---
title: "Supplier Maintenance"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28390076/Supplier%20Maintenance"
format: markdown
---
# Overview
The **Supplier Maintenance** option allows you to create, maintain and/or view supplier-related information including supplier contact information, the standard terms and conditions that apply to the supply of any goods or services from suppliers, trading agreement information, branch shipping terms, electronic trading options and a supplier's banking information.
# Accessing Supplier Maintenance
To access the **Supplier Maintenance** screen, complete any of the following:
1. Click the **Frameworks** **Menu** and enter **Supplier Maintenance** into the **Search** bar.
2. Click the **Frameworks Menu** and navigate to **Payables** > **Maintenance** > **Supplier Maintenance** from the navigation tree.
3. From within the **Supplier Dashboard**, for a selected supplier, click **Maintain**.
# Navigating Supplier Maintenance
The **Supplier Maintenance** screen is made up of three main sections that allow you to create new suppliers or find and maintain existing suppliers:
> Macro (toc)
## 1. Search Options and Results
In the **Search **field enter the *supplier name*, *partial supplier name*, *supplier ID *or *partial supplier ID*, *contact name*, *phone number *or *email* and click **Find** to load a list of matching results.
The **Results Grid** display the Supplier** ID**, **Name** and **Type** (Stock or Expense). Click the **ID **hyperlink to view the supplier information in the **Supplier Maintenance Tabs** section.
## 2. The Supplier Maintenance Tabs
The **Supplier Maintenance** **Tabs** allow you to add and maintain information related to the selected supplier.
### General
The **General **tab contains supplier (creditor) information related to:
- Supplier ID and name.
- Supplier address information.
- Contact information (contact name, phone number, fax and email).
- A.B.N. (Australian Business Number).
For more information on the General options, click here.
**Supplier ID**
This will default to zero and auto-calculate to the next supplier number on saving the new supplier. If a specific supplier ID is required, you can enter a unique supplier number. This is a free-form alpha-numeric field.
> ⚠️ Once the supplier has been created, this field is no longer able to be modified.
---
**Type**
From the **Type **drop-down menu select either **Stock** or **Expense** for the type of supplier.
- A **Stock** supplier is a supplier of general stocked products.
- An **Expense** supplier does not provide stocked products. They provide services, for example, utilities, etc.
---
**Supplier Name**
Enter the name of the supplier. This is a free-form alpha-numeric field.
---
**Address, Suburb/City, State, Post Code**
In these fields, enter the supplier’s main business address details.
---
**Address Lookup**
When creating a new supplier, the **Address Lookup** field is available above the address fields on the **General** tab. Use the **Address Lookup** field to search for and select a verified address. As you type a street address or suburb, a dropdown list of matching address suggestions appears. Selecting an address from the list automatically populates the address, suburb/city, state and postcode fields.
The **Address Lookup** field is available on new supplier creation only. It does not appear when updating an existing supplier record.
Manual address entry using the standard address fields is always available as an alternative.
> ✅ Refer to [Addressify Integration Overview](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/639959046) for an overview of where Addressify is available across Frameworks.
---
**A.B.N.**
Enter the **Australian Business Number** for the supplier.
> ⚠️ If the System Settings - Flag **PayABN** is enabled, you are not permitted to process an invoice for a supplier unless you have recorded an ABN.
---
**Contact Name**
Enter the name of the main contact for the supplier.
---
**Phone Number**, **Fax Number**, **Email**
In these fields enter the supplier's main contact details.
---
**Output Preference**
From the drop-down menu, select **Fax**, **E-mail** or **Print** as the default output preference. This is used when blasting information to suppliers.
---
**ISO Approved**
Enable is this supplier is [ISO](https://www.iso.org/home.html) approved/compliant.
---
**Comments**
Enter any additional comments related to the supplier.
---
### Trading Terms
The **Trading Terms** tab contains the standard terms and conditions that apply to the supply of any goods or services from a supplier.
For more information on the Trading Terms options, click here.
**Status**
Select **Active**, **Hold** or **Suspend** from the dropdown menu.
- If a supplier is **Active** then no restrictions apply and the supplier can be used in full.
- If a supplier is on **Hold** then:
- Purchase orders cannot be raised.
- Stock can be receipted against pre-existing purchase orders.
- Invoices can be processed through **Invoice Maintenance**.
- Invoices can be selected for payment via Payment Selection Batches.
- Cheques and direct credits cannot be generated.
- If a supplier is **Suspended** then:
- Purchase orders cannot be raised.
- Stock can be receipted against pre-existing purchase orders.
