How to create a Supplier

Overview:

The QNE AI Cloud Accounting System is a user-friendly, localized accounting solution built for
Philippine businesses. One of its essential features is the Accounts Payable module, which allows
users to efficiently manage suppliers, track payables, and automate purchase transactions. Before
you can record any purchases or payments, you must first create supplier records in the system.

Scenario:

You are part of the accounting team in a trading company. A new supplier has been approved, and
you need to enter their information into the QNE AI Cloud Accounting System so you can record
purchase invoices, track outstanding balances, and process future payments.

Solution:

1. Go to the Accounts Payable Module.

   • From the main menu, click on Accounts Payable.
     

2. View the Supplier List

   • Inside the module, you'll see the list of existing suppliers. Click "Add" to create a new entry.
     

3. Enter all required and relevant information:

   • Supplier Name – the registered name of the supplier

   • Control Account – the default payable account (e.g., AP Trade)

   • Currency – usually PHP, or foreign if applicable

   • Account Code – the unique code that identifies the supplier

   • Optional but useful fields - address, TIN, contact number, and payment term.
     

4. Click Save.

   • After filling in the details, click Save. The supplier is now added to the system and ready
     for use in transactions.
     

Application:

Once the supplier is created:

• You can now select them when creating Purchase or Supplier Payments.

• QNE will automatically post entries to the correct payable accounts.

• Reports like Accounts Payable Aging, Purchase Summary, and Supplier Ledger will be updated
  accurately.

Creating suppliers is a fundamental step that enables seamless processing of purchasing and payment
activities, supporting accurate financial records and operational efficiency in the QNE AI Cloud Accounting
system.