How do I add a new supplier?

• Click on Suppliers ➔ Create Supplier
• Select ‘Invoice’ from the type of account that you would like to create and click Next
• Enter a new alpha code for the Supplier you are creating and click Next
• Enter the Suppliers details such as Name and Address. Once you have entered all the details, click ‘Finish’

How do I add a new delivery address?

• Click on Suppliers to view the Global Enquiry screen
• Search for the Supplier that you want to create the new Delivery Site for and click on the ‘Create’ button at the top of the screen
• Select ‘Delivery/Site’ option for the type of account to create and click ‘Next’
• The system will automatically assign the new Delivery/Site an alpha code that relates to the Supplier it is linked to. This can be amended if you want the Delivery/Site to have a different alpha code. Once this is entered, click ‘Next’
• Enter the new Delivery/Site details such as the address and telephone number. Click ‘Finish’ and this will create this new Delivery/Site for you

How do I set up a foreign supplier?

• Create the Supplier in Protean in the way detailed above
• Click on the Accounts tab within the Supplier record
• Click on the Currency dropdown and select the Currency that this Supplier operates in. Then choose the appropriate Tax Code depending on whether they include VAT on their invoices to you or not
• You may also select here to enable Landed Cost features for this foreign Supplier. This allows you to record and cost items such as shipping, agent and port duties and extra taxes linked to purchases from this Supplier
• You can now raise Purchase Orders, book in goods on a Goods Received Note as well as post & match Purchase Invoices from this Supplier in foreign currency

What PI Matching options are available on the Supplier screen?

Click on the Accounts tab within the Supplier record:

There are four areas on the Supplier Accounts tab that will directly affect Purchase Invoice posting and matching. These are:

1. Currency
   You can select the currency of the Supplier on the Supplier screen. You can then enter any Purchase Invoices in that currency. Protean holds the exchange rate and can therefore show a base currency calculation of the invoice in realtime
2. Tax Code
   This option tells the system what a Supplier charges you in terms of VAT. This is used when posting Purchase Invoice to calculate the VAT element of the invoice
3. Due Date (and Settle Days 1 & 2) 
   This selection is used to calculate the ‘due date’ (payment date) of the invoice when you post it onto Protean. When the invoice is sent over to your accounts software this due date will be passed too. You can select from a range of options, including the ability to enter a user-defined number of days.
4. Analysis Methods
   For each Supplier you can select which of the methods of matching an invoice appear in the matching screens. The full list is; Nominal Analysis, Receipts (GRNs), Carriage, Job Costs, Cross-Hire, Summary. By ticking/unticking these boxes, you can turn these tabs on and off to simplify the screen.

How do I add contact information to my suppliers?

• Click on Suppliers ➔ Create Contact
• Within here, you can enter the Contact information such as First name and Last name. You can also select the Company that this contact will be associated to
• You can create as many Contacts as you want against Supplier records

Can I e-mail a supplier from Protean?

• Click on Suppliers to view the Global Enquiry screen. Search for the Supplier that you want to Email
• Click on the Envelope icon against the email address that you want the email to be sent to
• This will then open a new Email within Outlook and allow you to send an email to this customer
• Once the Email has been sent, this will then return you back to Protean

How do I record any notes about a supplier?

• Click on Suppliers to view the Global Enquiry screen. Search for the Supplier that you want to add notes against
• Click onto the Memo tab on the Supplier record
• Any text that is entered within the pop-up notes box will appear whenever the Supplier is selected, such as in a Purchase order. You can also add General notes against the Supplier record by clicking into the General Notes box and begin typing. This box will accept any text, numbers, dates or symbols

Can I see where a Supplier is located?

• Click on Suppliers to view the Global Enquiry screen. Search for the Supplier that you want to locate
• On the Supplier record, click onto the Map icon next to the Post Code field
• This will then launch the Map and show the location of the Supplier