Fill a supplier contract
Updated
Name the contract a receipt, a payment, or a debt correction belongs to. Debt to the supplier is kept per contract: a payment on one contract does not close a receipt on another.
Note
A document without a contract still posts. Its debt sits on the supplier with no contract slice. No contract is picked automatically: a supplier can hold several live contracts at once.
How to#
To fill a supplier contract, open Ribbon → Purchasing → Dictionaries → Supplier contracts.
Press New. Fill Name and Supplier. Fill Contract No. when the paper has its own number. Fill Buying legal entity when only one of your entities signed it. Fill Currency when it should not come from the supplier card. Fill Effective from and Effective to when the window is dated. Save. The card receives an ID and stays in the list.
Then open Ribbon → Purchasing → Documents → Purchase orders. On the order, pick Supplier contract. The picker shows only contracts of that Supplier. Save. Receipt, the supplier invoice, a return, and a payment line that names this order keep that contract.
Tick Disabled when the contract must take no new receipts, invoices, or opening balances. Its open debt can still be paid, returned, or written off.
Example
Supplier Paint Works is already stored.
- Name LUNA
- Supplier Paint Works
Save. Receive 3 pieces at 10 on LUNA. Goods 30: you owe 30 on LUNA.
Receive 5 pieces at 10 on another contract, REXON. Goods 50. You owe 30 on LUNA and 50 on REXON — a payment on one contract does not close the other.
Pay 30 on LUNA. LUNA is closed. REXON still shows 50.
After 3 on LUNA After 5 on REXON Pay 30 on LUNA You owe on LUNA 30 30 0 You owe on REXON 0 50 50
Tip
Empty Buying legal entity allows any buying entity. Empty dates leave the contract open. Empty Currency is taken from the supplier card on save. On the purchase order, return, and payment forms the field can sit under Other fields.
If the command refuses#
| What you see | What to do |
|---|---|
| Enter the contract name. | Fill Name. |
| Select the supplier of the contract. | Pick Supplier. |
| The effective window is reversed: the start date is after the end date. | Swap Effective from and Effective to. |
| Contract "…" is not effective on {date}. | Use a date inside Effective from / Effective to, or widen the window. Payments, returns, and write-offs may still settle an expired contract. |
| Contract "…" is disabled. | Untick Disabled for a new receipt, or pick another contract. Settling documents may still use it. |
| Contract "…" belongs to another supplier. | Pick a contract of this order's Supplier. |
| Contract "…" is signed by another legal entity. | Pick a contract of this Buying legal entity, or clear the entity on the contract. |
| Contract "…" owes … in its currency: change the currency only after that debt is closed. | Pay or return the contract's open debt first, then change Currency. |
See also
Same topic for other readers: Analyst