3.0 Supplier Management

3.1 Supplier Listing Page

On the Supplier Listing Page, users can search for suppliers using the search bar, with advanced search options available. Suppliers can be searched by name, entity type, status, category, and more. By selecting any supplier from the listing, users can view all relevant details and make edits as needed.

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3.2 Create Supplier

To create a new supplier, click the plus (+) button beside the search bar on the Supplier Listing page. This will open the Create Menu, which includes the Main Tab where you can enter all the necessary supplier information.

Supplier Code: This can either be manually entered by the user or automatically generated by the system when you enter the supplier name.

Entity Type: Select whether the supplier is also a customer, merchant, or employee.

Supplier Type: Choose whether the supplier is an Individual or Corporate entity.

Identity Type: If the supplier is an individual, choose IC/Passport as the identity type.

Phone Number and Email: These fields are optional.

AR/AP Type: By default, this is set to AP Trade. If your supplier is non-trade, change it to AP-OTHERS.

Once all fields are filled, if the Supplier Code is left empty, the system will auto-generate one when you press the Create button on the top-right corner. The new supplier will then appear in the Supplier Listing.

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3.3 Edit Supplier

To edit an existing supplier, click on the supplier from the listing page. The Edit Menu will open, allowing you to modify or update the supplier’s information.

3.3.1 Main Tab

The first tab in the edit menu contains all the fields that were originally filled when the supplier was created. Here, users can make any necessary changes to the supplier's details.

3.3.2 E-Invoice Tab

The E-Invoice Tab is automatically populated with the relevant information entered in the Main Tab, and vice versa. If the e-invoice is only generated for the customer and not the supplier, this tab can be left blank. However, if you are generating an e-invoice for the supplier, the fields in this tab must be filled.

E-Invoice Self-Billed: Set this field to TRUE if you are generating an e-invoice for the supplier.

Supplier ID Type: Enter the appropriate supplier ID type (registration number, ID, or passport number).

Supplier TIN: Input the Tax Identification Number (TIN) and verify it by clicking the Verify button.

Supplier Contact Number: This is a required field.

Supplier Email: Input the supplier’s email address.

Supplier Tourism Tax Registration Number and Supplier SST Registration Number: For individual suppliers, fill in these fields; if not applicable, set them as N/A.

Industry Classification Code (MSIC) / Business Activity Description: Select from the dropdown menu. If no industry is applicable, the system will automatically set it to 0000 (Not Applicable).

Supplier Address: If no address has been created, click Create, fill in the required details, and set it as the default or default e-invoice address. (Address can also be added under the address tab)

This tab ensures all e-invoice-related information is accurately recorded for suppliers if required.

3.3.3 PEPPOL Config Tab

If the user is not using e-invoicing under LHDN, they will need to register under PEPPOL Config. By registering, the user will receive a PEPPOL ID, which should be entered in this tab. The system will verify the ID when the Verify button is clicked, linking the PEPPOL ID to the user's account.

3.3.4 Category Tab

The Category Tab allows users to categorize suppliers. To create a new category, click the plus (+) button, enter the category name, and click Add Category.

3.3.5 Log In Tab

In the Log In Tab, users can create a login for a supplier, allowing them limited access to specific information related to their account.

3.3.6 Payment Config Tab

The Payment Config Tab is used to maintain payment information associated with the supplier. Users can set up various payment methods and details for efficient transaction handling.

3.3.7 Tax Tab

The Tax Tab is used to configure all tax-related information for the supplier. This ensures that the correct tax setup is applied to supplier transactions.

3.3.8 Address Tab

The Address Tab is where users can manage all the addresses associated with the supplier. New addresses can be added, and existing ones can be edited as needed.

NOTE: User needs to fill the address as it is mandatory and the e-invoice process will not be complete without it.

3.3.9 Contact Tab

In the Contact Tab, users can maintain multiple contacts for each supplier, functioning as a supplier directory for easy reference.

3.3.10 Credit Term and Credit Limit

This tab is used to set the Credit Terms and Credit Limit for a supplier, ensuring clear payment expectations for both parties.

3.3.11 Branch Linking

The Branch Linking and Supplier Branch Tab is designed for intercompany settings. For example, if you have multiple companies, you can link the supplier’s branch to a specific company.

3.3.12 Company Linking Tab

In BigLedger, suppliers are shared across all companies in the tenant. However, if each company has its own credit terms and limits, you can use the Company Linking Tab to link the supplier to a particular company.

3.3.13 Item Pricing Tab

The Item Pricing Tab allows users to manage item pricing for different suppliers. If you source one item from three different suppliers, you can link the item to each supplier and set their prices accordingly.

3.3.14 Remarks Tab

The Remarks Tab is available for users to input any additional notes or remarks regarding the supplier.

3.3.15 Employee Tab

The Employee Tab links employees to suppliers, allowing the tracking of internal relationships between staff and suppliers.

3.3.16 Document Tab

The Document Tab displays the history of all transactions related to the supplier. If the supplier has received any purchase orders, they will appear here.

After updating all the relevant supplier information, click Update to save the changes