Suppliers

Suppliers play one of the major roles in logistics business. So, it is important to conserve their data in a secured manner. It is also important to maintain the invoices received from Suppliers for further use.

Supplier Module Carries the following Sub Modules:

• Suppliers
• Supplier Statement
• Ageing Report
• Ageing Details
• Overview

Working of Customer Module and Supplier Module is homogenous.

Supplier module Sketches the list of Suppliers along with their contact information and the respective Person who speak for the company.

In the Actions section, you have choices for exporting in CSV, XSLV, Customize the export and also can Import data.

Refresh is an unique option provided inside the page wherein if you press the refresh button , only the data will get refreshed and not the whole page.

Moreover, within the Export As feature, you have the option to copy and export the data displayed on the page in both CSV and Excel formats.

Suppliers can be created in two methods.

• Through the Supplier Module.
• Through the Quick Creation

Below are the steps to be followed to create customers

Method One

Step One

Go to Supplier --> New Supplier (residing on the right corner of the page). A new popup window will be opened.

Step Two

Once the window is opened , you could see 4 different sections to be filled. The sections are as follows

• General(*)
• Contact(*)
• Communication(*)
• Bank
• Documents
• Remarks

Step Three

Do fill the mandatory details indicated by a red asterisk to complete the supplier creation.

If you want to know the in depth details of the fields available , read the following

Section One - General (*)

Supplier Name (*)

The field has to be filled with the name of the Supplier i.e Supplier Name.

Supplier Name in Local Language (*)

Fill the name of the Supplier in your respective local Language. This data can be used while making Invoices.

Notifying Person(*)

This Field has to be filled with the name of the person who represents the company.

Posting Date(*)

The date in which the Supplier is created.

CR Expiry Date

Company Registration Expiry Date must be entered in this column. You will be sent a notification Email 7 days before the Expiry

Contract Expiry Date

This field needs to be filled with the contract date between company and the customer.

CR ID

Customer Registration ID needs to be included here

TAX NO

TAX NO is not a mandatory column . This can be filled if the supplier wishes to

The Following documents can be added

• Company Verification
• Contract Agreement
• Tax Certification
• Nature Of Business:

  Select the Nature Of Business from the dropdown. If you opt for "Port Terminal," the corresponding supplier will be displayed in the "Location In Port" dropdown within the Shipment section when creating a Job.

• Currency:

  Choose the currency for the Supplier from the dropdown menu. Please note that the currency cannot be altered once a transaction has been recorded for the supplier.

• Branch Code:

  Enter the branch code of the supplier, if available.

• Save as Partner:

  If Enabled, Supplier will be created as Customer and will be considered as Partner.

Section Two - Contact (*)

Mandatory details that needs to be included in contact section are

• Address 1 (*)
• Address in Local Language (*)
• City (*)
• City in Local Language (*)
• Country (*)

Optional details that can be included are ,

• Address 2
• Zip Code

Section Three - Communication (*)

Basic Communication details like Email Id(*), phone , mobile, extension, fax, website. Multiple Supplier Communication details can be added if required. This can be done by using the button available on the right corner of the section.

Section four - Bank

Bank Details can be stored here . Bridge Provides you an option to store multiple bank account details.

The details that need to fed in this section are,

• Account Name
• Account Name with Local Language
• Account No
• Bank Name
• IBAN Code
• SWIFT Code
• Bank Address
• Bank Document

Multiple Banks can be added if required

Eventually Save the details Once all the mandatory datas are filled

Section Five - Documents

Here you can attach the document of the supplier if any.Bridge Provides you an option to attach multiple documents.

Section Six -Remarks

In this option you can provide any comments or remarks.

Method Two (Quick Supplier Creation)

Through Finance

Step 1

Go to Finance --> General Invoice

Step 2

General Invoice --> General Supplier Invoice

Step 3

General Supplier Invoice --> New Invoice --> Supplier --> Add Supplier.

Step 4

In General, Under Shipment Details Agent --> New Agent.

Step 4

A popup will open where you can fill the required fields to create a supplier.

