The settings page within a supplier record allows you to amend various settings per supplier. These apply to all purchase invoices processed by AutoEntry.
📎NOTE: These settings aren’t available for Customer accounts.
Access
📎NOTE: You need the permission "Company settings" to access the Company Contacts settings page.
To get to Supplier Settings:
Click Home from the left-hand menu and select the company from the list.
Click the Company Contacts from the secondary menu.
Select the supplier you want to edit to open the Supplier Settings page.
Below is an overview of each setting and its functionalities.
Capture Line Items
This option is deactivated by default.
When you enable this option, the system will extract all the line items for all future invoices uploaded for this supplier.
⚠️CAUTION: Make sure to check the Capture Line Item option in the Company Settings. The company settings will override any supplier default in the contact settings.
📌TIP: To configure line item settings for a specific supplier, you must first disable this option at the company contact level. You can then manage line item capture on a per-supplier basis.
Currency
You can configure here the currency for your foreign suppliers.
📌TIP: This is useful for USA / Canada or Australia / New Zealand suppliers using the same $ symbol.
Default Due Date
You can here set up a different due date for each supplier.
Default Date format
Define here the date format you want to apply to your invoices for this supplier.
For example, DD-MM-YYYY or MM-DD-YYYY etc.
📎NOTE: You can also configure this default globally from the Company settings page.
Default Description
Here you can enter a bespoke default description to fill automatically within all invoices. This doesn't apply if you activate the line items extraction.
If you don't enter a description, AutoEntry uses the supplier name by default for each invoice processed.
Auto-Publish
Once you add a set of Category and VAT codes to a supplier (see below), you can enable the Auto-Publish option.
Once enabled, the system will allocate the category and tax codes and will publish the invoice automatically to your accounting software.
Is visible
Select Yes or No.
By default, a contact is visible and will show in the dropdown menus.
You can deactivate the display of a contact within the dropdown menus and keep them in your Contact list without removing them fully.
Remembered VAT / Category / Cost Codes
When you select the VAT and Category codes for an invoice and activate the Remember Me function, this will save the settings here.
You can also add those settings manually using the Add VAT / Category / Cost Codes option.
Once active, AutoEntry will apply the relevant VAT and Category code for that specific supplier, depending on the rate. You can add one rule per VAT rate.
📌TIP: This is ideal for suppliers with a Tax Summary on their invoice.