Maintain Creditors {FPMM-2}

This option is used to define and maintain creditor biographical information.

The definition of a creditor allows for the classification at four levels, i.e. commodities supplied, categories, types and alias for external and internal purposes.

Fields in the option:

Block 1: Creditor Detail

Field	Type & Length	Description
Creditor Code	N9	A unique code to identify the creditor. Content Pop up Menu will take the user into Creditor Status {FPMM-5} Depending on the Creditor Status the user will not be allowed to use a creditor, or will be warned or no action taken. The warning will further allow the user to view any documentation relating to the status stored in a DSR and linked to the status. Auto generation of creditor numbers were changed to fill existing gaps before creating next maximum sequence number
Short Name	A10	Short name for a quick reference.
Language	A1	Enter preferred language (English/Alternate).
Alias	N9	Alias code used with this creditor. {FPMM-1}.
Creditor Category	A2	The creditor category linked to the creditor. {FPMC-1}.
Retain	A1	Setting the field to Yes will retain invoice from payment should it be required for the creditor.
Creditor Type	A4	The creditor type linked to the creditor. {FPMC-3}.
Business Sector	A4	Business Sector is the section of economy related to the organization activities i.e. Exporter, Sales, and Manufacturer etc.
Business Form	A4	Business Form is the entity that was formed and administered as per commercial law in order to engage in business activities.
Company Registration Number	A15	The code / number allocated to the organization to the organizations by the organization responsible for keeping records of shareholders or ownership relating to the business form where applicable.
Core Supplier	A1	Creditor group
Our Account Number	A10	Account Number with the Creditor.
Membership Number	A12	Our membership number to be Displayed on correspondence.
Income Tax Reference Number	A20	Income Tax reference Number.
Number of Full Time Employees	N5	Number of full time employees working for the creditor.
Income Tax Exp Date	D11	Date on which the Tax expires.
VAT Number	A12	Creditor VAT number.
VAT Reg	A10	Our Account Number with the Creditor.
Is the Creditor	A1	Indicates if a creditor is (Active/Non active).Should a creditor be none active the creditor may be used to process transactions.
Account Type	A4	The default account type linked to the creditor. When processing a transaction the system will find the Creditor Account Type to default from the Cost Centre on the transactions expense GLA, else from the Transaction Type definition, else from the Creditor Definition or it must be entered by the user. The user can change any default values. Account type {FCSC-21}.
Score Card	A4	In terms of Act 53 (2003) Codes of Good Practice for Black Economic Empowerment all enterprises in South Africa are divided into one of three categories in terms of the act each of these categories have differing sets of measurement criteria referred to as a scorecard.
BBBEEE Level	A4	is a status / indicator of an organizations performance in term of BBBEE applying the scorecard applicable to the specific organizations .
Measurement	A4	The measurement principles in terms of the preferential procurement code applicable to the supplier i.e. Value Adding Supplier, Enterprise Development Supplier etc.
BBBEE Start Date	D11	The Date on which the Creditor Category started.
BBBEE Expiry Date	D11	The Date on which the Creditor's Category expires.
Annual Turnover	N17.2	Latest Available Turnover for the creditor.
View Address Info	Button	See Addresses.

Example:

Block 1: Page 2

Field	Type & Length	Description
Statement Date	N2	Normal date of statement.
Lead Time	N3	Normal lead time (order to deliver time lapse in Days).
Trade Discount %	N3.2	Trade Discount Percentage.
Payment Terms	A3	The default Payment Term Code linked to the creditor. {FPMC-4}.
Credit Limit	N17.2	Maximum Credit Limit.
Maximum Payment	N17.2	Maximum Payment.
Deduct Debtor Balance	A1	Enter (Yes or No).
Debtor Code	N9	Debtor code (FARO-3}.
Payment Currency	A3	The currency of this creditor in which transactions are processed. {FCSO-21}.
Payment Method	A1	The default payment method of the creditor.

Example:

