Next Generation - The Supplier Records screen | Access Financials Help Centre

Access the Supplier Records screen

Click Creditors then click Customers.
- Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.

The Supplier Records screen holds all your suppliers created in your database, and enables you to access other areas of Financials directly from the screen like the Purchase Transactions Enquiry.

To create a new supplier, please refer to our Create a supplier record article.

All of our enquiries and all Next Generation record screens use the same look and feel as well as functionality for consistency purposes.

You can run enquiries against all records or just a specific record.
You can apply filters to ensure that only the records you're interested in are displayed in the records window.
Access to different areas of Financials is controlled by your Security Profile.

When you start your journey on the Supplier Records screen, and select a supplier then access other areas of Financials, the enquiries and actions on transactions will be based on your selected supplier.

You can access a supplier's purchase transactions directly from the Supplier Records screen to filter transactions that are related to your selected supplier record. For more information, please refer to our accessing transactions directly or from a supplier article.

You can also enter for example a purchase ledger invoice directly from the Supplier Records screen so you won't have to locate the supplier on the invoice again as it will be prepopulated for you with your selected supplier.

Access Creditors transactions directly from the Supplier Records screen

Click Creditors then click Customers.
- Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox in front of a supplier you wish to work with.
- Note: The Action Panel automatically opens from the right-hand side of the screen.
Select either the Add Invoice or Add Credit Note or Add Payment action cards.
- Note: The action cards are security profile permission driven so you might to be able to access all of them.

The selected transaction entry screen opens for you and the supplier is going to be prepopulated in the Supplier field and all the defaults assign to the supplier are also pulled through for you.

You can also access the Purchase Order transactions, Purchase Ledger and Purchase Order Enquiries and other action cards depending on your security profile permissions directly from the Supplier Records screen.

The Action Panel tabs gives you direct access to enter notes or tasks for an existing supplier and access documents depending on your security profile permissions.

The Supplier Records screen is made up of the following sections:

Sections	Description
Search field	You can search on Supplier Code or Name. Tip: You have to know the first few characters or numbers to be able to search as these searches are what we refer to as Begins With searches. You can search for the beginning of each word in the available quick search fields, no matter where they are. Example: If you wish to search for an Account Name of "The Access Group", you can now enter the words "The", "Access", or "Group" and Financials will intelligently find this result. For more ways to search for a customer record, please refer to our search for a supplier article.
Saved Filters List	A list of any saved filters that are available. Filters are saved using the advanced filter panel, for more information please refer to how to use the advanced filter.
Advanced Filter	Opens the advanced filter panel for advanced filtering. Number indicator displays the number of applied filter criteria to the enquiry list. For more information, refer to the advance filter articles we linked above.
Cog	Contains a list of actions which can be carried out on the enquiry. Configure Columns - Customise the displayed columns in the best order to suit your needs. For more information please refer to Configure Columns. Clear Criteria - Clears all the filter criteria that you have added directly for a column displayed. Doesn't clear the filter you have added to the Advanced Filter panel. Reset Sorting - Removes any sorting that you've set on all displayed columns. Reset Default Column Width - Resets all column widths to their default size. Export to Excel - All - Exports all the suppliers for the columns displayed on the screen. If you wish to see all columns available on your export, you have to add all columns in the configure column option. The current limit is set at 500,000 rows to protect the performance. You can run several exports at the same time, even from the same screen and you'll be notified individually as each one is completed. Export to Excel Current View - Exports the currently displayed or loaded records and columns, the default is to load 100 records. If you wish to see all columns available on your export, you have to add all columns in the configure column option. Once you scroll past the 100th record, this loads another 100 records. This is done to make sure that you don't come across any performance issues when you have hundreds of thousands of records.
The Grid	Default columns are displayed when the Supplier Records screen opens. You can change the columns position by pointing to the column label and once the cursor changes to a little hand, hold down your left mouse key and drag it to your desired position. For more information on how you can design your columns, please refer to our Configure Columns article. Each column is sortable and you can sort on multiple columns at the same time. You can filter on all of the columns by pointing to the column label with your mouse and clicking on the icon to open the filter window. You can increase and decrease the column width and the settings are saved for you so you to only have to do this action once.
Hyperlinks - Code and Name	You can click on the hyperlinks on the account code or supplier name columns to view your supplier record which depending on your security permissions opens in edit or view mode. If you don't have access to supplier records, you will not be able to access the Supplier Records screen.
Action Panel - Access other areas and options	Select the checkbox in front of a supplier to open it. The Action Panel automatically opens on the right-hand side of the screen where you can access action cards. The Actions tab displays all action cards that are available for your security permissions. On the Tasks tab, you can enter tasks for the selected supplier. You can only select one supplier at a time to enter a task for. On the Documents tab, you can upload, download, preview, delete, and view a list of documents for a supplier. On the Notes tab, you can add notes for the selected supplier. You can only select one supplier at a time to enter notes for. You can close the Action Panel by clicking on the icon in the middle of the panel. You can also open it again manually by clicking on the icon on the right-hand side in the middle of the Supplier Records screen.

Next Generation - Access purchase transactions enquiry directly or from a supplier

Next Generation - Access the Outstanding Purchase Order enquiry directly or from a supplier

Next Generation - Search for a supplier record

Next Generation - The Customer Records screen

Next Generation - View suppliers transactions or enquiries