- Invoices can be processed through **Invoice Maintenance**.
- Invoices can be selected for payment via Payment Selection Batches.
- Cheques and direct credits can be generated.
---
**Days From**
Select **Month end** or **Invoice date** (from the dropdown menu) to determine when payment is due to this supplier. This establishes when invoices are due for payment.
---
**Discount on Late Payments**
Enable if settlement discounts are to be taken for this supplier regardless of late payments on invoices.
---
**Minimum P/O Value**
Type the supplier's agreed minimum purchase order $ amount, if any. If a user types an order that falls below this amount, a warning is issued at the end of the P/O entry.
> ℹ️ There is no need to include the $ symbol in the value you type.
---
**Creditor**
The supplier code for the supplier which all invoices will be processed against for the supplier being maintained. For example, a head office supplier exists (creditor) and subsidiary supplier accounts are linked. Click the search icon to open the **Supplier Finder**.
---
**Supplier Group**
Select the appropriate supplier group from the dropdown menu.
---
**Currency Code**
Select the primary currency used, only if the supplier is an import purchasing supplier, from the dropdown menu.
For example, if goods are purchased from overseas and the invoice and purchase order will be required in the appropriate foreign currency.
> ⚠️ The currency can be changed at the time of purchase order creation.
---
**Accept Backorders**
Enable if you accept backorders from this supplier. This will not prevent goods inwards from accepting backorders however, this sets the default for purchase order printing and stock receipting.
---
**Internal Control**
Type the Internal Control G/L account number used for branch transfers. Click the search icon to open the **GL Account Finder**.
---
**Internal Account**
Enable if this is an internal purchase account.
> ℹ️ If this supplier is being setup for branch transfers then this field must be ticked.
---
**Branch Transfer**
Enable if the Branch Transfer System is used for internal purchases.
---
**Purchase Officer**
Enter the sales rep code of the purchasing officer. Click the search icon to open the **Sales Rep Finder**.
---
**Mark Prefix**
Enter the prefix code for Mark (Container) numbers for importing if the **FeatureCNT** system flag is active. If the flag is not active, the mark number is prefixed with the default code of '**MRK**' followed by the next available mark number.
> ℹ️ **For new Frameworks only customers** (excluding existing customers and ProStix VF customers),** System flags** are managed by Sterland. The information contained herein about System Flags is for Sterland internal purposes only. If you have any system flag requests, please contact [Sterland Support](https://kb.myframeworks.com.au/page/support).
---
**Allow Chargeback?**
Enable if the supplier allows for Chargeback Orders.
---
**Supplier G.L.N.**
The supplier’s global location number (GLN).
---
**Restricted Supplier**
Enable if you need to restrict the supplier from being available when creating a purchase order under certain conditions.
---
**Casual Supplier**
This checkbox is enabled if the supplier was created as a casual supplier.
A casual supplier is a supplier that is typically used for one-time purchases or special orders. They are set up at the time of creating the product or purchase order to quickly store their payment details. Casual suppliers are usually associated with purchases where upfront payment is required and they are not one of your regular suppliers.
---
**RCTI Supplier**
Based on an agreement with your supplier, enable this option if this supplier allows recipient-created tax invoices (RCTIs). RCTIs are tax invoices that are created and issued by you rather than your supplier and are used in our Central Allocation module.
---
**Is GST Exempt**
Enable for suppliers who are charging GST. By doing so, the Frameworks will bypass GST calculations and validations for these suppliers when performing the following functions.
- When printing Purchase Orders, GST is not included.
- When processing Invoices at Stock Receipting, no GST amount is calculated or populated.
- During Stock Invoice Approval, no GST amount is calculated or populated.
- During Expense Invoice Entry, no GST amount is calculated or populated.
- When creating Expense Purchase Orders, GST amounts on line entries are not calculated.
- During the GST returns process, stock receipt invoices from exempt suppliers are treated as GST-free.
---
**Trading Days**
Type the number of days credit the supplier is giving you prior to payment being due.
---
**Discount %**
Type the settlement discount percentage amount claimable if the invoice is paid within the agreed trading terms. For example, 5% is entered as 5.00.
---
**Paid on Monthly Basis**
Enable if this Supplier is to be paid monthly. This information is used when selecting invoices for payment via **Invoice Maintenance**.
---
**Penalty Amount**
Type the penalty $ amount to be charged by the supplier if an order falls below the agreed minimum purchase order value.
---
**Payment Days**
Represents the number of days from the invoice date that you expect to pay this supplier.
---
**Import Supplier**
Enable if you import goods from this supplier.