Flow Chart

Categories of Suppliers

Suppliers are categorised as General and Blocked

General Suppliers

General has a list of suppliers who you have done business with . Inshort it includes all the suppliers since the start.

Blocked has a log where the Suppliers who are being blocked are listed. You can block untrue / disloyal suppliers .Blocked suppliers are invisible in supplier drop downs in the entire system till unblocked manually.

How to Unblock

If you want to unblock a Supplier who you blocked mistakenly , do Right Click on Supplier --> UnBlock.

Suppliers will get into the general category once they are unblocked

Actions : (Edit / Delete / View )

To modify the supplier data do the following steps

Right-Click on the supplier you want to edit/delete

You can observe a list of options such as : Statements, Block. Actions --> View/Delete/Edit.

How to Link Customer

Select Customer from the dropdown and enter a common name. Customer and Supplier name will be changed to a common name.

Advanced Options:

• Memo works well on blocked suppliers as well .
• This can be accessed by double clicking over the supplier Row .
• By double Clicking on the corresponding supplier row you can view the details of respective suppliers.
• Star Rating is Given based on the amount of Business they have done with us.

Supplier Statement

• Supplier Statement Provides you the list of financial transactions happened. Multiple filters are available to fine tune your data.
• Firstly you need to select the Supplier whose data are to be reviewed or analysed.
• Secondly you need to choose either filter through date or Currency. After applying the filters Select the type of statement you wish to observe.

This falls under three categories :

• Balance Statement
• Advance Transactions
• Ledger Statement

Balance Statement :

Statement has list of Unpaid Entries respective to the Supplier.

Advance Transactions :

List of Paid entries can be observed here.

Ledger Statement :

Ledger furnishes all paid and unpaid entries in respect with the Supplier selected.

Credit / Debit :

Enable / Disable the option to include this as one of the columns in the statement .

Default Columns displayed in the statements are Voucher type, Voucher No, Invoice / Ref No, Client Reference, Cheque No, Job No, Voucher Date, Currency , Amount, Local Amount, Open Amount , Balance.

Flow Chart

Advanced Features

Bridge LCS has given you certain features which ease your work and save your time. You can directly send email to your suppliers with ONE CLICK.

• Within the Actions category, you can opt for Print, Generate a PDF and Send Email.

• Moreover, within the Export As feature, you have the option to copy and export the data in both CSV and Excel formats

• Smooth way to create Memo is double click on the Reference Number, a pop up window will appear wherein you can create notes and set a reminder.

• Effortless way provided to upload document. Double click on the invoice number to get a document to be printed.
• double click on the voucher number to get a document to be printed.

• Search can be done from any of the fields available. Search is not restricted to a single search column.

Ageing Report

Ageing Report holds the details of invoices that are unpaid, it could have exceeded the due date or have time to pay the due.

The details are listed based on the report selected,

Kind of Reports :

• Ageing Report
• Ageing Detail

Report Date

It Specifies the period till when the report needs to be fetched.

Interval

Number of Sections based on a period of 30 days will be decided by Interval.

Based On Invoice Date

Report will be based on Invoice Date

Based On Due Date

Report will be based on Due Date

Possibilities of Selection

Possibility 1

Supplier --> Select “All Suppliers” , then you will get a detailed report of each and every supplier as a list.

Possibility 2

Supplier --> Select Particular Supplier, then you will get a detailed report with respect to the selected supplier.

Ageing Details

In the Ageing Details tab, you can view the detailed information of the Ageing Report.

Advanced Features

PDF and Email Features are given as one of the columns available with each Supplier.

Print option is available on the top. Moreover, within the Export As feature, you have the option to copy and export the data in both CSV and Excel formats.

Show Total Only can be enabled if you do not want other columns to be noticeable on the page.

Hide the filters available on the top of the page by clicking on the filter seen next to Show total only Feature.

Overview

Overview brings the Overall Status of a Particular Supplier Selected.

A dropdown option is provided at the top of the page wherein you can select the supplier you want to review.

Once the Supplier is selected, you can review the following things,

• Basic Details of supplier along with their contact information
• Number of Invoices with respect to its status.
• A graph to analyse the credit, debit and total amount of the respective supplier.
• List of Customers associated with the supplier selected.