One-Time Suppliers
One-time suppliers are supplier IDs that can be used to keep a record of
the different supplier addresses where there is no need to follow-up on the
total purchases and other figures per name and address.
Supplier specific information like name, address, tax number, AP supplier
contact information and electronic bank address can be entered when an invoice
for a one-time supplier is created. This information is valid for all invoices
which are connected to this specific one-time address ID. In payment proposals
and in payment orders, invoices of one-time suppliers are grouped by one-time
address ID, i.e. each one-time address is considered as an individual supplier.
The one-time specific information is used in the correspondence with one-time
suppliers grouping only items with the same one-time address ID in one document.
One-time suppliers are supported in Financials only. It is possible to enter
and update one-time specific information with the following processes:
- Manual Supplier Invoice
- Outgoing Supplier Invoice
- External Supplier Invoices (no update of existing one-time information)
- Supplier Analysis / Ledger Items
- Supplier Payment Proposal Details
One-time specific information includes the following details:
- Supplier name
- Supplier address
- Document tax information like tax number
- AP supplier contact name, communication method and value
- Output medium
- Payment method
- Electronic payment address
Each new one-time supplier information automatically gets a one-time address
ID which will serve as supplier invoice address ID of the invoice, for outgoing
supplier invoices also as delivery address ID. If a payment method is connected
to the invoice, the one-time address ID will also be used as payment address
ID. It is possible to reuse an existing one-time address ID for another invoice
of the same one-time supplier, e.g. when an invoice is credited or a difference
item must be created. When details of the one-time information are modified,
the changes will be applied to all invoices using this one-time address ID.
All one-time supplier information can also be viewed and updated in the
supplier basic data except for the output medium and for the communication
ID in the case that several communication IDs are linked to a one-time address
ID. The output medium and the relevant communication ID can be viewed and modified
only in the one-time specific information connected to the invoice.
The one-time specific information overrides the default values of
the supplier master record after the invoice is created. At invoice entry the
default values from the master record will be suggested. It is possible to define
different one-time supplier identities with different default values like default
tax code(s) or default language to get the most adequate suggestions. Information
which is not one-time specific (like supplier group or AP contact) will always
be fetched from the supplier master record and requires separate one-time supplier
identities where applicable.
The following describes functionality specific to one-time suppliers in different
processes:
- Manual Supplier Invoices: One-time specific information can be
entered and updated at invoice entry. A one-time address ID is created when
new one-time specific information is saved. The one-time address ID serves
as a supplier invoice address ID. The name from this address ID will be
displayed as the supplier name of the invoice, this name and address will
be printed in debit/credit notes. The tax ID number will be used for tax
reporting. If a payment method is specified for the invoice, the payment
address ID must be identical with the one-time address ID. All installments
must have the same payment method and payment address ID. Advance invoices
are not supported for one-time suppliers.
- Outgoing Supplier Invoices: One-time specific information can
be entered and updated at invoice entry. A one-time address ID is created
when new one-time specific information is saved. The one-time address ID
serves as a supplier invoice, and a delivery address ID. The entered name,
address and tax ID number will be printed on the invoice printout. The name
will be displayed as supplier name of the invoice. The tax ID number will
be used for tax reporting. If a payment method is specified for the invoice,
the payment address ID must be identical with the one-time address ID. All
installments must have the same payment method and payment address ID. Advance
invoices are not supported for one-time suppliers.
- External Supplier Invoices: An additional record /additional
columns with one-time specific information can be loaded together with the
external invoice. One-time specific information can be viewed and modified
in an additional page connected to an external invoice of a one-time supplier.
A one-time address ID is created when the invoice is created. If an electronic
payment method is specified for the invoice, an electronic payment address
will be created for the one-time supplier. The one-time address ID serves
as supplier invoice address ID. The name from this address ID will be displayed
as supplier name of the invoice. The tax ID number will be used for tax
reporting. All installments of a one-time supplier invoice must have the
same payment method and payment address ID.
- Supplier Master Data: One-time specific information is not copied
when a one-time supplier is copied. The name from the one-time address is
shown in an additional column in electronic payment addresses.
- Supplier Analysis: The one-time address and the AP supplier contact
will be displayed in additional columns of the ledger items. All one-time
specific information can be viewed and updated in a specific context menu
for one-time supplier invoices.
- Payment Proposal: The option that a payment method specified
in the choice of payment method when loading a payment proposal, and the
option that the installment payment method must be the default payment method
of the supplier will be ignored for one-time suppliers. The supplier maximum
amount is checked per one-time address ID. Payments in advance are not allowed
for one-time suppliers. One-time specific information can be viewed and
modified in the payment proposal details. The payment address ID is not
editable for one-time suppliers but is automatically set to the one-time
address ID. The name which is displayed in lump sums per proposal and printed
in the proposal printouts will be fetched from the one-time address. Sorting
and sub-grouping in the proposal printout will use the one-time address
ID. A warning will be given when a proposal is acknowledged which includes
items of a one-time supplier without a payment method and payment address
ID (as in this case the default payment method and payment address ID from
the master record would be used).
- Payment Order: The option that only installments specified with
the default payment method shall be included at create order will be ignored
for one-time suppliers. The name and address which are displayed in lump
sums per proposal, written into the output files and printed in payment
documents (e.g. checks) as well as in payment order printouts will be fetched
from the one-time address.
- Payment Advice: Name, address, AP supplier contact information
and output medium (printout, email, mail-to-fax or xml) are fetched from
the one-time address information.
- Payment File Trace Information: Name and address are fetched
from the one-time address information.
- Supplier Checks: New difference items automatically get the address
ID of the check.
- Mixed Payments: For new difference items it is required to connect
an existing address ID of the one-time supplier. Payments in advance are
not allowed for one-time suppliers.
- Cash Box: For new difference items it is required to connect
an existing address ID of the one-time supplier. All items of one lump sum
(cash receipt) of a one-time supplier must have the same one-time address
ID. The name of the one-time address is printed in the cash receipt.
- Statement of Account/Balance confirmation: Each one-time address
ID is treated as a separate recipient of a statement of account or a balance
confirmation. Name, address and tax number are fetched from the one-time
address information.
- Supplier Ledger Open Item Report: An additional line with one-time
specific information will automatically be printed for one-time supplier
invoices. Note: There is no extra grouping by one-time address ID in the
supplier ledger open item report.