certifications grid if the “Do not display inactive certificates” is checked in the window’s configuration.
Last reminder	Displays the date and time of the last mailing sent to the supplier informing them that a certification will son be or is expired. NOTE: The information is generated by maestro* during the mailing in from the Verification of Certifications window.

3. Click the Save button to save the creation of the certification.
4. Click on Quit.

 

Last modification: December 20, 2024