The fields that are to be known before when your adding supplier to a ERP is explained below.

Stone Profit Systems :

1. Supplier Name :

The name of the supplier in which to want to add in the list is mentioned in this field.

2. Code :

The code that is defined to the supplier is mentioned here which is given by us according to the supplier.

3. Contact Name :

The contact name is the person to whom we contact on behalf of the supplier is mentioned in this field where this  person is used for contacting with the supplier.

4. Supplier Type :

The type of supplier from where the products we order is mentioned according to the supplier such as domestic or international or he is a manufacturer specified accordingly.

5. Parent Location :

The parent location to where the supplier is sending the products is mentioned in this field. It is the location to which the supplier mainly supplies goods.

6. Print Name / DBA :

The name of the supplier that has to be displayed in the print or the DBA(Doing Business As) is mentioned in this field so that it is to understand. In some cases when the supplier has different company name and DBA.

7. Port :

The port to which the supplier is sending the goods is mentioned here.

8. Markup Multiplier :

The markup multiplier is the amount of percentage by which the cost of the product is to be increased in order to get the selling price when the goods are bought from this supplier is mentioned here.

9. Contact Information :

The details to the contact the supplier is mentioned in this section such as mobile number, email and website details.

10. Remit-To Address :

The address to which the payment has to be done for the receipts or bills sent is mentioned in this section if the supplier has different remit-to address and shipping address.

11. Shipping Address :

The address from where the goods are supplied by the supplier is mentioned in this section.

12. Supplier Login :

When the supplier wanted to login to the supplier login module then we mention the login details are given to the supplier according to the supplier and can get access to it by this details.

13. Accounting Info :

This section consists of the details tax number, the currency through which the transactions are done, the supplier payment terms, shipping terms, and the percentage of the purchase tax is mentioned.

When you add a new customer to an ERP software the fields that are to be known in different ERP's is explained in detail.

Stone Profit Systems :

1. Customer Name :

The name of the customer which you are adding is mentioned in this field.

2. Cust. ID :

In this field we mention a unique customer ID for every customer in case if two customer have same names they are differed by there customer ID. It can be auto generated according to the entry or can be given directly by the settings provided.

3. Customer Type :

The customer type is selected based on what he does or in what way the products are used by the customer. Related to stone business they can be an architect or Designer or homeowner based on the customer.

4. Contact Name :

The name of the person to whom we need to contact regarding the customer is mentioned in this field so that we refer to that person for any transaction with that customer.

5. Parent Customer :

The customer is having any parent customer who is already using is mentioned in this field.

6. Referred By :

The customer who is referring this particular customer is mentioned in this field.

7. Contact Information :

The contact information of the customer where the mobile number, email, website through which we contact the customer is mentioned here.

8. Bill - To - Address :

The address in which where the bills and payment receipts are to be sent is mentioned which may sometimes vary from the shipping address.

9. Shipping Address :

The address to which the goods are to be shipped is mentioned in this section which will vary according to the order placed.

10. Location Info :

If a customer is having multiple locations the check box has to be selected and the parent location from where the customer is buying  the goods is mentioned.

• The Generic customer is selected if the customer is buying generic products from us then this field is selected.

11. When you want to have a PO for the sale order to be generated for this customer then we select this checkbox so that the sale order is not processed until and unless he doesn't have a PO.

12. If you need to apply can charges to the customer for late payments we need select the checkbox here.

13. The way in which the documents are sent to the customer through mail or fax is mentioned here.

14. The number days for the inventory to be kept on hold for the customer when  a order has been placed in this field by default it is set to 7 days.

15. EIN number :

The EIN is a nine digit Employer Identification Number also called Tax Identification Number(TIN) in the format of 'xx - xxxxxxx'. Every company operating in the US has one of these numbers assigned to it.

16. Primary Sales Person :

The sales persons who are involved with the customers for the sales is mentioned in this section. There is a primary sales person and secondary sales person.

17. Price Level :

The price which is to be allocated for the customer is selected here so that the pricing is done accordingly for the customer.

18. Payment Terms :

The terms in which the payment has to be done by the customer is mentioned within the specified number of days or within the company terms is selected.

19. Sales Tax :

The percentage of sales tax that is to be applied for the customer is mentioned in this field.

20. Tax Exempt :

If their is any tax exemption for the customer then it is selected here and reason for which the exemption is given and the certificate number along with expiry date is mentioned in these fields.

21. Default Fulfillment Method :

This field is used to select the default method fulfillment of the products for the customer is mentioned here whether it is done by pickup, delivery, installation is mentioned here.

22. Credit Controls :

This section specifies the limit for the credit that the customer should have and the note that has to be displayed for the sales lock is mentioned so that the sales are not performed if the credit limit is exceeded until it is released.

