The supplier register is Sapera's central register of all companies and individuals you buy goods or services from. From here you can create, edit and manage supplier relationships, keep track of contact details and bank data, view purchase history and entries, and configure payment and accounting settings per supplier.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
Log in to Financial. Go to Actor library and select Suppliers. You now see the overview of all registered suppliers.
By default, the overview shows the following columns for each supplier:
Supplier no.: The unique number that identifies the supplier in the system.
Company name: The supplier's official company name.
Address: The supplier's primary address line.
Postal code: Postal code associated with the supplier's address.
City: Postal district.
Country: Country associated with the address.
Phone: Registered phone number.
E-mail: Registered e-mail address.
State: Shows whether the supplier is Active, Archived or Deleted.
The list can be filtered on the following columns by clicking the filter icon in the column header:
State: Filter on Active, Archived or Deleted.
Activated: Filter on whether the supplier is activated, deactivated or not supported.
You can also filter on text columns such as Company name, Address, Postal code, City, Country, Phone and E-mail. The filters are activated by clicking the filter icon in the relevant column header and entering search text.
At the top of the overview there is a search field. Enter a name, number or part of an address to quickly find the desired supplier. See How to search in lists for more about searching and filtering.
All rows can be selected at once by clicking the checkbox in the column header. Individual rows are selected by clicking the checkbox in the relevant row. Selection is used for bulk actions.
Click the blue plus sign in the top right to open the creation dialog. Fill in the desired fields and click Save to create the supplier.
Click the pencil icon next to the relevant supplier, or click directly on the row, to open the supplier card in edit mode.
Select one or more suppliers in the list and choose Delete from the action menu. Note that deleted suppliers remain visible in the list when the State filter includes Deleted.
Administrators can undo a deletion. Filter the list to show deleted suppliers, select the desired supplier and choose Undo deletion.
Select one or more suppliers and choose Archive. Archived suppliers are removed from the active list but kept in the system. Use the State filter to view archived suppliers.
Select an archived supplier and choose Unarchive to make the supplier active again.
Click the export button at the top of the overview to generate a report of the supplier list.
Click the Change log button in the overview to see a history of changes to the suppliers.
When you click the plus sign, a dialog opens in which you enter the basic details. The fields are the same as described below under Field descriptions. Finish with Save.
Open an existing supplier card by clicking the row or the pencil icon. The card is shown in an inline layout with all fields directly editable. Save the changes with the Save button in the top right. Cancel changes with Cancel. You can also choose Save and continue editing to save without closing the card.
Supplier number: A unique number that identifies the supplier in the system. The number is assigned from a number series and normally cannot be changed after creation.
Company name: The supplier's official company name as used in the system and on documents.
Organization (CVR): The supplier's CVR number. Used to identify the company in the Danish CVR register.
P number: Production unit number that identifies a specific department or location within the company.
SE number: The supplier's VAT registration number. Used particularly for international transactions.
Bank account: Bank details used for payments. The field is divided into two parts: registration number (4 digits) and account number (7–10 digits). Both parts must be filled in correctly for payments to be completed.
E-mails: One or more e-mail addresses associated with the supplier. Each address can have a type, e.g. invoice or general contact.
Addresses: The supplier's address details. Each address can be assigned a type, e.g. visiting address or billing address. An address consists of address line, postal code, city and country.
Phones: One or more phone numbers associated with the supplier. Each number can be assigned a type.
Category: Supplier category from the creditor setup. The category controls the default accounting settings for the supplier.
Remark: A free-text field for internal notes about the supplier, visible to users with access to the card.
The tabs are shown at the bottom of the supplier card and are only available on existing suppliers (not when creating). Certain tabs require that the user has the necessary permissions.
Shows a list of all financial entries registered on the supplier, e.g. payments and reverse postings. The tab is visible to users with permission to view financial details.
Shows the purchase orders created for this supplier. From the tab you can view order status and details. Requires permission to view purchase orders.
Shows the goods receipts linked to the supplier. Provides an overview of what has been received, when and in what quantities. The tab is only visible if inventory management is enabled, and requires permission for receipts.
Shows the incoming purchase invoices from the supplier. You can view the invoices' state, amount and booking status. Requires permission to view purchase invoices.
Shows stock movements linked to the supplier, including a history of incoming and outgoing stock entries. The tab is only visible if inventory management is enabled.
Shows notes associated with the supplier. Use the tab to add and edit internal text notes about the supplier relationship.
Shows and provides access to files attached to the supplier, e.g. contracts, certificates or correspondence. You can upload new files and open existing attachments directly from the tab.
Shows the discount agreements set up for this supplier. Discounts can apply to specific products, categories or generally to the supplier.
Shows a list of e-mails sent to the supplier via Sapera, including send date, subject and content.
Shows metadata about the supplier record: actor ID, who created the record and when, as well as who last updated it and when.
Created by: The user who created the supplier record.
Created on: Date and time of creation.
Updated by: The user who last changed the supplier record.
Updated on: Date and time of the last update.
The Supplier setup dialog is opened by clicking the Supplier setup button in the toolbar on the supplier card. The button is only visible when the supplier has the Supplier role and is saved. The dialog contains creditor settings that control the accounting treatment of the supplier.
The settings can be inherited from the supplier category or specified specifically for the individual supplier. Select an organization unit on the left side of the dialog to view and edit the settings for the relevant level.
Supplier category: The supplier category the supplier belongs to. The category determines a number of default settings for accounting treatment.
Payment term: The payment term used by default on invoices from this supplier, e.g. number of days of credit.
Currency: The currency used by default when trading with the supplier.
Default VAT type: The VAT type suggested by default when registering expenses from the supplier.
Payment type: Specifies how payment to the supplier is carried out. The options are typically bank account, FIK, cash or manual.
Discount account: The financial account used for booking discounts from the supplier.
Default org. unit: The organization unit linked by default to transactions with the supplier.
Default other payer: Specifies whether there is a default other payer for the supplier. Can be inherited from the supplier category or specified specifically as a concrete actor.
Default account for cost journal: The financial account suggested by default when creating cost journal lines for the supplier.
Default description for journal entry: The text inserted by default as the description on journal entries for the supplier.
The SEO setup dialog is opened by clicking the SEO setup button in the toolbar on the supplier card. The button is only visible on saved suppliers with the Supplier role. The dialog is used to specify SEO content for the supplier in relation to web shop integration.
Short description: An SEO description of the supplier for use in a web shop or other digital channels. The field supports formatted text.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Supplier setup
This article explains how you access and change supplier setup for a specific supplier
Creating a supplier
In this guide we will go through how to create a supplier in Sapera.
Specification - Suppliers
Creditor account statement across suppliers with entries, running balance and final total per supplier. Describes all parameters and where the report is started.
