Add a supplier
Helpful Hint!
If you are completing our software practice set,
you are asked to set up only the inventory suppliers.
After you have
set up the supplier default information, you are ready
to enter details about your individual suppliers in your MYOB software.
This topic shows you how to add a supplier's details
into your MYOB software, including how to enter the opening balance of their account.
It also shows you how to modify or delete an existing supplier's record should the need arise.
Add a supplier
Adding a supplier's details into your MYOB software is completed through the Purchases Easy Setup Assistant.
To open this assistant, from the menu bar select
Setup then Easy Setup Assistant.
This displays the Easy Setup Assistant window where you can set up different sections of your MYOB software.
Click the Purchases icon to open the Purchases Easy Setup Assistant.
Next, select Supplier Cards from the list.
This opens the 'Build your supplier list' window where you can set up a new supplier in your MYOB software by clicking New.
This opens the Card Information window where you enter the supplier's details into your MYOB software.
The following screenshots and reference table show step-by-step instructions on how to add
a new supplier into the Card Information window. Note that each step is assigned a reference
number to help you identify the appropriate field or icon in the screenshots.
| Step |
MYOB software field or icon |
Action |
| Profile Tab |
 |
Card Type |
Select Supplier to set up a new supplier record.
|
 |
Designation |
Select whether the supplier is a company or an individual person.
|
 |
Name |
Enter the name of the supplier.
You should notice that you are unable to record other information into this window, such as the
supplier's address. To reveal the other input fields,
you need to press <tab> on
your keyboard after entering in the supplier name. This reveals the other fields, allowing
you to complete the Profile tab for that supplier.
|
 |
Card ID |
Enter an identification code for the supplier. This may be a supplier number, or if you are completing our
software practice set, the first four letters of the supplier's name.
|
 |
Address |
Enter the address of the supplier.
|
 |
Phone#1 |
Enter the phone number of the supplier. If the supplier has more than one phone number, enter the other
phone numbers into the other phone number fields.
|
 |
Contact |
Enter the name of the contact person for that supplier's account.
|
| Buying Details Tab |
 |
A.B.N |
Enter the A.B.N of the supplier if they have one.
|
 |
OK button |
After you have checked all the supplier's information is correct, remember to click OK to save the
supplier's record.
|
You should then notice that the supplier you have just created in your MYOB software
appears in the Supplier List in the Purchases Easy Setup Assistant.
Click the New icon if you wish to add another supplier,
otherwise click Next (or Historical Purchases in the list) to enter the suppliers' beginning balances into your MYOB software.
Enter supplier beginning balances into your MYOB software
One important step in setting up a supplier in your MYOB software is to enter the beginning balance
owed to the supplier.
This is done by entering the details of outstanding invoices that have not been paid in full to
the suppliers.
This step is necessary if you are converting your existing accounting
system to your MYOB software and you owe money to suppliers at the start of your
conversion period.
However, if you are using your MYOB software at the time you start up your business
or if you are creating a record for a new supplier that your business has never dealt with before,
this step may not be necessary.
To enter the beginning balance owed to your suppliers, click the Historical Purchases item in the
Purchases Easy Setup Assistant. This opens the 'Enter historical purchases for your suppliers' window.
Click the Add Purchase button to open the Historical Purchase window.
The following screenshots and reference table show step-by-step instructions on how to enter
your suppliers' beginning balances into the Historical Purchase window.
Note that each step is assigned a reference
number to help you identify the appropriate field or icon in the screenshots.
| Step |
MYOB software field or icon |
Action |
|
Supplier Name |
Click the search icon to open the Select from List window. Highlight the supplier whose balance you
wish to enter by clicking on their name in the list. Then click the Use Supplier button.
|
|
Terms |
Accept the default credit terms you specified when setting up the default purchases information.
Alternatively if you want to specify different credit terms for this invoice, click the zoom arrow
to open the Credit Terms window where you can change the terms for this invoice.
|
|
PO # |
Enter the purchase order number for the purchase.
|
|
Date |
Enter the date of the invoice.
|
|
Supplier Inv # |
Enter the invoice number appearing on the supplier's invoice for the purchase.
|
|
Total Including Tax |
Enter the total value of the invoice, including tax.
|
|
Tax code |
Select the applicable tax code. Your MYOB software will automatically calculate the amount of tax applicable to
that invoice.
|
|
Record |
Once you have reviewed the details, click the Record button. If you are presented with
a message from your MYOB software, read the message and click OK.
|
Notice that the 'Enter historical purchases for your suppliers' window has been updated to
display that invoice owed to that supplier. It also displays the total dollar value of the invoices entered
so far (Total Purchases), the balance of the Accounts Payable account
(Total Linked Payables Account Balance) and the difference between the two (Out of Balance Amount).
You should continue to enter the remaining outstanding invoices by repeating the same process as
previously described until your out of balance amount is $0.00.
You will know when all outstanding invoices have been entered because your MYOB software will
show you the following message
when you record the final invoice:
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Modifying or deleting supplier records
After you have set up your supplier records you may need to alter the information
recorded in them. For example, a supplier may have moved offices and needs their address updated,
or the person you contact about the account has left the supplier's business and you need to
change the contact name to the person who has taken over that role. Or you may find that you need to delete
a supplier record for some reason. Read on to find out how to modify or delete a supplier's record in
your MYOB software.
Modifying supplier records
In order to modify the supplier record you simply open the Card Information window for that supplier,
make the required changes, and click OK.
But how do you open the Card Information window for a particular supplier?
There are several ways this can be done.
Using the Purchases Easy Setup Assistant
- From the menu bar, select Setup then Easy Setup Assistant.
- In the Easy Setup Assistant window, click Purchases to open the Purchases Easy Setup Assistant.
- Click on Supplier Cards to display the Supplier List.
- Double click the name of the supplier to open the Card Information window where you
can modify their record. Alternatively, highlight the name of the supplier in the Supplier List
by clicking on it, and then click the Edit button to open the same window.
Using the Card File Command Centre
- Click Cards List in the flowchart section of the Card File Command Centre.
- In the Cards List window that appears, click the Supplier tab.
- Double click the name of the supplier to open the Card Information window where you
can modify their record. Alternatively, highlight the name of the supplier
by clicking on it, and then click the Edit button to open the same window.
Note that there are other ways to open the Card Information window for a particular supplier.
We encourage you to explore your MYOB software to find the way that best works for you!
Deleting supplier records
To delete a supplier's record in your MYOB software, follow the steps above to open the
Card Information window for that supplier.
Once open, select Edit then Delete Card from the menu bar.
Note that you will not be able to delete a supplier's record if any transactions
have been applied to that supplier.
This includes if you have entered a beginning balance for that supplier.
To delete such a record, you need to delete the transactions applied to it before the record can be deleted.
However, if you have transactions or a beginning balance
recorded for a supplier's record that you want to delete, you really should be questioning whether you
should be deleting that supplier record in the first place!
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