How To: Create New Supplier

Table Of Contents

Prerequisites
Optional: Use KPAF Address Lookup
Supplier Information
Primary Contact Details
Address Details
Communication Details
Supplier Settings
Marketing and Pricing
Automatic Data Cleanup
Adding Additional Contacts and Addresses
Tips
Related Articles

Create a supplier record to store supplier contact details, address information, communication preferences and purchasing information within Khaos Control.
If you are licensed to use KPAF (Khaos Control Postcode Address File), supplier addresses can be populated automatically using a postcode lookup.

Prerequisites

  • You must have permission to create supplier records.
  • Supplier Classes should be configured before creating new supplier records.
  • If you want to use postcode lookups, you must be a licensed KPAF (Khaos Control Postcode Address File) user.

Create the Supplier

  1. Open a Supplier screen (show me how).
  2. Press Ctrl + N or click New.

Optional: Use KPAF Address Lookup

If you use KPAF:
  1. Click the postcode lookup button or press F4.
  2. Enter the postcode in the Search box.
  3. Press Enter.
  4. Enter the property number in the # field.
  5. Click OK.
Note
The address will automatically populate the New Supplier dialog.

Enter Supplier Details

Complete the relevant fields in the New Supplier dialog.
Fields shown in bold are mandatory.

Supplier Information

FieldDescription
URNThe Unique Reference Number for the supplier. Khaos Control automatically suggests the next available value.
Company NameEnter the supplier's company name.
WebsiteEnter the supplier's website address.
Tip
Frequently used suppliers can be given memorable URNs instead of numeric values. For example, you could use KC for Khaos Control Solutions Ltd.

Primary Contact Details

Enter details for the supplier's main contact:
  • Title
  • Forename
  • Surname
  • Job Title
  • Mobile Number

Address Details

If you are not using KPAF, manually enter:
  • Address Line 1
  • Town
  • Postcode
along with any additional address information.

Communication Details

Enter any available contact information:
  • Telephone number
  • Fax number
  • Email address
Note
Khaos Control validates email addresses to ensure:
  • There are no spaces.
  • The address follows the format:
[TEXT]@[TEXT].[TEXT]

Supplier Settings

Configure the remaining supplier options:

FieldDescription
CountrySelect the supplier's trading country.
ClassSelect the appropriate Supplier Class, such as Trade or Supplier.
TypeSelect the supplier type.
MailingSelect the required mailing preference.
Note
Supplier Classes must be configured before they can be selected.

Marketing and Pricing

If required:
  • Tick Mailing List to add the contact to your email subscriber list.
  • Select a Source.
  • Select a Price List.
When Mailing List is selected, the E-Mailing List Subscriber option is automatically enabled in the [ Suppliers | Detail | Address ] tab.

Save the Supplier

  1. Review the information entered.
  2. Press Ctrl + S or click Save.
The supplier record will be created and available for purchasing, stock management and reporting activities.

Additional Information

Automatic Data Cleanup

When the record is saved:
  • Trailing spaces are automatically removed from contact fields.
  • Trailing spaces are automatically removed from address fields.

Adding Additional Contacts and Addresses

Once the main supplier record has been created, you can add:
  • Additional contacts
  • Additional email addresses
  • Alternative delivery addresses
  • Department contacts
from the supplier record's Detail tabs.

Tips

  • Use meaningful URNs for frequently used suppliers.
  • Capture at least one telephone number and email address wherever possible.
  • Use KPAF to reduce address entry errors and improve data quality.
  • Keep supplier contact details up to date to avoid purchasing delays.

See Also


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