If complete details aren’t available, enter the business name and save. You can enter more details later if needed. 

1. Go to Contacts, select Suppliers, and click New Supplier.
2. Fill in the Business Name field with either the person's name or the business name. For businesses, input the business name first and then include the primary contact person's name as the Contact Name.
3. Complete the remaining required details. If you don't have all the information at the moment, enter the business name and save the record. You can update the other details later as needed

When dealing with a VAT-registered supplier, it's essential to enter their VAT Registration Number. This ensures the accurate application of the correct VAT rate when entering invoices.

From the Account Details tab:

1. Enter the VAT number for the supplier. We check the VAT number against the Country entered in the address. You can't save the VAT number unless it has the correct format.
2. Choose VAT Reverse Charge when:
   • You usually buy certain types of goods that fall under the domestic reverse charge VAT rules. Find out more about VAT domestic reverse charge
   • You're in the construction industry (CIS) and your supplier is a sub-contractor and you usually buy services that fall under the reverse VAT rules. Find out more about Reverse charge VAT and CIS.
3. Choose This supplier is an import agent if you use an import or freight forwarder to manage the import of goods for you. Find out how to record an invoice from an import agent.

We use ledger accounts to categorise or group transactions. This ensures accurate reporting on financial statements like the Profit and Loss or Balance Sheet.

Selecting the right ledger account is key to making sure you know where your money is going and what you're buying.

On purchase invoices, you must select a ledger account on each line to indicate what you have sold. You can use our default Ledger accounts or set up your own.

Setting a default on supplier records ensures the automatic selection of the correct ledger account, which is beneficial if you purchase the same type of goods from a single supplier. For instance, if your supplier is for electricity, you can set the ledger account to default to 7200 - Electricity.

From the Account Details tab:

• Choose the ledger account to use by default for this customer from the Account Default dropdown.

Find out more about Record and Transactions settings.

If you've agreed credit terms with your supplier, you can record them here. You can also set the credit limit.

Define the credit terms to specify how many days an invoice can remain unpaid before it's settled. Once you define them, the system calculates the due date on the invoice according to these terms.

We've standardised the credit terms to 30 days, reflecting the common Practice for most businesses.

Set your credit terms in the Record and Transaction Settings to apply them to all new records if they’re different. Alternatively, if a supplier has unique credit terms, enter them here.

If you have bank details for your suppliers, you can store them on the Payment Details tab.

For suppliers based outside the UK or Ireland, you'll need to:

1. From the Account Details tab, select the Region and then the Country when entering their address.
2. On the Account Details tab, input a VAT number for registered tax entities. This action ensures the accurate application of VAT rates on invoices
3. From the Options tab, choose the currency.

You can use analysis groups to group suppliers together for reporting purposes. For example, you can divide your suppliers by the region they’re based in. You can then compare purchases across regions, or to see total purchases by department so you can check against budgets.

Find out more about analysis groups.

Once you've set them up, just choose the group that this supplier belongs to from the Analysis tab.

In the construction industry, you'll need to set up new or existing customers as contractors to deduct CIS from sales invoices.

1. Go to the Account Details tab and select "VAT Reverse Charge" for VAT registered customers. This option lets you apply reverse charge VAT to relevant invoices. Set the Account Default to a CIS Labour ledger account to ensure CIS deductions apply to invoices; they only happen when you choose this account. Setting this as the default prevents mistakes and ensures accurate CIS deductions. Remember, CIS ledger accounts are visible only to CIS registered contacts.

2. Choose the CIS Registered checkbox on the CIS tab to show that the contact is using the CIS scheme and to allow for selecting the appropriate ledger accounts.

This is just a space for you to add any other relevant notes about your supplier.