---
**Payment Method**
The **Payment Method** drop-down menu sets the default payment method for the supplier. The available options are **Paid by cheque** and **Direct credit**.
The **Payment Method** selected on the supplier record determines which **Payment Selection Batches** the supplier's invoices are available for. When a payment batch is created with **Payment Method** set to **Direct Credit**, only invoices for suppliers configured with **Direct credit** on this field appear in the **Payment Selection Invoice Finder** window. The same applies for **Cheque** batches and suppliers configured with **Paid by cheque**.
- Select **Direct credit** for suppliers paid electronically. This includes suppliers paid by ABA file upload, credit card or BPAY. All three payment types are processed through Frameworks as **Direct Credit** payment batches, with the actual payment method handled outside Frameworks for credit card and BPAY.
- Select **Paid by cheque** for suppliers paid by cheque.
**Format:** Drop-down menu | **Required:** Yes | **Editable:** Yes | **Related fields:** The **Payment Method** drop-down on the **Payment Selection Batches** screen must be set to the matching value for this supplier's invoices to appear in the **Payment Selection Invoice Finder** window.
> ✅ See [Payment Selection Batches - Field Definitions](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404060) for related information.
---
**Rebate Debtors A/C**
Enter the Rebate Debtors G/L account. Click the search icon to open the **GL Account Finder**.
---
**G/L Account**
Enter the General Ledger account number to record the movement of consumable products from this supplier. That is, non-stock items such as stationery. You normally process invoices for these purchases through **Payables**. This G/L account is displayed as the default account that the invoice is allocated to when you are processing the invoice. Click the search icon to open the **GL Account Finder**.
---
**Internal Branch**
Enter the Branch ID of the internal account if the supplier has been created as an internal supplier. For example, 'Internal Branch Transfers Smith Store' has a Branch ID of 10. Internal Branch = '10'.
---
**Supplier H.O.**
Enter the supplier code representing this supplier's head office to maintain costs for one supplier head office. If there are no costs entered for a supplier and that supplier has a nominated supplier H.O., the costs from the supplier H.O. are used. Click the search icon to open the **Supplier Finder**.
---
**EPC Format**
Enter the default EPC Format to be used when importing an EPC file for the selected supplier
> ✅ Refer to [EPC Import Format Maintenance](https://kb.myframeworks.com.au/space/FRAM/28409322) for more information on defining EPC Import formats
---
**Credit Claim Surcharge %**
Type the percentage to hold a credit note surcharge against at the individual supplier level.
---
**Buying Group Code**
Enter the Mitre10 buying group code which can then be used to map XML Invoice import files to the correct Mitre10 supplier code.
---
**External Ref**
If required, enter a reference number that is used by an external system to help link or tack this supplier externally.
---
**Auto Generate Invoices**
Enable to automatically generate invoices in **Stock Invoice Approval** for supplier invoices that have been marked as **Resolved** within [Supplier Invoice Scanning](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390534). To update this setting in bulk across multiple suppliers, refer to [Supplier Export/Import](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385346).
### Addresses
The **Addresses** tab allows multiple addresses for a single supplier to be created. For example, where subsidiary locations are used for distribution or collections. Information to be completed includes address, phone number, fax number and NuVu output information. To setup or maintain address information for a supplier, perform the following:
1. Click the **Add **button to add a new address or **Modify** to make changes.
2. Click into or select the required field to make any changes to the fields below.
3. Click **Finish **once completed.
4. Repeat steps 1-3 to create multiple records for this supplier.
For more information on the Addresses options, click here.
**Line No.**
Defaults to the next available line number.
---
**Delivery Name**, **Address**, **Suburb/City**, **State**, **Postcode**
Enter the address details.
---
**Address Lookup**
When adding a new supplier address, the **Address Lookup** field is available above the address fields on the **Addresses** tab. Use the **Address Lookup** field to search for and select a verified address. As you type a street address or suburb, a dropdown list of matching address suggestions appears. Selecting an address from the list automatically populates the address, suburb/city, state and postcode fields.
The **Address Lookup** field is available when adding a new supplier address only. It does not appear when modifying an existing address record.
Manual address entry using the standard address fields is always available as an alternative.
> ✅ Refer to [Addressify Integration Overview](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/639959046) for an overview of where Addressify is available across Frameworks.
---
**Phone Number**, **Fax** **Number**, **Email Address**, **Instructions**
Enter the contact details.
---
**Output Preference**
Select **Fax**, **E-mail** or **Print** from the dropdown menu. Used when blasting information to suppliers.
