Supplier Record

The supplier account in Dynamics 365 serves as a complete, unique record which contains all information required to be held against the supplier.  Supplier records contain static and transactional data. Static data is part of the setup of a supplier and will rarely change, if ever. For example, contact information, bank accounts, and delivery addresses. Transactional data refers to financial postings like purchase orders, invoices, and trade agreements which are referenced against the supplier.

As well as the data mentioned above, the user can also enter default information against the supplier, so that future transactions are populated with the correct information automatically, without having to enter the data manually every time. For example, VAT groups, Terms of payment, Mode of delivery, and Settlement discounts.  

The record is divided into sub sections.

Each sub section holds fields that can be populated with information relative to that supplier account.

There are many fields and functionality that can be captured and configured within the supplier record. Not all fields must be populated for the supplier account to be active and functional within the system.

Upon creating a new record, there are mandatory fields that must be completed without exception for the record to be saveable. These are, the Supplier Account reference, Supplier Name and the Supplier Group. This is to enable the supplier account can exist and post financial transactions accordingly.

Aside from mandatory fields, some fields are populated as defaults by Dynamics 365. These can always be changed but are auto populated for ease of the user. Review these fields but changes to them are unlikely.

Fields such as contact information, purchasing currency, invoice and payment details are also fields that are populated by business preference.

Then, the remaining fields can be utilised if required by the business. There are multiple fields that could be beneficial in capturing information, but not in ensuring the record is functional.

Suppliers are assigned account numbers when new records are created within the system and when old records are imported into the system. The account numbers act as a unique identifier that acts as a shared reference system wide.

Account numbers can be applied automatically following a pre-defined sequence, or alternatively be configured manually by users on input.

A mandatory field is a field that must be populated in order to use the record functionally within the system. It is not possible to complete the process of adding a new supplier without filling in the mandatory information fields first.

Currently, the supplier account number, name and supplier group are the only mandatory fields on the record. This is to enable referencing of the record alongside ensuring postings of financial transactions are correct.

As a business, users can review the record and determine which, if any, remaining fields should be made mandatory when inputting new supplier records.

Please review the fields present on the supplier record image below to determine whether you wish to implement additional mandatory fields.

Capturing a VAT number on the supplier record can sometimes be a mandatory requirement dependent on business location. Select whether you require to capture VAT numbers on supplier record either for EU Member States only, Domestic and EU Member States or alternatively select None if you do not require the VAT number on the supplier record to be mandatory.

Please find below the relevant PCF ID’s.

Level 1 Category: 17058

Level 2 Process Group: 10733

Level 3 Process: 10756