Adding a supplier

When you add a new supplier, it's important you complete as much detail as possible as it will affect:

  • Information presented on a work order
  • The delivery type of a work order
  • The delivery type of the payment remittance advice
  • The preferred method of payment to your contractor
  • The ability to add payment terms
  • Adding their VAT number
  • Uploading a copy of the suppliers public liability insurance document
  • Setting a reminder date for the public liability insurance expiry

This article includes: 

Adding a supplier

  1. Click Contacts on the main toolbar
  2. Click Add Contact
  3. In the Type dropdown menu, click Supplier
  4. Type in the suppliers Company name
  5. Tick each of the suppliers Services which they provide
  6. Type in any Contact Notes such as their working hours, emergency call out hours and rates  
  7. Enter all contact information within the First Person and Second Person sections
  8. Tick the appropriate Account Delivery Method(s). Work orders and payment remittance will be sent by this method 
  9. Click Save

Add bank and payment details

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (Supplier) from Recent & Favourite Contacts
    1.  Alternatively, find the contact (Supplier) using the Search Contacts bar in the top right
  3. Click Contact on the side menu
  4. Click the Bank Details top tab
  5. Click Add Bank Account to add their bank details
    For more information on Adding supplier bank details, click here
  6. Click the Payment Details top tab
    1. Payment Method - In the dropdown menu, click the method which your agency uses to make payments through Alto
    2. Payment Terms - All invoices will be due for payment when the number of days has passed the invoice date
      For more information on 
      Supplier payment terms, click here
    3. Retention Target - Enter the amount which will be held when making a supplier payment
    4. Remittance Remark - In the dropdown menu, click your preferred remark, or leave as Unspecified
    5. Next Remittance Number - Each time a payment is made, the next consecutive number is added 
    6. Charge Item - In the dropdown menu, click the main services your supplier provides 
    7. VAT Number - Enter the VAT Number, if applicable
  7. Click Save

Add public liability insurance dates

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (Supplier) from Recent & Favourite Contacts
    1.  Alternatively, find the contact (Supplier) using the Search Contacts bar in the top right
  3. Click Documents on the side menu
  4. Click Upload Documents
  5. Click Add Files and select the document(s) saved on your computer or network
  6. Click Start Upload
  7. Click Save
  8. Click Management on the side menu
  9. Click the Dates top tab
  10. Click Public Liability Insurance
  11. The Manage Date window opens. In the Due Date field, add the date of when the insurance will expire
  12. Click Update

 Note

The name of the uploaded public liability document can be edited to show the date of expiry. Click the document name and overtype it with the new name, i.e. PL 02062020 (day, month, year of expiry)

View all of your suppliers

  1. Click Contacts on the main toolbar
  2. Click Groups
  3. Within the Default Groups section, click All Contacts
  4. In the Category dropdown menu, click Supplier

Related articles: 

Setting up default settings in Group Settings

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