---
### Branch Shipping Terms
The **Branch Shipping Terms** tab contains branch shipping information including delivery addresses, freight charges, and shipping basis codes for each supplier. You can define the terms and costs that apply when the supplier delivers to specific branches.
You can configure multiple pick-up addresses for each supplier. Each address is linked to a specific combination of:
- **Branch ID: **The branch placing the order
- **Shipping basis**: For example, DRCT - Supplier to Customer
New **Branch Shipping Terms** default to **All branches **(Branch ID “0”. If you create a specific entry for a particular branch, that entry overrides the All branches default for that branch.
> ℹ️ **Note: **When multiple addresses exist for the same branch and shipping basis combination, the Frameworks uses the first entry as the default on [new purchase orders](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507140). You can select a different address from the available options if needed.
> ⚠️ The System Setting Flag **PurAddrToShip** controls the interaction between **Order From** and **Shipping Basi**s.
To setup and/or maintain Branch Shipping Terms information for a supplier, perform the following:
1. Click the **Add **button to add a new record for a branch or select an address line and click **Modify** to make changes.
2. Click into or select the required field to make any changes to the fields below.
3. Click **Finish **once completed.
4. Repeat steps 1-3 to create multiple records for this supplier.
For more information on the Branch Shipping Terms options, click here.
**Line No.**
Defaults to the next available line number.
---
**Branch**
Enter the delivery branch code. If the branch selected is not supplied from this warehouse, then an appropriate message appears.
---
**Delivery Address No.**
Enter the delivery address number of the supplier, as defined on the **Addresses** tab or Click the **search** icon to use the **Supplier Delivery Address Finder** to select from a list of the defined addresses.
---
**Freight**
Enter the supplier freight value in $ charged for this branch.
---
**Basis**
Enter the basis for shipping, for example, DRCT - Supplier to Customer.
---
### P/O Export
The **P/O Export** tab allows you to define the settings for the export of purchase orders for a selected list of branches. To define the purchase order export settings, complete the following:
1. Select an **Export Format** from the dropdown menu and enter the **Export Directory **and **Filename **into the respective fields.
2. Enable the **Active **checkbox for each branch line you wish to apply the purchase order export settings.
3. Define the **Sender ID **and **Receiver ID** using the respective fields for each active branch.
4. Click **Save** to finalise your changes.
For more information on the P/O Export options, click here.
**Export Format**
Select an export format from the available options in the dropdown menu.
---
**Export Directory**
Define the purchase order export directory.
---
**Export Filename**
Define the purchase order export filename.
---
**Sender ID**
Define the sender ID for each relevant branch line.
---
**Receiver ID**
Define the receiver ID for each relevant branch line.
---
**Active**
Enable for each branch line you wish to apply the purchase order export settings.
---
### Remittance Export
The **Remittance Export** tab allows you to configure automated EDI (Electronic Data Interchange) remittance advice file generation for suppliers. When enabled, Frameworks automatically generates EDI 820 files in ANSI X12 format during payment processing.
To configure remittance export settings for a supplier, complete the following:
1. Select an **Export Format** from the dropdown menu.
2. Enter the **Export Directory** where files will be saved.
3. Enter the **Export Filename** using the naming convention required by your supplier.
4. Enter the **Sender ID** and **Receiver ID** for each relevant branch line.
5. Enable the **Active** checkbox for each branch line where you want to apply these remittance export settings.
6. Click **Save** to commit your changes.
For more information about the Remittance Export options, click here.
**Export Format**
Select the EDI remittance format from the dropdown menu. Available formats are defined in the Remittance Export Formats configuration.
For LBMX suppliers, select the appropriate EDI 820 ANSI X12 format.
> ✅ Refer to [Remittance Export Formats](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/297893922) for more information about configuring available export formats.
---
**Export Directory**
Enter the directory path where remittance advice files will be saved. Ensure the directory exists and that Frameworks has write permissions to this location.
- If the directory does not exist, the export process will fail with an error message
- Directory paths should follow your operating system's conventions
---
**Export Filename**
Enter the filename for exported remittance files. Use the naming convention required by your supplier's EDI specifications.
- The filename may include variables or tokens that are replaced during export
- Ensure the filename complies with your supplier's EDI requirements
---
**Sender ID**
Enter the sender ID for each relevant branch line. This identifies your organisation in the EDI transmission and must match the ID agreed upon with your supplier.
---
**Receiver ID**
Enter the receiver ID for each relevant branch line. This identifies the supplier's organisation in the EDI transmission and must match the ID provided by your supplier.
---
**Active**
Enable this checkbox for each branch line where you want remittance export to be active. Only branches marked as active will generate and export remittance advice files during payment processing.
