Opening Balance Date
This is the date from which transactions with this supplier/contractor will be recorded within the application. Any transactions associated with this supplier, recorded prior to this date will be ignored.
This is the supplier balance on the opening balance date. When specifying the opening balance a minus sign should be used to indicate the supplier account is in arrears.
Insurance Required? Trade Membership Required? Tick Boxes
If the Insurance Require box is ticked then it will not be possible to assign a Work Order to this supplier unless details of a valid, current insurance policy have been stored. Similarly, if the Trade Membership Required tick box has been checked then it will not be possible to assign a Work Order to this supplier unless current membership details exist.
When adding a new supplier to Affinity, the Insurance Required tick box will be checked by default, whereas the Trade Membership Required tick box will be unchecked.
The care alert may be used to note important priority or sensitive details relating to a supplier, e,g. the fact that there are ongoing payment issues. The care alert notes will be displayed prominently on the screen above the record when viewing this supplier's details.
The notes area can be used to record private notes relating to the supplier instance, click the 'Update' button after entering notes.
This tab can be used to store details of supplier insurance policies, along with an electronic copy of the insurance certificate.
To add insurance details for a supplier:
- Select the relevant Supplier from the List of Suppliers
- Go to the Insurance Details tab and click on the Add Insurance Details
- The Start Date and End Date for the Suppliers Insurance must be added, you can also store the policy number and a copy of the Insurance Document.
Membership details of professional bodies / trade organisations to which a supplier / sub-contractor belongs can be stored via the Membership Details tab of the Supplier view. An electronic copy of the membership certificate can also be stored with these details.
Tax Clearance Certificates
The Tax Clearance Certificates tab should be used to store a supplier's tax clearance details. It's also possible to store an electronic copy of the certificate with these details.