You use the suppliers table to record people or companies who are suppliers, in all capacities, for your organisation. This can include companies that supply goods, or services, such as repairs and warranty.
The Suppliers table has several different tabs for recording information about a supplier. The tabs are: Browse, Details, Description, Maintenance Contracts, Attributes, Insurance, Hours/Contacts, and Users.
The Browse tab is a list of the suppliers that have been added to the table. You can filter the browse list of suppliers in the same way as you filter a regular browse window.
The Details tab shows the detailed information that you can record about each supplier. The fields available on the Details tab are:
Supplier Name - You use the supplier name to record the name of the person, company or organisation. There are two lines on which to record the supplier name. You must enter at least the first line of the supplier name, and the first line of each supplier name must be unique.
Short Name - The supplier short name is a five character code for you to quickly identify a supplier. The system will automatically default the supplier short name to the first five characters of the supplier name, but you can edit this if you wish. You must enter a supplier short name for each supplier.
Current - This field indicates whether the supplier is currently active or not. Pinnacle will set the supplier to current when you add a new entry.
Address Details - You can enter address details for a supplier. These details include an address, suburb or city, state, postcode.
ACN - This is the ACN (Australian Companies Number) for the supplier.
ABN - This is the ABN (Australian Business Number) for the supplier.
Tax Registered - This indicates whether the supplier is registered for tax dealings in Australia. If this flag is set, you are able to separately record VAT amounts when entering invoices from the supplier. If the flag is not set, this indicates that the supplier is not tax registered, and VAT amounts therefore do not apply. In this case, you are unable to record a separate VAT amount when recording invoices from the supplier. In most cases this flag should be checked on.
Contact - This is a contact person in the supplier's company. This is useful when there is a particular person from the supplier who is the main point of contact for anyone from your organisation.
Payee Name - The payee name is the name that cheques and payments for the supplier will be made out to. For example, the payee name may be the holding company. This is initially set to the supplier name.
Payee Address Details - The payee address details record the address to which payments should be sent. This address may differ from the actual address of the supplier, for example, a Post Office box. The payee address details include an address, suburb or city, state and postcode.
Phone Number - The phone number for the supplier.
Fax Number - The fax number for the supplier.
E-Mail - The e-mail address for the supplier.
Contracts - You can use this field to record what Government Contracts the supplier complies with, e.g. PE44.
Products - The products that this supplier provides to you.
Comments - You can use the comments to record any comments you may wish to make about a supplier.
The Descriptions tab allows you to link Asset Descriptions to a particular supplier. This means that you can record which suppliers supply products that have a particular description, make, model and part number.
You can open the Asset Descriptions lookup table by selecting a row, and choosing Open from the File menu, or from the popup menu. The Asset Descriptions table will be opened, with the selected description highlighted.
The fields on the Descriptions tab are:
Asset Description - The asset description that this supplier can supply.
Manufacturer - Indicates whether the supplier actually manufactures the product.
Supplier - Indicates whether the supplier supplies the product.
Contractor - Indicates whether the supplier is a contractor in the production of the product.
Preferred - Indicates whether this supplier is the preferred supplier for the product.
The Maintenance Contracts tab displays any maintenance contracts that this supplier is linked to. The system will display a list of the maintenance contracts that this supplier is the supplier for. You cannot assign a supplier to a maintenance contract from this tab, you must do that from the Maintenance Contracts lookup table.
You can open the Maintenance Contracts lookup table and display the maintenance contract by selecting a row and choosing Open from the File menu, or from the popup menu, or by double-clicking on a maintenance contract.
The Attributes tab lists the attributes that have been chosen as Supplier attributes.
The Attributes tab shows the attribute description, the attribute units, if units have been defined for the attribute, the attribute sort order, and the attribute group. You can enter the following information against each attribute:
Attribute Value - This is the value of the attribute for this supplier.
The Insurance tab allows you to enter information about the insurance policies carried by your suppliers. You can then see at a glance whether your suppliers are covered by the appropriate insurance for your business requirements.
The Insurance tab is divided into two sections. The top section is a summary list of the insurance policies. The bottom section allows you to enter the information about each insurance policy. The details you can enter for an insurance policy are:
Policy Number - The identifying policy number.
Insurance Type - This is the type of insurance policy. You must select an insurance type from the insurance types table.
Insurance Company - This is the company that holds the insurance policy.
Policy Expiry - This is the date that the insurance policy will expire.
Policy Amount - This is the amount that the insurance policy is held for.
Acknowledgment of Impending Expiry - This indicates that the maintenance contract is about to expire, but that the impending expiry has been acknowledged. If this field is checked, the maintenance contract will not appear in the list of maintenance contracts that are about to expire in the Event Notification window.
Acknowledgment of Expiry - This indicates that the maintenance contract has expired, but that the expiry has been acknowledged. If this field is checked, the maintenance contract will not appear in the list of expired maintenance contracts in the Event Notification window.
The Hours/Contacts Tab is divided into two parts. The left hand side of the tab lists the hours of contact for each day of the week. The right hand side of the tab lists the contact information for the contract. When a contract is created, the hours/contact information is copied from the supplier for the contract to the contract itself. The details you can enter on the Hours/Contacts tab are:
Sunday Hours of Business (Open and Close)
Monday Hours of Business (Open and Close)
Tuesday Hours of Business (Open and Close)
Wednesday Hours of Business (Open and Close)
Thursday Hours of Business (Open and Close)
Friday Hours of Business (Open and Close)
Saturday Hours of Business (Open and Close)
Business Hours Phone - This is the business phone number. You can also indicate whether the business phone is for use during business hours, after hours, or both.
After Hours Phone - This is the after hours phone number. You can also indicate whether the after hours phone is for use during business hours, after hours, or both.
Fax - This is the fax number. You can also indicate whether the fax number is for use during business hours, after hours, or both.
E-mail - This is the e-mail address. You can also indicate whether the e-mail address is for use during business hours, after hours, or both.
SMS - This is the SMS number. You can also indicate whether the SMS number is for use during business hours, after hours, or both.
The Users tab allows you to decide which users should be linked to suppliers. The users that are linked to a supplier are the valid User IDs that the supplier may use when logging in to Pinnacle to close a work order.
The Users tab displays two boxes. The box on the left hand side of the window displays all the users that have been linked to the supplier. The box on the right hand side displays all the users that are available to be linked to the supplier.
Open the Suppliers Table.
Find the supplier to which you wish to link users. Change to the Users tab.
Highlight the user you want to link to in the list of available users, or use the Control key as you click on the list of available users to highlight more than one user.
Click on the single left arrow or double-click on the highlighted user.
The users you highlighted will move from the list of available users to the list of linked users.
Open the Suppliers Table.
Find the supplier to which you wish to link users. Change to the Users tab.
Click on the double left arrow.
All users will move to the list of linked users.
Open the Suppliers Table.
Find the supplier from which you wish to remove users. Change to the Users tab.
Highlight the user you want to remove from the list of linked users, or use the Control key as you click on the list of linked users to highlight more than one user.
Click on the single right arrow or double-click on the highlighted user.
The users you highlighted will move to the list of available users.
Open the Suppliers Table.
Find the supplier from which you wish to remove users. Change to the Users tab.
Click on the double right arrow.
All users will move to the list of available users.
Work Order SRF Tab