To change the Supplier Name & Defaults
Go to the Admin Tab > Suppliers > edit
Find the supplier in question, highlight it, then click Edit. You will be presented with the following settings for that supplier;
Country of the supplier - Note you cannot change this, so if it's incorrect you will need to delete the supplier or mark it as 'Do Not Use' (instructions are below).
Currency - you should change this to the currency that the supplier bills you in
Supplier ABN - If an ABN was entered when the supplier was created you will not be able to edit this. But if the field is empty you will be able to enter one. For Australia only you can type it in and click on the Tab button & we will retrieve the Company name from the Australian Business Register website. If it's from another country you can simply type in their number or leave the field blank.
Company Names - You cannot edit the Company name. You will need to edit the 'Preferred Name'.
Registered for GST - If the supplier was created using an ABN lookup we will tick or untick this box according to what information the ABR website provided to us. If you disagree with this or entered it manually then you can tick or untick this box.
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.
Supplier Card -You can change or select the supplier card. If the one you want isn't showing in the drop down you need to create it in your Accountancy software and then reimport your supplier cards. Or depending on which software you're using you can add it in Invitbox by clicking the green + symbol.
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
Default GL Code - 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 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.
Sender Details - If there is a map# listed here that you do not want the system to use anymore for automapping, then tick the box for that line so it will delete.
Once you have made your changes, click OK
Please note if you make changes here to defaults such as GL Codes, Categories, Classes etc then they will only take place when an invoice is processed through to the Intray. It will not change the invoices that are already mapped.
If you are setting up a supplier please refer to this guide 'Creating a Supplier'
If you have tried to delete a supplier and got a "Transaction failed" error message, this is because there are invoices which are linked to this supplier. You cannot delete a supplier if it has been used for any invoices that have been exported, but if it's been used for invoices still in the Intray, Approved, Signed Off or Trash, then you will be able to change over those invoices to another supplier and then it will allow you to delete that supplier.
Depending on the reason for wanting to delete the supplier, will decide whether you then need to Merge the supplier, delete it, or mark it as 'Do Not Use'. If it's because you have another supplier already existing then it's easiest to Merge it, but if it's been created as the wrong country you will not be able to Merge them, so you would need to delete it or mark it as 'Do Not Use' (Instructions for this are below)
If you want to delete it you'll need to find out which invoices are linked to the supplier, so you need to search using the Filing Cabinet tab and search for 'All Invoices' + tick the 'Include Trash' box + select the supplier + clear the first invoice date box and then click Search. This will show you a list of all invoices that have used this supplier. If you look in the last column called 'Where ?' it will show you which tabs the invoices are located in, then you can find the invoice and change the supplier to the correct one, but if you see that any of them in this 'Where' column are listed as being in the Filing Cabinet, then you will not be able to delete the supplier, so you'll need to Merge it or mark it as 'Do Not Use' . If the invoice is in the Trash then you can simply go to the Trash tab and permanently delete it by clicking the Trash icon again.
Please see image at the bottom of page on how to search for these invoices.
If you can't or don't want to delete the supplier you can easily merge them;
Scenario 1; If you find you have 2 of the same suppliers and you want to merge them together as one, you need to firstly open the supplier you do not want anymore, then click on the green ‘MERGE’ button and select from the drop down box the existing supplier that you want to merge it into. When you click OK to merge them you will see a pop up message asking you to confirm, then click Yes. Please note that you cannot merge 2 suppliers if they are from different countries.
Scenario 2; When you edit the 'Preferred' supplier name and save it you may find that for some it gives you an error saying that name already exists, so when this happens click on the green ‘MERGE’ button and then select from the drop down box the existing supplier with that same name. When you click OK to merge them you will be presented with a pop up message asking you to confirm and you should click Yes.
Mark supplier as 'Not In Use' or 'Do Not Use'
If you cannot delete an unwanted supplier then you need to make sure no one uses it again. The best way to do this is to change it's 'Preferred Name' to something like 'Not In Use' or 'Do Not Use'. As the image below shows, it's a good idea to put the letter Z at the start of the Preferred Name, as this will ensure it goes to the very bottom of the supplier list. Then write 'DO NOT USE' and also keep the supplier name in it as this new name will still be visible as the supplier name for already exported invoices. You also need to remove any Supplier cards, Groups etc and most importantly delete the Sender Details list at the bottom (the saved 'Best Maps'), as you don't want it to automap to the InTray using this wrong supplier.
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