Steps

Step 1 - Click [Vendors] in navigation bar.

Note: if the link not included in navigation bar, click Search button then enter vendors into search box then select the link

Step 2 - Use Search function to check the Vendor is already created or not

Step 3 – Enter Vendor information.

Enter the Vendor Name, Address and other fields for the vendor information as well as the fields with a red asterisk indicate that they are mandatory

IMPORTANT NOTE:

Name 2 – Name 2 only shows on the Vendor Card.  The standard BC Document or Report are not included.  

Search Name –When creating a new vendor, the system will default the data from the Vendor Name to the Search Name. The user can change the Search Name; however, the Search Name must be unique in the Vendor Master.

Currency Code  - If the currency is equal to local currency, this field should be blank

Phone No - No TEXT is allowed 

E-mail - must use valid email address format.  In additional, only ONE email address to be filled.

Purchaser Code – The purchaser code will default to purchase order when the vendor is selected in the Purchase Order.  User can change another purchaser in individual PO if needs.



Main Fields on Vendor Card

Fields

Data Type & Length

Details

No.

Code 20

Default No. (eg. V00001)

Our Account No.

Text 20

To input the Supplier Code it use for SUN System

Registration Number

Text 50

To input the BR Number of the Vendor

Name

Text 100

Vendor Name

Address

Text 100

Vendor Address

Address 2

Text 50

Specify additional line for vendor’s address

Post Code

Code 20

Select from pre-define list “Post Code”

City

Text 30

Populate by system according to “Post Code

Country/Region Code

Code 10

Select from pre-define list “Country/Region” /

Populate by system according to “Post Code” if any

Phone No

Text 30

Filled automatically according to the Primary Contact Code or fill it manually

Fax No

Text 30

Filled automatically according to the Primary Contact Code or fill it manually

Email

Text 80

Filled automatically according to the Primary Contact Code or fill it manually

Home Page

Text 80

To input the Vendor’s Website


Contact

Text 100

Input the vendor contact name

Currency Code

Code 10

Select from pre-define list “Currencies”

Leave the field blank to use the Local Currency

Vendor Posting Group

Code 20

Select “Vendor”

Gen. Business Posting Group

Code 20

Select “General

Payment Terms Code

Code 10

Select from pre-define list “Payment Terms”. 

Blocked

Options

All – All transaction to be blocked.

Payment – only payment transaction to be blocked (e.g. not able to process the payment journal for the vendor)

Vendor Picture


Image file format

Supported formats include JPEG / PNG / BMP

Maximum file size: Less than 3 MB

Image dimensions: Greater than 50 x 50 pixels

Attachments


Attachments

The maximum size of files: 350 MB

Attachments and Documents

Fact Box for Attachments and Documents are available on Vendor Card, there are key differences between Attachments and Documents:

  1. Attachments:

    • Attachments are files that you can add to a record
    • These files can be of any type, such as text, image, pdf etc.
    • Attachments are generally used for reference purposes and are loosely connected to the record. They don't have any specific processing or workflow associated with them

  2. Documents (often referred to as Incoming Documents):

    • Incoming Documents are files that are part of a more structured process. They can be used to create transactions or records within the system.
    • These documents often go through an approval process before being posted. For example, an incoming document might be an electronic invoice that needs to be approved before it is recorded in the system
    • Incoming Documents can be linked to various transactions and can be used to automate data entry by interpreting the content of the document

In summary, Attachments are more for general reference and storage, while Documents (Incoming Documents) are integrated into the system's workflow and can trigger specific actions or approvals.




eMail Format

  1. Username: This can include letters, numbers, dots (.), underscores (_), and hyphens (-). For example, john.doe, jane_doe123.
  2. @ symbol: This separates the username from the domain.
  3. Domain: This is the name of the email provider or organization. It can include letters, numbers, and hyphens. For example, gmail, yahoo, example.
  4. Extension: This indicates the type of domain. Common extensions include .com, .net, .org, .edu.

An example of a valid email address is: xxx.xxx@xxx.com