Supplier file in myrentcar

Find out how to manage a supplier file in myrentcar.

You can access a supplier's file by clicking on one of the results in the list in your myrentcar vehicle rental software, or by searching for a specific supplier using the shortcut search.

Once on a supplier record, an action banner appears at the bottom of the page.

This button is used to save changes made to a file.

This button returns you to the supplier list.

Use this button to create a new supplier file.

This button is used to delete the consulted file.

Opens the lettering menu.

Use this button to change the number.

This button provides access to reminder letters, invoice statements and supplier statements, as well as the ability to export statements in XLS or Word.

When the mouse hovers over the icons, a description of the action quickly appears.

When creating a new file, certain information is required. As elsewhere in the software, these fields are marked with a red asterisk. If these fields are left empty, a message will be displayed, preventing this file from being saved.

Supplier account numbers in MyRentcar always begin with the letter F. Coding can be done manually (the agent creating the card decides on the number), or automatically according to the root set in the Agency and the length of third-party accounts given in the Accounting settings. 

This setting must be made in the Backoffice.

The insert above the tabs allows you to quickly view a supplier's identification information.

" Number " : This is where the number of the supplier added during creation appears.

" Shortcut " : Enter a free text to find a supplier more easily (if the search matches the shortcut, the record will be found immediately).

"Name" : Enter or modify the name of the supplier who will appear on the various reports. 

The supplier files are made up of different tabs, which must be browsed to enter, view or modify information.

Contact information tab

As in the case of customers, this tab is made up of several boxes for managing supplier identification and contact data.

"Civility" : Choose from the list. In the case of a supplier, the Company type will be used most often.

"Regular" : Select Yes, No or Closed. These fields are indicative.

• Yes : If a regular supplier.
• No : If you are a one-time supplier. 

Closed : The account remains stored in the software, but disappears from the list of suppliers. It will no longer be possible to make a purchase from this supplier.

Frame " Company ID" : Enter professional information that can be used on different documents if required.

Frame "Address" : Enter the supplier's exact postal details here, i.e.: a 1 or 2-line address, a zip code, a city, an additional address and a country. 

Complement tab

This tab allows you to enter additional information.

Frame "Contact" : The various contact numbers can be entered here in the desired format (see example above for different telephone number formats).

"E-Mail" : Enter a valid e-mail address here.

Frame "Custom fields" : This section contains the questions previously set up in the Backoffice. As elsewhere in the software, mandatory fields are marked with a red asterisk.

Accounting tab

This is where the data useful for accounting purposes must be entered.

"Account type: This refers to the customer's accounting treatment. As a general rule, a customer account is of the Lettrable type.

"Centralized": To have an accounting printout (general ledger) with detailed entries, leave the button grayed out. If centralization is activated, only the total number of lines will be visible in the printout.

"Grouping": This code is used to group accounts. This will enable lists or results to be edited according to this Grouping code via accounting editions (general ledger, balance).

The 1st character is the letter R (mandatory), the 2nd is generally the account class (e.g. R1 for class 1, such as account 101000).

You can also create groupings for accounts that do not have the same accounting root (e.g. RCPART for all private customers).

Positioning the RESULT grouping code on all class 6 and 7 accounts will enable you to view the company's results in the chart of accounts.

(The grouping account is created beforehand in the chart of accounts, and the number must begin with the letter "R").

"Collective": Indicates the supplier's collective account (the collective account is created beforehand in the chart of accounts and its account type will be indicated as "Collective").

"Creation Date ": This field is automatically filled in when the file is created.   : This button opens the following window.

This window gives access to the accounting entries linked to the supplier. You can narrow your search by using different criteria (date, document number, wording, etc.) and view line details by clicking on the desired entry

The list of entries can be exported using the button at the bottom of the window.

"ST payment terms " : Choose the deadline and payment method authorized by the supplier. This list can be configured in the Backoffice.

: Activate this button to automatically process payments with the supplier payment creation tool (available with the optional payment module).

: Activate this button to group payments for different purchases with the supplier.

"Due date credit days" : Specify here the number of credit days granted by the supplier.

: Activate this button if the supplier wishes to be paid at the end of the month.

" Due day Fixed day " : Enter the day number here if the supplier wishes to be paid on a fixed day.

"Bank account", "Address", "IBAN", "BIC"   : Enter the information according to the type of payment chosen. In this case, the supplier must provide a RIB on which all this information can be found.

 Frame "Balance" : By clicking on the button, a balance for this supplier is displayed. The example above shows that it is possible to have data for the current (N), previous (N-1) and next (N+) financial years, depending on the closing date of these years.

Accrued tab

This is a consultation tab only. By clicking on the button, the month-by-month accounting balance with this supplier is displayed.

Purchase tab

This tab allows you to consult the history of purchases made from this supplier if they have been entered in the software (materials, services, etc.).

To display the data, click on .

You can search by period using the fields below..

You can also target your search by type of purchase.

To access a voucher, select a line and click on . A new window will open on the chosen voucher.

Notes tab

 As elsewhere in the software, this tab allows you to enter notes in the free field. If a note exists for a customer, the tab will appear as follows:  .

Documents tab

As with customers, it is possible to add, view or delete documents for suppliers.

To add a document, drag and drop the file into the box provided, or select the file on your workstation using the button.

To manage a document, use the action buttons at the end of the document line.

This button downloads the document for viewing.

This button imports the document into myrentcar.

  This button cancels the import of the document into myrentcar.

  This button deletes the document.

Purchases OP.Types

This tab allows you to view the list of purchase operation types, and also to add them by clicking on the button.

Contacts tab

In this tab, you can view, add or modify contacts attached to a supplier.

To add a contact, click on and enter the required information.

 

Contacts can be included in automatic mailings. By activating .

Once you have finished modifying the contact record, click on to "Save".