Supplier Management

Supplier

All the functions present enable an application manager to set:

1. Supplier Master data
2. Purchase Contract

Supplier Master Data

The Supplier management functions are available in /Supplier Management/Suppliers/Suppliers

This function enable the itmSUITE® Manager to Add, Copy or Delete a Supplier.

Add a new Supplier

The Supplier form present five tabs:

1. General
2. Addresses
3. Contacts
4. Bank Accounts

here below the list of fields present into the Supplier session.

General tab fields	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Name"	Supplier name
"Status"	This field identify the supplier' status, available values are: Status Description Provisory Initial status of Supplier enable the Manager to set all the properties Billable Status to set if the Supplier will be invoiced Inactive Status to set if the Supplier Invoicing process has to be suspended Cancelled Status to set if the Supplier is no more operational
"Country"	This is an attribute of the supplier. The master data for this field are present in /General/Company/Countries.
"Language"	This is an attribute of the supplier. The master data for this field are present in /General/Company/Languages.
"Tax Number"	This Field enable to set the Supplier Tax Number information
"Payment terms"	This Field enable to set the Payment terms. The master data for this field are present in /General/Company/Payment terms.

For each supplier is possible to set different Address. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Address tab fields	Description
"Address"	Used to set Street information
"City"	Used to indicate the supplier's city
"Postal code"	Used to indicate the supplier's postal code
"District"	Used to indicate the supplier's province
"Region"	Used to indicate the supplier's region
"Phone"	Used to indicate the supplier's phone number. This should be specific by supplier address type, "Headquarters", "Order"
"Mobile"	Used to indicate the supplier's Mobile phone number.
"Fax"	Used to indicate the supplier's fax number.
"Email"	Used to indicate the supplier's Email information.
"Type"	This is an attribute of the supplier. The master data for this field are present in /General/Company/Address Types.
"Note"	Used to indicate general notes.
"Country"	This is an attribute of the supplier. The master data for this field are present in /General/Company/Countries.
"Default"	if flagged this address will be proposed as default address.

For each supplier is possible to set different Contacts. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Contact tab fields	Description
"Name"	Contact name
"Surname"	Contact surname
"Role"	Role played by the contact at supplier'‘ side
"Notes"	Contact generic information
"Contact Type"	This is an attribute of the contact. The master data for this field are present in /General/Company/Contact Type.
"Address"	Used to set Street information
"Address City"	Used to indicate the supplier's city
"Address Postal code"	Used to indicate the supplier's postal code
"Address Region"	Used to indicate the supplier's region
"Address Phone"	Used to indicate the supplier's phone number. This should be specific by supplier address type, "Headquarters", "Order"
"Address Fax"	Used to indicate the supplier's fax number.
"Address Type"	This is an attribute of the supplier the master data for this field are present in /General/Company/Address Types.
"Address Notes"	Address contact generic information.
"Country"	This is an attribute of the supplier the master data for this field are present in /General/Company/Countries.
"Default"	if flagged this contact will be proposed as default contact.

For each supplier is possible to set different Bank Accounts. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Bank Account tab fields	Description
"Bank Name"	Bank name
"Account Number"	Account number
"Agency"	Name of the bank agency the account is opened
"CIN"	Set here the first 5 digit of IBAN account
"ABI"	Set here the ABI code
"CAB"	Set here the CAB code
"Notes"	Contact generic information
"Contact Type"	This is an attribute of the contact. The master data for this field are present in /General/Company/Contact Type.
"Address"	Used to set Street information
"Address City"	Used to indicate the supplier's city
"Address Postal code"	Used to indicate the supplier's postal code
"Address Region"	Used to indicate the supplier's region
"Address Phone"	Used to indicate the supplier's phone number. This should be specific by supplier address type, "Headquarters", "Order"
"Address Fax"	Used to indicate the supplier's fax number.
"Address Email"	Used to indicate the supplier's Email information.
"Address Notes"	Contact generic information
"Country"	This is an attribute of the supplier the master data for this field are present in /General/Company/Countries.
"Default"	if flagged this bank account will be proposed as default.

Copy a Supplier

To create a new supplier as a copy of an existing, is necessary to select a Supplier using the check box present near the supplier and select the COPY button.

The new supplier is named like "Supplier Name_copy" and is created in status Provisory.

The itmSUITE® Manager, can then modify the record and complete the information.

Delete a Supplier

The supplier deletion is a logical operation.

