You can access the suppliers from the dashboard of DEAR Inventory or you can navigate to the purchase module and create a new supplier or view an existing list of suppliers.
Create a new supplier through the user interface:
- Within the New Supplier screen, fill the fields marked with a red asterisk to be able to proceed then save the supplier in DEAR Inventory.
- Enter the Supplier Name and Supplier Currency.
It is important to provide the right currency that the supplier operates in as DEAR Inventory automatically creates a currency conversion at the time of making a purchase from the supplier. If the currency of the supplier is different from your base currency, a currency conversion will occur.
- Payment term
Is set up in the Settings by navigating to Reference Books. You will then need to apply the Payment Term to a supplier.
- Account Payable
Refers to the Chart of Accounts. The Chart of Accounts is set up in the Accounting Application of your choice. This account will need to be synchronized over to DEAR Inventory before you can select it. If you are unable to find an Account Payable within this dropdown, it means that it has not been set up and the accounting application has not been synchronized over to DEAR Inventory.
Next is a Tax Rule. This set up is in the accounting app and synchronized over to DEAR Inventory and then picked up within the screen. You can check the tax rules again by navigating to Settings and selecting Reference Books.
Refers to the status of the supplier. They can either be Active or Deprecated. Deprecated means that this supplier will not appear in any of the lists unless specifically selected.
Refers to the default carrier used for this particular supplier. This information can be set up within the settings in Reference Books section.
You can collect some additional information such as the tax number and then also provide a discount. This will be applied to the supplier when a purchase is made.
You can identify an Additional Attribute Set that can be set up again in Settings and Reference Books. This feature allows you to store some additional details about the supplier that cannot be accommodated by the existing fields on the screen.
After the attributes set, you have the ability to add comments to the supplier which can then be filled on documents.
Once you have provided general information about the supplier, you can add addresses. You can add multiple addresses for the same supplier. You need to make sure that you identify each type of address for your supplier for this information to be correctly displayed on the invoices as well as the purchase orders or any other documents throughout DEAR Inventory.
- You will need to identify the default address in DEAR, which will then be chosen when you are generating a variety of documents for this particular supplier. You can have an unlimited number of addresses so you can repeat this process as many times as necessary.
You can also add multiple contacts to the supplier. You will need to add the contact’s name, their phone details, fax, email, website, add in your comments to the contact, and also identify the contact as the default contact to be used in DEAR Inventory documents.
Once you have completed all this information, you can simply save the supplier and then be able to use this supplier to make purchases.
Another way to upload suppliers into DEAR Inventory is through a CSV template. In the view all suppliers screen, you can choose to import or export a variety of information.
1. Supplier List:
You will need to download the template in CSV format.
You will then be required to provide all relevant information such as:
- Payment Term
- Tax Rule
- Any additional attributes or information you wish to apply
Save the template then upload it to DEAR Inventory.
2. Supplier Addresses:
The supplier addresses template file will contain the following columns:
- Address Type
- Address Default For Type
- Address Line 1
- Address Line 2
If you would like to add multiple addresses for the same supplier, you will need to repeat their name multiple times and then provide a variety of addresses for those multiple lines.
When you finish, simply save the template and upload it.
3. Product Prices by Supplier:
- Once you have downloaded the template you will need to provide:
- The Product Code
- Product Name
- Supplier Name
- Supplier Product Code
- Suppler Product Name.
- The Latest Price
- Fixed Price to be used on purchase orders.
Save the template and then upload it.
Note: If you need to do a bulk update of suppliers or supplier addresses, you can export a current list of suppliers. You're then able to change the Status, the Currency, Payment Terms, Tax Rules, or any other information that may require changing. Then you need to save this information and, just like with the other examples, upload this information using the Import function and select relevant template.