To help you understand how Suppliers work, we have provided a short video tutorial below
In Invitbox you have Suppliers, and within your accountancy software you have Supplier Cards. The Invitbox supplier gets created within Invitbox and this is where you can set all the defaults (such as GL Codes, Groups etc) and once you have uploaded your accountancy software Supplier Cards into Invitbox, you need to link the Supplier Card to the Invitbox supplier, as this is how Invitbox knows where to send the invoice details. In order for you to export a bill from invitbox to your Accountancy software, the Supplier in invitbox needs to be linked to a Supplier Card.
As shown in the above video you can create your Invitbox supplier whilst you're applying a map, manually entering an invoice, or via the Admin tab.
If you're just starting to use Invitbox you don't need to create all your suppliers at the start, as the quickest and most efficient way to create your suppliers is when you're applying a map to the invoice. Doing it this way we can use the supplier’s ABN from the map details to look up the registered company name. Otherwise you can manually enter the ABN and click the TAB key, which will also retrieve the company name. (ABN lookup is only available for Australian Co's).
If needed you can create a new supplier via the Admin tab > Suppliers; Edit> then click Add. Here you can add or edit Suppliers by setting their details & defaults. If you are needing information on Editing, Deleting or Merging Suppliers then please click HERE.
Once you click on 'Add New Supplier' you will see the below image and you need to fill in the fields as described below;
Country for the supplier. This is important as invitbox uses this information to determine tax calculations.
Currency is defaulted to that of the selected country of the supplier, but you can change the currency in which they bill you here.
Supplier ABN (or Tax Reference) may not be mandatory in your jurisdiction. When creating a supplier whilst applying the map we will automatically insert the ABN in this field, then for Australian companies our system will retrieve the Company name from the Australian Business Register website. Otherwise you can manually enter the ABN and click the TAB key. If it's from another country you can type in their number or leave the field blank.
Company Names are the names that invitbox will provide to you if it is able to retrieve the details from the ABR website. Note that it may sometimes provide you with more than one name to choose from.
Registered for GST In Australia invitbox checks the ABN of the Supplier with the Australian Business Registry for this information and ticks the box when required
Preferred Name If the name showing is not the supplier name as you know it or as the invoice shows, then you should type over this the correct name (sometimes they are called 'The Trustee...' etc as this is their ABN company name) This is important as this name is what the supplier will be called in Invitbox and if someone cant find the supplier name they know it as, they will create a duplicate supplier in error.
Supplier Card is what your accountancy software uses to reference the Supplier. Selecting your supplier card in this field allows invitbox to export bill data correctly to your accountancy software. For more information see the Accountancy Software Settings section below.
Supplier Card (Inventory/POS) - optional - this may or not be here depending on how your invitbox account is set-up. If it is here, this is the name by which your POS company knows your supplier to be.If it's not showing and you need it to, then you can turn on the option via the Admin tab> Inventory/POS Settings
Group If you are using Groups you may assign the supplier to a group, if so make sure you also add Users to these Groups. Click HERE for more information on Groups.
Default GL Code is the General Ledger Code from your accountancy software that will automatically be associated with the supplier. This is optional, as you can select one here & then all future invoices going to your InTray for this supplier will be assigned this GL Code. Otherwise you can leave it blank and assign default GL Codes to your Product Codes. Or if your GL Code is always changing you should leave this blank and then assign it in the InTray each time.
Default Class/Cost Centre/Category/Site etc - optional - If you use these extras in your accountancy software & have it turned on in Invitbox, then you can assign it to your suppiers. Your accountancy software may know these as tracking categories, jobs, sites or tags for example.
Default Tax Code - This is best left blank to allow the map to work correctly, as we will use your 2 default tax rates you've set. But if in special circumstances you would prefer for the default tax code for this supplier to be different than your default tax code that you have set for your company, then you can set it here.
Number of Days Credit is the number of days credit a supplier offers you. This will be used to calculate a due date if one does not exist on a bill. Note that if there is a default set here and the map is extracting a due date, then the due date the map extracts will overrule the days you have set here.
MORE ON SUPPLIER CARDS:
In order to move a bill through to the Signed Off tab (from where it will be exported to your accountancy software), you must have a Supplier Card associated with the supplier. If your accountancy software is not connected to invitbox via an API link, you need to ensure that the Supplier Cards in invitbox match exactly those that exist in your accountancy software (including case-sensitive characters and spaces).
This is a list of the email addresses (senders) and the maps that are associated with this Supplier (these details were saved here when you applied a map and saved it as the 'Best Map'). If invitbox receives a bill from this email address, it will try these map numbers to try to extract the data. Note that you can save more than one map# & sender as the 'Best Map', as our system will first try the most recently saved one, then if that doesn't work, it will try the others one by one.
If you want to stop a map from being automatically used, this is where you can remove the rule. Just tick the Delete check-box for the specific line and click OK.
Invitbox gives you the option of merging two Suppliers. You might need to do this for instance if you accidentally created two invitbox Suppliers for the same company, the supplier changed their ABN etc.
Firstly, pick the company from your list of Suppliers that you want to remove. [This company will no longer exist as a Supplier within invitbox after the Merge.]
Then click edit.
From within the edit window, click the green button
From the drop-down list, select the Supplier that you would like to merge into.
Please note, you can only merge Suppliers from the same country.
For more information on merging, editing and deleting suppliers click HERE.
For more specific details on linking Suppliers with Supplier cards, you should go to the specific section below for your Accountancy Software.