Document to Create Vendors/Supplier

Go to Vendor Creation > Entry > Entry

If a user comes to you that there is no Supplier/Vendor for whom they want to create a bill in

the system, then first search for it in the following screen.

DO NOT CREATE DUPLICATE VENDORS IN THE SYSTEM

Search for that supplier in the search window using % symbol and some portion of the name of

Vendor.

Search whether that particular vendor is already created in the system or not.

If that Supplier is already created with required Address and is not Attached to your Institute,

then Attach that Address to your institute.

1. Click on Quick update

2. Click on Create

3. Select the Same and Attach to your Institute

4. Use Next and Previous to Search your Institute and Tick the Box in front of your

institute.

If you do not find the supplier you want then click on create supplier.

Now Click on Create Supplier.

* Indicates required field

Window will open now fill in all the necessary information.

Now enter the name of the supplier in “Supplier Name”: Ex. Tata Tele Communications Ltd.

Supplier Type shall be ‘Standard Supplier’

Now click on Approved By Institute.

o It means that whether the Supplier is a registered supplier with ICAR or not.

o Click on Search Button and Select from Yes / No.

o Click on Quick Select

o Now click on apply.

Click on Organization Tab and click on ‘Type’. A dropdown will open and select the respective

type of vendor. Ex. Whether the vendor is for procuring ‘Office Equipment’, ‘Stationery Items’

etc.

If multiple types of goods are procured from that vendor then select General. If it a Pensioner

then Select “Pensioner”.

Alert for Pensioner Vendor – For them Vendor name format will be like “PPO+Name”

After selecting the option click on Save Button.

You will get a confirmation message that the organization has been saved.

Now click on Address Book Tab - It is used to create Sites of supplier (Location of business).

To search for all the Existing created sites this page shall be used.

To create a New Site, click on Create button and fill in all the necessary information.

The below window will open.

Now click on search option and entry the country name i.e. India

Now fill in all the necessary information Like Address line , Country, Address Name and Address

Purpose

Select the Address purpose as ‘Payment’, ‘Purchasing’.

After filling in all the necessary information now click on continue

After clicking on continue button, next step is to select site name and attach it to the Institute

and click on apply.

Now click on Contact Directory option and click on create

Now fill in all the contact details like first name, last name, and mobile number

Now click on apply.

After creating contact directory now click on Banking Details.

In order make electronic payment to a vendor, the Banking details are Mandatory.

Select Account assignment level as site.

Now click on Create Tab and fill in all the necessary information.

Now click on select existing bank, now click on search button.

Now select bank

If there is already a bank you want to use for transaction, then quick select the Bank.

By clicking on show branch details and bank details there is full information regarding the bank

you are using.

To create a New Bank click on create new bank

By clicking on show branch details we will see more information regarding new branch and new

bank

Select

We will select an existing bank

Click on Show Bank Account Details

Capture Branch IFSC Code

Now click on apply

Now click on Save button.

Click on Accounting option

Now click on Payment Details Tab

We will select payment details on Site Level not on Supplier level.

Now click on Save Button.