Rackbeat Suppliers

This guide explains how to create a new supplier in Rackbeat either manually or by importing data from a CSV file. To create a supplier, you must first create a supplier group. The guide covers both methods of creating a supplier and the supporting functions.

CONTENTS

• Creating a new supplier
  • Creating a supplier manually
  • Creating a supplier by importing data
• Search functions in the listing
• Edit supplier
  • Info
    • Address
    • References
    • Payment methods
  • Products
  • Notes
  • Contacts
  • Addresses

Creating a new supplier

There are two ways to create a supplier in Rackbeat: manually or by importing data. First, we will go through how to create a supplier manually.

Note! Before you can create a new supplier, you must create a supplier group, as it must be linked to the supplier. You can establish the group under: Purchases - supplier groups.

NOTE! The supplier number must not start with 0 (it will result in an error in the interface)

Creating a supplier manually

1. Select "Purchases" from the top menu.
2. Press "Suppliers" in the menu.
3. Press "Create new" in the upper right corner.
4. Fill in the supplier's information.
5. Press "Create supplier" to finalize.

You can define the starting number for supplier numbering, after which suppliers are based on sequential numbering.

Creating a supplier by importing data

Suppliers can be retrieved from the listing to a csv file by selecting "Download data". Through the Import data button, suppliers can be imported from a csv file.

Note! Before you can create a new supplier, you must create a supplier group, as it must be linked to the supplier. You can establish the group under: Purchases > supplier groups.

Importing supplier data as a csv file:

Go to: Purchases > Suppliers > Import data / Download data > Import data.
For supplier data, the mandatory fields are: 

• Name
• group number
• VAT handling
• payment terms
• currency
• language code
• layout. 

The template file can be found here: Import suppliers.csv

Search functions in the listing

• Search = The field allows you to search for a supplier either by name or supplier code.
• Per page = How many results per page are displayed after the search in the supplier listing.
• Status = Whether to search only non-active, active, or regardless of status.
• Supplier group = Filters suppliers of a specific group into the listing. 

The supplier listing can be selected to display the columns shown in the image below:

The "Reset table" option restores the columns in the table 

• Number
• Name
• VAT ID
• Email

Edit supplier

You can edit a supplier either by clicking the supplier's name or from the notepad icon at the edge of the row.

Info

General and settings

• Number = Supplier code
• VAT ID = VAT ID or business ID
• Supplier name = Name
• Group = Supplier group to which the supplier belongs
• Status = Open is active, Blocked is inactive
• VAT handling = Default VAT handling
• Language = Supplier's default language
• Payment terms = Supplier's default payment terms
• Delivery terms = Supplier's default delivery terms
• Default currency = In which currency purchases are made from the supplier
• Expected delivery time (in days) = Set the average delivery time in days here

Address

The address must be filled in to transfer the supplier to Netvisor. This is the supplier's default address.

• Street address = Supplier's street address. 
• Address extension = Possible address extension
• Postal code = Postal code
• City = City/postal location
• Country = Supplier's country

The address extension can be left empty, other fields must be filled for the Netvisor interface to accept the supplier.

References

The supplier can be given:

• Desired contact person
• Desired our reference information 
• Desired your reference information

In the layout section, you can choose whether to use the basic layout or, for example, an English template

Payment methods

Payment methods do not reflect on the Netvisor supplier card and do not affect anything when using Netvisor with Rackbeat. Payment methods cannot be downloaded to a .csv file for suppliers either. 

Products

The Products tab manages the supplier-specific price list.

• Search = Search the pricing table for a product by name or code.
• Group = Search the pricing table for a specific product group.
• Supplies products = With this option, either all products (All) are searched in the pricing table, or alternatively (Yes) only those products marked as supplied by the supplier. 
• Download data = The function retrieves the contents of the pricing table to a csv file. The columns of the file can be selected from the following:

• Import data = The function imports the supplier-specific price list from a csv file. The file must contain the following columns:

Product notes can be entered in the field shown in the image below.

Notes

The Notes tab allows you to set notes behind the supplier. These notes are visible to the user on the purchase order:

Contacts

The Contacts tab allows you to add the supplier's staff to the system. Contacts can be used as contact persons on the purchase order.

Contacts can be imported using a csv file. The file headers are:

Addresses

The Addresses tab allows you to save addresses behind the supplier if a specific supplier address is needed for the purchase order.

Addresses can be imported from a file. The file headers are:

The Delete button allows you to remove the supplier.

Keywords: Rackbeat suppliers, creating a supplier, supplier listing, data import

Did you find it helpful? Yes No