Suppliers

This page is for people your administrator has given access to Payables, usually finance staff. Verifying a supplier’s bank details needs a separate access, normally held by a senior person such as the owner.

A supplier is anyone the company buys from and pays. You need one before you can enter their invoices or pay them. Open Payables → Suppliers.

The Suppliers list

Each row shows the supplier’s Code, Name, Terms, Currency and Bank details. The bank details column shows:

You see	It means
Verified	A second person has checked the bank details. Payments to this supplier can be approved.
Not verified	Bank details were entered or changed and still need checking. Payments cannot be approved yet.
–	No bank details have been entered.

To narrow the list, type in Search…, or filter by Currency, Bank details or Status (Active or Inactive) from a column heading or the Filter button. Customize columns shows hidden columns such as TIN and Status. The Group filter (All, Group only, Non-group only) picks out companies in your own group; they carry a Group tag.

Download CSV saves the suppliers you are looking at, including any extra fields your organization has set up. If you have export access, Export opens a dialog where you choose the columns, their order and headings, and the format (CSV or XLSX). You can keep a column choice as a Preset.

Add a supplier

1. Select New supplier.
2. Fill in the form and select Save. The supplier opens in a side panel.

Field	What to enter
Code	A short code of your choice, unique to this supplier, e.g. ABC01
Type	Organization or Individual
Registered name	The supplier’s name as registered
Tax identification number (TIN)	The supplier’s TIN, if you have it
ID type and Registration number (SSM)	The kind of ID (Business registration, MyKad (NRIC), Passport or Army ID) and its number. If you choose an ID type, the number is required.
Address line 1 to Country	The supplier’s address. Country is a two-letter code, such as MY or SG.
Email and Phone	Contact details (optional)
Payment terms (days)	How many days after the invoice date a bill falls due, e.g. 30. New invoices use it to set the due date.
Currency	The three-letter code the supplier normally bills in, such as MYR
Default withholding tax	Only for payments to non-residents that need withholding tax. New payments to this supplier start with this code. Leave it at No tax otherwise.

Your organization may have added more fields at the bottom of the form.

To change a supplier later, open it and select Edit supplier.

Note

Whether a supplier needs withholding tax, and at what rate, is a tax question. Ask your tax adviser before you set a Default withholding tax.

Bank details and verification

Bank details are kept apart from the rest of the supplier, and every change must be checked by a second person before money can go out. This protects the company against a changed account number slipping through.

Enter or change bank details

1. Open the supplier from the list.
2. Under Bank details, select Change bank details.
3. Choose the Bank, enter the Account number and check the Account name.
4. Select Save. You see “Bank details saved — another person must verify them”.

The status becomes Not verified. If the supplier had bank details before, the panel shows what they were, e.g. “Previously Maybank 5140…”, so the verifier can see what changed.

Verify bank details

Ask your administrator what evidence your organization expects the verifier to check the details against.

1. Open the supplier.
2. Check the Bank, Account number and Account name.
3. Select Verify bank details. You see “Bank details verified” and the status becomes Verified.

You cannot verify details you changed yourself; the button is greyed out with “You changed these details, so someone else must verify them.” The one exception is an organization with only one member: that person may verify their own change, but must give a reason, and it is recorded as a sole-owner exception.

Caution

While a supplier’s bank details are Not verified, payments to them can be prepared but not approved, and they cannot go into a payment batch.

What else the supplier panel shows

• Statement of account: what you owe this supplier over a date range. See Payables reports.
• Archived documents: settled documents brought over from your previous system, if any were imported for this supplier.

Problems

Message	What to do
“Another supplier already has this code.”	Choose a different Code.
“The person who changed the bank details can’t verify them. Ask another member.”	Ask someone else with verify access.
“This changed while you were editing. Reload to see the latest version.”	Someone else saved the supplier first. Reload, then make your change again.

An inactive supplier is not offered on a new invoice, but its open invoices can still be paid: it appears in the payment form marked (Inactive).