23. Customer Login :

If the customer needs to have access to the data through customer login module then the login details are mentioned here so that they are used for the customer to login.

Peachtree :

1. Customer ID :

In Peachtree the customer ID is used for all the transaction that are made by the customer and it is to be mentioned here with unique ID for each customer.

2. Prospect :

The prospect is selected when the customer is willing to have sales in the future which specifies that the customer performs the sales further.

3. Inactive :

When the customer is in inactive state and no other transactions are to be performed by the customer in future then this is selected.

4. There are different sections in which the details for the customer are mentioned which are explained below.

• The general section contains the details of address and contact details. Some more fields can be customized according to the customer requirement.
• The contacts section contains the details of the contact person and we can also have the option to add new contact person or  can delete the contact person.
• The history section defines the sales of the customer over the period and his last payment or invoice dates and amount.
• The sales info section has the details of the sales representative, sales account detais delivery method are mentioned.
• The Payment method and the terms of payment and card information are mentioned in this section.

The fields in adding a product will vary with the ERP software that has been used. In this section we will know about the fields in adding a product in different ERP.

Stone Profit Systems :

1. Name :

The Name of the product which is used define the product is mentioned here.

2. SKU :

The SKU(Stock Keeping Unit) which is a unique identification code for a product which is used to track the item in the inventory. It is defined based on the product, type, and the manufacturer .

3. Kind :

The Kind is used to select the product kind which is mainly stock or non - stock items are selected here.

• Stock items refers to those items which we keep in physical stock in our store which is associated with a specified quantity.
• Non - stock items refers to the items which don't keep a physical stock in the store, but can be provided to the customer if they wanted a certain quantity.

4. Type / Form :

The product that has to be added belongs to which type or the type of form the product belongs is selected from the list based on the type such as slab, tile, cut-to-size, etc.,

5. Category :

The type of category the product belongs is selected where it can be a granite or marble or quartzite is selected accordingly.

6. Sub Category :

If there is any sub category for the categorized item then we choose the type of sub category in this field.

7. Group :

To grouping is done based on the product whether it is a basic or premium or semi - precious is selected on which we want group the products.

8. Base Colors :

If we needed to mention any of the color for the product we are adding is mentioned in this field.

9. Origin :

The place from where the product has been originated is mentioned in this field.

10. Thickness :

The thickness of the product with the specified units is mentioned in this field.

11. Series Name :

If the product that is to be added in the list is to be mentioned in a series name it is mentioned here.

12. UOM Group :

The UOM(Unit of Measurement) group is the set of UOM's that you want to set for the product with a base UOM selected for the product.

13. The check box is selected if the product has to be serialized or non-serialized. Which means that when the product is non - serialized it can be sold from different purchase lot and which is not tracked.

14. The product is Indivisible which means that the product is unable to sold separately or by dividing it from the original slab which is mentioned by selecting this checkbox.

15. When a product is manufactured by us and not purchased from any other supplier it is selected.

16. It is selected for a generic product which is less expensive and doesn't have any brand value like some of the products which are mentioned in the generic products.

17. It will give the customers to select the exact slab has it is manufactured or purchased without making any of the changes is mentioned by selecting the check box.

18. Selling Prices : 

The price value for the product is mentioned in this section where it is varied with the type of location or based on the type of the customers to which the product has been sold is mentioned here.

19. Default Affected Accounts :

The default accounts that are to be affected based on the product selected is mentioned in this section where the account are varied with the type of product or according to the user requirement is mentioned.

20. Reorder Levels : 

The Reorder details are mentioned in this section where it has different fields.

• The Safety stock is the amount of stock that has to be kept safe is mentioned so that we can compare with the inventory and the safety stock in case of a reorder is required.
• The amount of quantity that has to be reordered for that particular product when a reorder is made is mentioned here.
• The Lead time is the time that has been taken from the initiation and till the completion of the process is mentioned in this field.
• And the bin / frame in which the product is assigned in the warehouse is mentioned in this section.

21. Purchasing Info :

The information of the supplier that has been preferred for that product or the supplier SKU and some of the details of the purchasing transaction is mentioned here.

22. Alternative UOM.

The Alternative UOM that are used for the product other than the base UOM is mentioned in this section.

23. Website Module :

The way in which the product are to be displayed in the website is mentioned in this section whether it has to be in new arrival or hidden in the website or what type of description that has to be given for the product.

24. Notes / Instructions :

If it required to mention any of the notes or instructions for that product is mentioned in this fields.

Peachtree :

1. Item ID :

The Item ID is used in the transaction which is defined a unique ID for every item is mentioned here.

2. Item Class :

The class in the item belongs to is mentioned in this field where it consists of stock, non-stock, master stock item service is selected accordingly.

3. Inactive :

The checkbox is selected when the item is in the state of inactive in which it refers to that the item is not used in the sale.

