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:

1. Manual Supplier Invoice
2. Outgoing Supplier Invoice
3. External Supplier Invoices (no update of existing one-time information)
4. Supplier Analysis / Ledger Items
5. Supplier Payment Proposal Details

One-time specific information includes the following details:

1. Supplier name
2. Supplier address
3. Document tax information like tax number
4. AP supplier contact name, communication method and value 
5. Output medium
6. Payment method
7. 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.