Block 1: Page 3

Field	Type & Length	Description
Bank Code	N2	If the payment method used is A-ACB or B-National Drafts or E- International Drafts the bank account detail of the creditors account into which payments must be made is required. The bank code of the creditors bank.Bank codes are defined in the option Maintain Bank Detail. {FCSC-4}	Bank details are stored as part of the biographical data of a creditor. Bank details can be maintained directly from this screen by any user who has access to the option. The user is not allowed to maintain banking details in this screen if the system operational definition Code DE and subsystem CT is set to Yes. The banking detail authorization screen {FCTM-9} should be used. If authorization of bank details is required the bank detail will not be used by the ITS system until authorized. If authorization is required, bank details are stored with a hold status. The status can only be changed to authorize by a user who has authorization privileges {FCSM-5}. Bank account number is validated and the user will be warned if the bank account number already exists for another creditor on entering or changing the account number.
Branch IT	N6	The branch code of the creditors bank. Branch codes are defined in the option Maintain Bank Detail. {FCSC-4}.
Bank Account Number Suffix	N4	Enter Bank Account Number Suffix.
Account Number	N13	The account number of the creditors bank.Bank.
Bank Account Type	A1	The type of bank account, C-Current, S-Savings or T-Transmission.
Name on Cheque	A45	Name to be printed on the cheque.
Cost Centre	A6	Cost centre to be credited if payment method is journal advice.
Account	A8	Account to be credited if payment method is journal advice
IBAN-Bank Account Number	A52	Enter the IBAN number. Note: If the payment method is not ‘E-International Draft’, The IBAN Bank Account Number is not required and the user is able to save the record without entering it. If the payment method is ‘E-International Draft’, The IBAN Bank Account Number is required and the system must not allow the user to save the record.

Example:

Block 2: Involved Persons

Field	Type & Length	Description
Creditor	N9	Creditor code.
I.D Number	A13	Enter the Identification Number of the creditor.
Init	A6	Initials of the creditor.
Surname	A30	Surname of the creditor.
Designation	A60	Description of the Person Involved.
Title	A60	The title must be entered, preferably in the person's preferred language for correspondence to be produced correctly. Titles may be maintained in Title Types {GCS-9}.
End Date	D11	The date on which the Involved Person duties expires.
Address	Button	See Addresses.
Passport	A15	Passport Number for a person who comes from other country.
Citizenship	N4	A unique code.The Nationality of this person as defined in the Citizenship Codes {GCS2-6} may be recorded in this field.
Gender	A1	Male/Female.
Race	N2	Individual population within a species.
HDI Status	A1	Historical Disadvantage Indicator.
% of Enterprise Owned	N3	Percentage of Enterprise Owned.

Example:

Block 3: Creditor Commodities

Field	Type & Length	Description
Creditor	N9	Creditor code.
Commodity Code	A4	Commodity codes linked to the creditor.

Example:

Block 4: Creditor Contracts/Quotes

Field	Type & Length	Description
Creditor	N9	Creditor code.
File Number	A5	The paper file number for this contract/quotation.
Quote/Contract Number	A12	The ID code/name by which this contract/quote is known.
Quote Date	(DD-MON-YYYY)	The quotation / contract date.
Expiry Date	(DD-MON-YYYY)	The date on which this quote / contract expires.
Their Contact	A30	The name of the person who is our Institutions contact person.
Our Contact	A30	The name of the contact person at the contractor/quoting party.
Contract Amount	N17.2	Enter contract amount.

Example:

Block 5: Creditor Financial Summary

Enter Creditor Number and <RETURN> to see Summary

Field	Type & Length	Description
Creditor Code	N9	Enter the number and <RETURN>

Example:

Example

Block 6: Creditor Requirements

Field	Type & Length	Description
Creditor	N9	Creditor Code.
Document Code	A8	Enter Document Code.
Description	A30	Description of the Document Code.
Expiry Date	D11	Date on which the Document Expires.
Reference	A30	Reference Code of the Document.
User	A8	Name of the User updating record.
Date	D11	Date user updated the record.
Seen	A1	Document Seen indicator.

Example:

Example

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
16-Apr-2007	v01.0.0.0	Charlene van der Schyff	t134630	New manual format.
20-May-2008	v01.0.0.1	Charlene van der Schyff	t150589	Update creditor status. by creditor
08-Dec-2008	v01.0.0.2	Marchand Hildebrand	t152121	Manual Corrections
19-Jan-2011	v01.0.0.3	Hermien Hartman	t170695	Added Withholding Tax Parameters to block 1 pg. 3, and updated image.
03-Apr-1012	v03.0.0.0	Raymond Schoonraad	t172442	Remove Creditor Note
11-Feb-2013	v03.0.0.1	Marchand Hildebrand	t185339	Add warning to creditor definition to warn if bank account already exists
20-Jun-2014	v03.0.0.2	Alucia Sabela	t199665	Update manual.
13-Apr-2015	v03.0.0.3	Charlene van der Schyff	t206469	Updated manual with Bank Account Number Suffix
17-Jul-2018	v04.1.0.0	Ndivhanga Mushando	t229959	Manual Corrections
17-Feb-2020	V04.1.0.1	Raylene Lapin	t236830	Update Creditor Code with auto generation of creditor numbers and added field for IBAN (International Bank Account Number) Updated Image on page 3