About supplier defaults and overrides

Supplier classes streamline data entry by automatically providing default values when creating suppliers within a specific class.

Organise suppliers into classes based on the goods or services they provide or other characteristics.

Initially, create a supplier class containing the largest number of suppliers with the most common values. Designate this class as the default supplier class in the Supplier ledger preferences (AP101000) window. This will save time when generating new supplier classes, as they will automatically populate with values from the default supplier class, reducing manual data entry.

When you create a new supplier, it is automatically assigned to the Default supplier class. In most cases, you won't need to select a different supplier class.

• A supplier class requires only a class ID and description. You can choose additional elements for each class as needed.
• Payment terms, currency, rate type, country, VAT zone, specific general ledger accounts and subaccounts, a default cash account ,and payment method can be set for the class.
• Choose a foreign currency as the default currency for a supplier class only if most suppliers in that class use it.
• If all suppliers in a class use the same currency, disable currency overriding on supplier documents to reduce input errors.
• If some suppliers may use a non-default currency and rate type on individual documents, allow currency overriding for suppliers in the class.
• When creating a new supplier in the Suppliers (AP303000) window, the default values are those specified for the default supplier class.
• If a new supplier should be assigned to a more specific class, select the appropriate class to change the default values.
• Any value can be overridden to make it specific to the supplier. However, if many values need to be overridden similarly for multiple suppliers, consider creating a new supplier class.

A supplier may have multiple locations, each with unique settings. You can add, edit, and view these locations in the Supplier locations (AP303010) window. These locations provide essential supplier information that can be utilised as defaults for purchase orders and supplier payments:

• Supplier ledger and expense accounts and appropriate subaccounts
• Payment settings and remittance information
• Purchasing and shipping-related information
• VAT-related information

The main location is automatically created when you enter the supplier's primary address and contact information in the Suppliers (AP303000) window. The main location always has MAIN as its ID, which cannot be modified.

Once the main location is created, it is automatically listed and marked as the default location on the Locations tab of the Suppliers (AP303000) window.
If additional locations have been added to the supplier, you can set another location as the default location: select the location, and click Set as default in the table toolbar.

The purchase and payment settings specified for the default location are also displayed, respectively, on the Purchase settings and Payment settings tabs of the Suppliers (AP303000) window.
Updating the elements on those tabs also updates appropriate information for the default location in the Supplier locations (AP303010) window.

The default location settings are used to populate elements when creating a new location. For a new location, you can make the following selections:

• To use the same address and contact information as were specified for the main location, or to enter new information.
• To use the purchase and payment settings and general ledger accounts of the default location, or to specify different ones.

When creating a new purchase order, invoice, or payment, you need to first select the supplier.

• After choosing the supplier, some fields in the window will automatically populate with the supplier's default values, such as the default location and its related purchase or payment settings.

• A supplier location's settings contain information like payment method, cash account, VAT zone, VAT registration, shipping settings, and supplier ledger and expense accounts along with their respective subaccounts.

• If you pick a location other than the default, the values will update to match the chosen location, and you can modify these values if needed.

• When printing payments, the system utilises remittance information and payment settings from the document.

• By using supplier defaults to populate elements, data entry becomes more efficient and time-saving due to the automatic application of these default settings.