When you start entering transactions such as money out, we use the information set on the Supplier record to determine the following - Category - Default ledger account is 5000 Cost of Sales
- Due date - Set to 30 days by default
- VAT rate - Determined by the supplier's location and whether the're VAT is registered
In addition, you can set other information such as - Bank details - Store your supplier's bank account details
- Notes - use this for any other information you’d like to store about this supplier
See the following sections for more information about each section. Import your supplier detailsImport from CSV file (comma-separated values)Consider importing supplier records if you already have the details somewhere else. Just export them to a CSV file and import all the details in one go. You can import other new contacts at any time. Read more about how to import customer and supplier contacts. Import from mobile phoneIf your supplier details are in your mobile phone contacts, consider importing them using our mobile app. - Download the mobile app:
- Open the mobile app and from the menu choose Contacts. Select the plus button, then choose Import from phone.
- Choose Suppliers.
- From the list of contacts in your phone, choose the ones to import.
- Once you've imported your contacts, edit them in the mobile or web app to enter other details.
Create new suppliersFor one-off suppliers, or if you don't want to import them, create new records from Contacts. From Contacts, choose New Supplier. Enter the details. You can save a supplier record with just a name and then enter more details later.
See the following sections for more about the details stored on supplier records and how it's used.
Add the main address from the Contact Details tab. If your supplier is outside the UK or Ireland, make sure your change the region just above the address and then choose the correct Country.  TIP: If you don't have an address for a supplier, just use No address on the first line.
If your supplier is VAT registered, enter their VAT registration number. Enter the VAT registration number from the Contact Details tab. We check the VAT number against the Country entered in the address. You can only save the VAT number as long as it has the correct format.
We use categories to categorize or group your transactions. This is to make sure they report correctly on financial reports, such as the Profit and Loss or Balance sheet. It also helps you track your business performance and see where you're making money. Selecting the right category is critical to making sure you know where your money is going and what you are buying. You can employ default categories or create custom ones. Set defaults on supplier records for automatic category selection, useful for consistent purchases. From the Contact Details tab - Choose the category to use by default for this supplier from the Default Category drop-down
TIP: Set this in the Record and Transaction settings if you usually use the same category for all your sales. Read Record and Transactions settings.
If you've agreed to credit terms with your supplier, you can record them here. The credit terms define how long an invoice can remain outstanding before it's due for payment. Once set up, the system calculates the invoice's due date based on these terms. We've set the credit terms to 30 days as this is usual for most businesses. If credit terms vary, set them in the Record and Transaction Settings for all new supplier records. Adjust specific supplier terms here.
If you have bank details for any of your suppliers, you can store them on the Payment Details tab. They won't appear anywhere and are just for your information.
This is just a space for you to add any other relevant notes about your supplier. The notes don't appear on any documents.
When you sign up for Accounting Start and indicate that your business is registered for VAT, two contacts will already be listed: 'Revenue Reclaimed' for reclaiming VAT and 'Revenue Payments' for making VAT payments. While you can modify the references for these contacts, renaming or deleting them isn't allowed.
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