Purchase Contract

The Purchase Contract Management functions are available in /Supplier Management/Purchase Contracts/Purchase Contracts

This function enables the itmSUITE® Manager to Add, Delete a Purchase Contract.

itmSUITE® provide Time & Material Types of contract, with the possibility to manage the different type of manage Expenses.

"Time & Material", contract expects to specify the Purchase role tariff. Purchase contract must be associate to a 'Project or a 'Service.

Time Material contract can be differentiated by the Expanses Management:

Purchase contract form presents five tabs:

1. General
2. Roles
3. Resources
4. Documents
5. Project references

Purchase contract General tab contains the main contract information. The list of fields is shown in the following table:

General tab fields	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Status"	This field identify the supplier' status, available values are: Status Description Provisory Initial status of Purchase Contract enable the Manager to set all the properties Operational in this status the contract is fully available for the system Cancelled Contract will be no more used by system. If there is a 'Project or a 'Service in status different from closed a warning message will be shown. Closed Contract will be no more used by system. Managers can set this status only if the AII flag is selected.
"Code"	Internal contract number. Non editable.
"Contract Date"	This field record the date the contract has been signed.
"Term Start Date"	This field record the Initial contract validity date
"Term End Date"	This field record the End contract validity date
"Name"	This field record contract name
"Description"	This field record contract description
"Supplier"	This field set the supplier the purchase contract belongs too.
"Supplier Contract code"	This field set a cross reference with the supplier organization
"Supplier contract referent"	Supplier referent
"Bank Name"	This field set the bank information related to the purchase contract. By default, itmSUITE® valorised it with the default Supplier bank account information.
"Payment Terms"	This field set the payment terms related to the purchase contract. By default, itmSUITE® valorised it with the supplier payment terms information.
"Currency"	This field set currency information
"Expenses Type"	This field identify the Contract' expenses management type. Values are: Expenses type Description "Documented" if selected the resource can record in Timesheet the travel expenses. Purchase contract enable the Manager to set a maximum amount of expense for each travel expense. "Fixed" if selected a "per Day" forfait value can be invoiced to client. "None" if selected the contract doesn't allow to insert expenses.
"Fixed Expenses per Day"	This field can be valorised when the "Fixed" Expensed Type is selected
"KM Tariff"	The following list of fields can be valorised when the "Documented" Expensed Type is selected. Set the default tariff for a KM declared on Timesheet record
"KM Tariff Max"	Used to check the maximum value that can be declared on Timesheet record
"Travel Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Hotel Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Dinner Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Lunch Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Allow Extra work"	Only if flagged an extra work tariff can be charge to the organization

For each Purchase Contract is possible to set different Roles Tariff. Role Tariff is linked to a Resource that perform Timesheet via the Resource "Purchase Role" field.

The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Role Tariff tab fields	Description
"Role"	Purchase role name
"Daily Tariff"	Daily Tariff amount
"Fixed Expenses Amount"	Forfait expense Amount

For each Purchase Contract is possible to set different Resources. Resources" can play multiple roles, so each timesheet can be charged in differnt way.

The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Resources tab fields	Description
"Resources"	Select the record that belongs to the Supplier
"Contribution %"	Set the percentage of additional contribution to be invoice to the Supplier as Security Tax.
Roles	Grid section with a Summary information of Purchase Role The list of fields is shown in the table below: Role Description "Role" Purchase Role description "Abbreviation" Purchase role code "Cost per Day" Tariff associate to the purchase role "Fixed Expenses Amount" Forfait expense Amount. "Default Flag" if valorised this tariff will be shown as default on Timesheet registration "Use for Budget Flag" if valorised this purchase tariff will be used to evaluate the budget effort in project / service estimation and in Ticket Estimation

For each Purchase Contract is possible to add different Documents. The session enables the user to Add, Delete or Print the list of documents.

The list of fields is shown in the table below:

Field	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Name"	Document name. Populated automatically with the file name, can be change by the user.
"Topic"	Identify the area of the document. The Topic follow the document taxonomy
"Type"	Identify the type of document. The Type follow the document taxonomy.
"Format"	Document can be store in the itmSUITE® Database, default option, or linked to an external source.
"Visibility"	This Option enable the user to set the Document visibility. Field Description "Private" Only the people that can manage the resource can manage the document. "Public" in this case the system enable to select the "All Users" flag.
"Description"	Additional document description
"Upload Document"	document full path or link.

Project References tab shown all the project/Service where the purchase contract is used.