How To Article: Creditor (Supplier) Setup

Overview

The Creditor (Supplier) Setup screen in Profitz allows you to create and manage supplier accounts. This is the first step before you can process:

• Creditor Invoices
• Purchase Orders
• Bulk Payments

Each account stores tax details, payment terms, bank info, and contact roles.

Before You Begin

Make sure you have the following ready:

• The supplier does not already exist in the system
• GST, NZBN, and IRD numbers (if applicable)
• Bank account details
• Default Payment Terms and Tax Code

Toolbar Functions

• Add — Create a new supplier account
• Edit — Modify an existing account
• Delete — Remove a supplier account
• Import — Upload supplier details from a file
• History — View audit history for the account

Steps to Set Up a New Supplier

1. Open the Creditor Setup Screen

• Go to Creditors > Supplier Setup
• Click Add

2. Enter Basic Details

• Supplier No — Unique code (e.g., SHW)
• Supplier Name — Full name (e.g., Southern Hardware)
• GST No / NZBN / IRD No — Tax identifiers
• Sub Con — Tick if this is a Subcontractor
• Default GL Division Code — Division attached to supplier (if applicable)
• Default GL Account Code — GL Code attached to supplier (if applicable)
• Default Resource Code and Operation Code — Select Cost Codes attached to supplier (if applicable)
• Payment Method — Select from list (e.g., EFT, Direct Debit, Manual)
• Tax Code — e.g., GST-AP
• Address / Phone / Email — Contact info

3. Configure Barring Options

Barring Option	What It Prevents
Payments Barred	Stops payments from being made to this supplier
Posting Barred	Blocks invoices or transactions
Orders Barred	Prevents purchase orders

💡 Use Posting Barred for disputed accounts. Use Orders Barred for inactive suppliers.

4. Additional Information

• Withholding Tax % — Enter % if applicable
• Payment Terms Code — Select from list (e.g., 14 Days)
• Send Remittance — Tick to enable remittance advice
• Their Account No — Optional field for supplier’s internal reference
• Discount Percent — Enter the automatic discount applied to invoices (e.g., 5.00)
• Credit Limit — Enter the maximum unpaid balance allowed (e.g., 5000.00)

5. Enter Bank Details

• Bank Code / Name — e.g., BNZ – Bank of New Zealand
• Account Number — Format: BB-bbbb-AAAAAAA-SSS
• Primary Bank — Tick if this is the main account

6. Add Additional Addresses

• Enter extra addresses
• Tick Primary Address for the main location

7. Add Contacts

• Click Add
• Enter Salutation, First/Last Name, Job Title, Email, Phone
• Add Social Media if applicable

8. Save the Account

• Click Save on Basic Details Tab to confirm setup

FAQ

• Why can’t I edit GL Division Code? It’s only editable if multiple divisions are set up in your company.
• Can I import multiple suppliers at once? Yes — use the Import button and follow the format in Importing Data Files.
• What does Payments Barred do? It prevents any payment transactions from being processed for the account.
  • Next Steps
  • This Supplier account can now be used in Jobs, Invoices.