When a payment batch is posted through Payment Selection Batches, the system checks for active remittance export configurations and automatically generates EDI 820 files for qualifying suppliers
> ✅ Refer to [Payment Selection Batches](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404060) for more information about the payment batch posting process.
> ✅
> ✅ Refer to [Batch Printing and Emailing Supplier Remittance Advice](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30529336) for more information about the complete remittance advice workflow.
### Banking Details
The **Banking Details** tab contains the supplier's banking information as required for Direct Credit or Cheque payments to be processed for the supplier.
> ℹ️ The ABA Banking file will reflect the information defined on this tab.
> ⚠️ An ABA file will only be outputted during the batch payment process, if the **Generate Output** checkbox is enabled via the **Direct Deposit Formats** screen.
To set up and/or maintain banking details for a supplier, perform the following:
1. Click the **Add **button to add additional banking details for the supplier or select a banking line and click **Modify** to make changes.
2. Click into or select the required field to make any changes to the fields below.
3. Click **Finish **once completed.
4. Repeat steps 1-3 to create multiple records for this supplier.
> ℹ️ Enabling the **Payable Manager **option within **User Maintenance** allows a user to be able to edit these options or just view the details.
For more information on the Banking Details options, click here.
**Company**
Enter or select your company to create or assign Company-Level Banking Details for example allowing different company reference numbers.
---
**BSB No.**
Enter the supplier’s BSB number.
---
**Account No.**
Enter the supplier’s account number.
---
**Account Suffix**
> ⚠️ For New Zealand suppliers only.
Enter the 3 digit supplier's bank abbreviation/suffix representing the product/account type.
> ℹ️ Where a bank displays the suffix as two digits, a leading zero is added to create the full 16 digit account number.
| **Type of Account** | **Suffix** | **Type of Account** | **Suffix** |
| --- | --- | --- | --- |
| Cheque Account | 00 | Credit Card Account | 40 |
| Number 2 Account | 02 | Thrift Club Account | 50 |
| Fixed Account | 03 | Term Deposit Account | 81 |
| Savings Account | 30 | | |
---
**Customer Ref No.**
Enter the unique number for your banking transaction.
---
**Payee Name**
Enter the payee name if different to the supplier name. It is currently only used on format 20 cheques and is not used at all in Direct Credit output.
---
### Brands
The **Brands **tab contains the brands that are linked to a supplier. Brands give you the ability to divide your business/branches by brand or division. For example, Trade or Retail. To setup and/or maintain brands for a supplier, perform the following:
1. Click the **New** button to link a brand to a supplier.
2. Enter the **Brand ID **or** **click on the search icon to open the **Brand Finder**.
3. Click **Save**.
4. To delete a brand linked to a supplier, click the **Delete **button, then click **Yes - Perform Delete** to confirm.
### Supplier Rebates
The **Supplier Rebates** tab allows you to add, maintain and delete receiving rebates from suppliers. To setup and/or maintain rebates for a supplier, perform the following:
1. Click the **Add **button to add a new rebate for the supplier or select a rebate line and click **Modify** to make changes.
2. Click into or select the required field to make any changes to the fields below.
3. Click **Finish **once completed.
4. Repeat steps 1-3 to create multiple records for this supplier.
For more information on the Supplier Rebates options, click here.
**Code**
Enter the rebate code or click the search icon to open the **Code Finder**. The rebates codes can be setup and maintained via **System - Supplier Rebate Codes** within **Miscellaneous Table Maintenance**.
---
**Rebate %**
Enter a rebate % rate to received across all products for the supplier.
---
**G/L Account**
Enter the GL account number or click the search icon to open the **GL Account Finder**. Your received rebates will be allocated to your entered GL account.
---
### Attributes
The **Attributes** tab contains the supplier's attributes. Use supplier attributes to store further information like:
- Additional supplier information such as extra supplier contact details.
- Storing alternate supplier IDs.
- Defining if the supplier is a part of a buying group.
Simply put, attributes are user-defined fields.
For more information on the Attributes options, click here.
**Category**
The attribute’s category. Click the search icon to open the **Attribute Category Finder** and select an existing attribute category.
---
**ID**
The attribute’s ID. Click the search icon to open the **Attribute Finder** and select an attribute ID.
---
**Value**
The attribute’s value. Enter the value or, if the values are defined, click the search icon and select the relevant value.
---
## 3. The Command Buttons
The command buttons allow you to create **New** suppliers, **Copy **existing suppliers to create new suppliers, **Save** and **Cancel **any changes made and **Delete **accounts.