Vendors
Package: BILLING
1. General
The Vendors module is used to record companies that deliver goods or services. Suppliers are deliberately not maintained in the Organizations module, since only records from the Vendors module can be linked to Incoming Invoices.
A software provider is created as a supplier. The Creditor Number from the DATEV number range is stored so that incoming invoices from this supplier can be correctly transferred to DATEV. Additionally, a Discount Agreement of 5% is entered, which is automatically taken into account in purchase orders.
After a year of working with a supplier, they are evaluated in the Supplier Evaluation block. Criteria such as Quality, Reliability and Value for Money are given numerical values. The evaluations enable a later comparison between different suppliers via the Reports module.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Suppliers module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
The following table describes fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Creditor Number | Creditor number from the DATEV number range (70,000–99,999) |
| Discount Agreement | Agreed discount in percent |
Supplier Evaluation Block
The Supplier Evaluation block enables a structured evaluation of the supplier based on the following criteria, each with numerical selection lists: Value for Money, Quality, Reliability, Service & Support, Financial Stability, Sustainability, Flexibility, Innovation, Compliance, Risk Assessment.
Address Block
| Field | Description |
|---|---|
| Street | Street for billing |
| Postal Code | Postal code for billing |
| City | City for billing |
| State | State for billing |
| Country | Country for billing |
| Country Code | Country code for billing – alphabetical selection list of all country codes (258 items) in the format "DE – Germany" |
| P.O. Box No. | P.O. Box number for billing |
Bank Details Block
The Bank Details block stores the supplier's banking information: Bank Name, Sort Code, Account No., IBAN, BIC.
Creditor Number by Payment Type Block
In the "Creditor Number by Payment Type" block, alternative creditor numbers can be stored that apply depending on the payment type. This is useful when a supplier is managed under different creditor numbers in accounting depending on the payment type.
In edit mode, any number of entries can be added via the "Add Row" button. Each entry consists of:
| Field | Description |
|---|---|
| Payment Type |
|
| Creditor Number | Alternative creditor number for the selected payment type |
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| New Purchase Order | – | Creates a new purchase order and links it to the supplier |
| Send SMS | Configured Connect integration | Sends an SMS to a phone number stored in the record |
4. Practical Examples
1 – Creating a Supplier with DATEV Creditor Number and Discount Agreement
A company onboards a new software provider as a supplier. In the Vendors module, a new record is created and all key master data – company name, address, contact details and bank details – are maintained. The Creditor Number from the DATEV number range is stored in the Basic Data block so that incoming invoices from this supplier can be correctly assigned during a DATEV export.
Since a permanent volume discount of 5% has been agreed with the supplier, this is entered in the Discount Agreement field. When creating purchase orders, this discount can be taken into account directly. All future incoming invoices from the supplier are linked to the record via the Supplier reference field and are ready for DATEV export.
2 – Structured Evaluation of a Supplier After One Year of Collaboration
After a year of working with a supplier, a well-founded evaluation is to be created for internal comparison purposes. In the Supplier Evaluation block of the supplier record, all relevant criteria – Quality, Reliability, Value for Money, Service & Support, Flexibility and others – are rated with numerical values.
The evaluations are saved and are available in the Reports module as the basis for a supplier comparison. This enables a structured comparison of different suppliers and informed decisions in supplier selection.
3 – Configuring a Supplier with Different Creditor Numbers per Payment Type
A supplier is managed in the accounting software under different creditor numbers depending on the payment type – e.g., one number for bank transfers and another for direct debits. In brainX, this is mapped in the Creditor Number by Payment Type block.
Via the Add Row button, the corresponding payment types are entered with the applicable creditor numbers. When exporting incoming invoices from this supplier via DATEV, the creditor number is automatically determined based on the payment type stored in the incoming invoice record and correctly transferred.
5. Frequently Asked Questions
Why are suppliers not recorded in the Organizations module?
Suppliers are deliberately maintained in a separate module, since only records from the Vendors module can be linked to incoming invoices and purchase orders. The Organizations module is intended for customers and prospects, not for supplier relationships.
What is the creditor number used for?
The Creditor Number is the number from the DATEV number range (70,000–99,999) under which the supplier is managed in the accounting software. It is required so that incoming invoices from this supplier are correctly assigned to the respective creditor account during DATEV export.
Can multiple creditor numbers be stored for a supplier?
Yes. In the Creditor Number by Payment Type block, alternative creditor numbers can be stored for different payment types. This is useful when a supplier is managed in accounting under different creditor numbers depending on the payment type.
What is the "Supplier Evaluation" block used for?
The Supplier Evaluation block enables a structured assessment of a supplier based on ten criteria – including quality, reliability, value for money and sustainability. The numerical ratings can be evaluated in the Reports module and used for supplier comparison.
Can I create a purchase order directly from a supplier record?
Yes. Via the module-specific action New Purchase Order in the detail view of the supplier, a new purchase order is created directly and linked to the supplier.
Are the supplier's bank details stored in brainX?
Yes. In the Bank Details block, the bank name, sort code, account number, IBAN and BIC of the supplier can be stored. This data serves for internal documentation and can be used when creating payments or transferring to DATEV.