¶ Purpose
This document describes how the user can add supplier or subcontractor details in the ERP system to use for transactions.
¶ Prerequisites
- Access rights must be assigned to the user responsible for creating the supplier or subcontractor.
¶ Party Initiation – Supplier / Subcontractor
The Party Initiation – Supplier / Subcontractor screen allows the user to add a new supplier or subcontractor in the master.
Navigation: Main – Menu → Masters → Master – Party Approval → Party Initiation – Supplier/ Subcontractor → Add
- The Party Initiation – Supplier/ Subcontractor screen displays the party details such as Code, Name, Party, PAN Number, Party Type, Party Category, Address, Pin Code, Country, State, Area or City, Phone, Fax, Email, Web Site, Is Supplier, Is Subcontractor, Contractor Code, Other Attachment, MSME Attachments and Vendor Regn. Attachment.
- The user can search for a particular vendor based on the Code and Name.
- Click Add, the Party Initiation – Supplier/ Subcontractor Master – Mode: New screen appears.
- The Party Initiation – Supplier/ Subcontractor Master – Mode: New screen allows the user to enter the details into two tabs as mentioned below.
- Details
- Finance
- The Details screen displays details such as the Is Supplier and URD Type.
- The user must enter the details such as the Code and Name.
- The user must select the appropriate Party from the dropdown list.
- The user must enter the details such as PAN Number.
- The user must select the appropriate Party Type and Party Category from the dropdown list.
- The user must enter the details such as the Address and Pin Code.
- The user must select the appropriate Country, State and Area or City from the dropdown list.
- The user must enter the details such as the Phone Number and Email.
- The user can enter the details such as the Fax and Website.
- The user can select the checkbox of Is Subcontractor, if the party is a subcontractor.
- The user can deselect the checkbox of Is Supplier, if required.
- The user can enter the details, such as the Contractor Code and Zone.
- The user can edit the URD Type if required.
- There are six types of URD, as listed below.
- B→B: The user must select B2B when one company purchases raw materials from another for use in the manufacturing process.
- B→C: The user must select the B2C when transactions occur between a company and individual consumers or customers.
- B→ URD: The user must select B2URD when the transaction involves sales to an unregistered dealer (URD) who does not have a GST registration.
- B → Export: The user must select B2Export when goods or services are sold from a domestic business to a customer in another country.
- B→ Composite: The user must select B2Composite for transactions with a composite dealer who pays tax at a fixed rate and cannot claim input tax credit
- B→ SEZ: The user must select B2SEZ for transactions with a Special Economic Zone (SEZ) unit or developer.
- Click the Attachment icon, to upload the Other Attachments, MSME Attachments and Vendor Regn. Attachments if any.
- The Finance screen allows the user to select the appropriate Currency from the dropdown list.
- The user must enter the details, such as the GST Number.
- The user must select the checkbox of MSMEREGISTERED if a company is registered under the Micro, Small, and Medium Enterprises (MSME) Development Act in India.
- The user must enter the MSME No., select the MSME Effective Date checkbox and edit the MSME Effective Date if the MSMEREGISTERED checkbox is selected.
- The user can enter details of the UAN Number.
- Click Save, the Code and Name will appear on the left panel of the screen.
¶ Edit or Delete Details
The Edit option allows the user to edit or delete the added or existing party initiation - vendor details if required.
Navigation: Main – Menu ⇢ Masters ⇢ Master – Party Approval ⇢ Party Initiation – Vendor ⇢ Select Party Name ⇢ Edit
- The user must select the appropriate Code and Name from the left panel of the screen.
- Once the user selects the code and name, the details will appear automatically.
- Click Edit, the following screen will appear.
- The edit the details such as Name, Party, PAN Number, Party Type, Address, Pin Code, Country, State, Area or City, Phone, Fax, Email, Website, Is Supplier, Is Subcontractor, Contractor Code, URD Type, Zone and Attachment.
- Click Delete to delete, and the party master - vendor details will disappear from the left panel of the screen.
Note: The user can delete the party master - vendor details only if they are not used in any transactions or masters.
¶ Print Party Master– Vendor Details
The Print option allows the user to print the added or existing details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view party master - vendor details either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships or categories.
¶ Search Party Master - Vendor
The Search option allows the user to search for particular party based on the Code, Name, Atom Zone, Address, Area etc.
- Click Search, and the screen will appear as shown below.
- The user must select the appropriate Filter On from the dropdown list.
- The user must select the appropriate Filter Text from the dropdown list and enter the corresponding filter value.
- Once the user enters the value, the corresponding list will appear on the left panel of the screen.
¶ Bulk Update - Add Multiple Vendor Details
The Bulk Update option allows the user to add multiple party details at once.
- Click Bulk Update, and the following screen will appear.
- The user must select the Party, Currency, Party Category, Country, State and Area from the dropdown list.
- Click Save, and the code and name will appear on the left panel of the screen.
¶ Functional Use Cases
| SL No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create Vendor | A new vendor needs to be registered in the ERP system. | ERP generates a unique Vendor Code and adds it to the master for transactions. |
| 2 | Update Vendor Details | An existing vendor updates statutory details or contact information. | ERP updates the vendor master and maintains revision history. |
| 3 | Verify MSME and UAN Registration | Vendor provides the MSME certificate with UAN for compliance validation. | ERP validates details and marks the vendor as MSME-registered. |
| 4 | Approve Party Master – Vendor | Vendor details must be verified and approved before being used in transactions. | Vendor status changes to Active, allowing use in procurement or purchase flow. |
| 5 | Deactivate Party Master – Vendor | Vendor becomes inactive or is discontinued. | Vendor is blocked from new transactions but retained for audit history. |
¶ Use Case Scenario
- Click here for a detailed use case scenario for the transaction.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify Vendor Details | Collect vendor name, address, contact, GSTIN, PAN, and bank details. |
| 2 | Check MSME/UAN Registration | Verify and record the MSME certificate or Udyam Registration details if applicable. |
| 3 | Configure User Access Rights | Ensure authorized users have access to create or edit vendor records. |
| 4 | Attach Supporting Documents | Upload required documents such as PAN, GST, MSME certificate, or contracts. |
| 5 | Review & Validate Information | Check accuracy of statutory and financial details before approval. |