Payables accounts supplier static details

All SunSystems modules refer to a single supplier record to determine a supplier's static details and overall processing requirements.

Each supplier is identified by a unique supplier code and the supplier details are defined and maintained using Supplier (SUS).

Many of the supplier's details are held as separate static data records and linked to the supplier using Supplier (SUS). In general, this static data should be defined for a new supplier, before you create the new supplier using Supplier (SUS).

Some of the more important supplier details are:

Payment Method

Supplier payments can be generated automatically by Payment Run (PYR). It uses the payment method set for the supplier to determine the type of payments to be produced for the supplier.

The Cheque Payments payment method assumes that you want to print cheques in SunSystems. The cheques and remittance advices are printed from the payment details in any layout, as defined by the reporting facility using Payment Documents.

The Bank payment method allows you to transfer payments for creditor/payables and client accounts from SunSystems into a central payment clearing system. The United Kingdom's system for non-paper payment is called BACS, or Bank Automated Clearing System. Payment Run produces a bank transfer file containing the payment details. You can then export the file into a software package that handles funds transfer.

Bank Details

If required, you can record a supplier's bank account details using Bank Details Setup (BNK). This includes the name of the account, sort codes, account number, and so on. If you intend to use Payment Run to create a bank transfer file to pay your suppliers electronically, you must have completed the appropriate bank details record.

You can create any number of bank detail records for each supplier. If you have more than one bank details record, you must specify a bank subcode in Payment Run Rules otherwise the supplier's default code is used.

One-Off Supplier Accounts

A requirement may exist to record purchases, which have been made on a 'one-off' basis. Rather than create an individual account for a supplier, whom you will not deal with again, you can record such entries in a general account. If you do so, you must ensure that transaction descriptions adequately identify the supplier associated with each transaction.

You can use Payment Run to produce a single cheque for each transaction on the 'one-off' supplier's account.

Payment Terms

Payment terms enable you to define the relevant dates for payment, for the calculation of discounts and/or interest, and the dates of which relevant documents are issued. The payment terms are assigned to a supplier using Supplier (SUS), or can be referenced on a particular transaction.