This is part of the "Submit my Invoice" (SMI) module. The Account Owner can activate it on Settings > Company settings > Payment methods.
Read how to create and manage suppliers below ⬇️
Create a supplier
Before submitting an invoice (role: Controllers)
You want to create a supplier before uploading the first invoice to Spendesk.
Go to Settings > Accounts payable > Create a supplier to input necessary information.
Certain details, such as the supplier account, bank info, and expense account, can be edited later.
Add a Supplier's Bank Information (role: Requesters) from the 'Requests' tab
Requesters can input the supplier's bank details during the Request step (New Request > Supplier invoice).
Add Supplier Details during Invoice Review for Controllers and Account Owners:
In the Invoices > Review section, invoice validation is possible only if supplier details are complete. Navigate to the supplier's information and provide any missing information.
Legal name and bank details, particularly for suppliers in the eurozone, are crucial. Also, an empty bank information section prevents the generation of a transfer or an XML SEPA file for online supplier payments.
Once a supplier is created, the information is saved for future invoice processing.
Import suppliers by bulk (for Controllers and Account Owners)
To add multiple suppliers at once, contact your Spendesk Account Manager. They will provide a template that you can fill in order to proceed to the import.
Manage suppliers
Delete a Supplier
Deleting a supplier is not possible if there is an attached request/payment.
If there isn't, you can archive the supplier from the Accounts payable tab.
Merge Suppliers
Although merging suppliers directly is not an option, you can ensure accurate reporting by assigning the same supplier account to multiple entries. You can add/edit a supplier account in the Settings > Accounts payable tab.
Edit a supplier name
Exercise caution in selecting the correct name during supplier creation, as changes are not possible afterward due to legal, compliance and security reasons.
Edit the 'Supplier Name' on approved Invoices/Expense Claims
Editing the supplier name is not possible after approval and verification by an Approver and review by a Controller. Corrections must then be made directly in the accounting software.
Trace Supplier Bank information Changes
Account Owners & Controllers can now click to look at the history of the supplier bank information details, which includes who made changes to supplier bank information and when.
FAQ - trace bank info changes
Does this effect who can edit supplier bank information? | No, Account Owners & Controllers will continue to have the permissions to edit supplier bank information |
How do I see the changes to supplier bank information? |
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Will I be able to see historical changes? | Users will only be able to see changes made to suppliers' bank info after this feature was released (Aug. 8, 2024) - historical changes will not be available. |