4. Subject to Commission :

When the check box is selected it relates that the item is applicable for the commission calculation when we does the calculation.

5. Description :

The description here is used to mention whether the item is used for the sales or for the purchase which is mentioned in this field.

6. Quantity details :

In this section we mention the details of the quantity that is on hand, quantity that is in SOs or POs and the minimum stock that is to be kept for this product and the amount of reorder quantity is mentioned in this fields.

7. Beginning Balances :

The details of the balances of the item is mentioned where we mention the amount of quantity to be kept and the unit cost and total cost details are mentioned by clicking here.

SAP :

1. Desc. in Foreign Language :

This field is used for entering the description of the product in foreign language when you want to use in other language.

2. Fixed Assets :

When the item is selected as a fixed asset, that is used internally in the company. This item is neither sold not used in production as a raw material.

3. Tax Liable :

When the item is tax liable that is the amount we owe to the taxing authority. The tax liabilities are due to the earning income, a gain on the sale of the asset. Tax type is selected on the purchasing data tab.

4. Production Data :

The production data is entered in this section, whether the item is a phantom item and the issue method are mentioned.

• A Phantom item is an item that doesn't exactly exists in the inventory, it is used to simplify the BOM(Bill Of Materials). A phantom is a non-stocked assembly that group together material needed to produce a sub assembly. The components that make a phantom item are included in the production order but not the phantom item.
• The issue method is in two ways.
• Backflush is that after you report the completion of the parent item, the components are automatically issued to the production order.
• The components are manually issued to the production order, regardless of the issue of the product.

5. Range of dates :

• In Active range we enter the range of dates to determine the validity of the item.
• In Inactive range we enter the range of dates in which we freeze the item.
• Advanced is selected when you mention both the range of dates for active and inactive range.

Purchasing Data Tab :

The purchase related information is entered in this section where we select the preferred vendor and the quantity other details are mentioned.

Sales Data Tab :

The sales related information is entered in this section where we mention the package type, items per sale, tax group and account details are mentioned.

Inventory Data Tab :

The Item cost, UOM name, G/L account, bin location are mentioned in this section.

Planning Data Tab :

In this section we mention the reorder details, the minimum order quantity and lead time are mentioned.

Properties and Remarks Tab :

If we wanted mention any kind of properties used for the item and mention any remarks for that item that details are mentioned in this section.

The fields in a SO are varied with the software that your are using and some of the fields in a SO are explained below.

Stone Profit Systems :

The SO is represented as Job in SPS where different fields are shown in the figure below.

1. S.O # :

The Sale Order number is written here which is generated by default according to the serial number and the date fields in the next column.

2. Customer P.O # :

The Purchase order number is updated here when a PO is created by the customer.

3. End - use segment :

The use of products in the sale by the customers after receiving is mentioned here such as used by an architect, builder, commercial purposes.

4. Project - Type : 

The project type in which the products are bought for a residential or commercial constructions is mentioned.

5. Bill To :

The billing address is used to mention the location of the customer where the bills or invoices are to be sent.

6. Payment Terms :

This section specifies the terms in which the payment has to be done in how many number of days the payment should be done or the terms to make the payments.

7. Price level :

The price level is varied with the type of customer selected where each customer is defined with different price levels.

8. Ship To :

Here we have different fields which are changed according to the type of shipping done.

• When Pickup or Pickup Manufacturer is selected we mention the end customer who is picking the products and the sales taxes are included.
• When Delivery or Dropship or Ship Manufactured is selected we have to mention the details of the address where the delivery has to made is mention along with sales taxes, geocode and other required dates.

9. Associates :

This section is used to mention the type of associate involved with the customer are mentioned here. They act like a dealer or broker between the customer and us. And the commission amount is also mentioned there.

10. Packages :

The packages are a set of both products and services combined, where they are selected according to the customer requirement.

Peachtree :

The fields in the Peachtree are shown in the figure below :

1. Customer ID :

The customer ID is the main field in a Peachtree sales order where the details in the other fields are updated according to the data inserted when the customer ID is added.

2. Bill To and Ship To :

• The default bill to address is directly selected when the customer ID is selected and we cannot change the bill to address here.
• The default ship to address is also updated in the fields but we can change the ship to location if required.

3. Dropship :

The dropship is selected here when the PO that is generated by the customer wanted ship the items directly from the supplier to the specified location.

4. Sales rep :

Here we mention the sales representative of the customer who takes of the sales with that customer specified.

SAP :

The fields in SAP are shown in the figure below :

1. BP Currency :

It is the Business Partner Currency where we define the type of currency using the transaction. We can also define as all currencies, and change from all currencies to a specified currency but cannot change from specified currency to all currencies.

2. Status : 

The status of the sales order is updated here, where it is defined as open, open-printed, cancelled, closed, draft, unapproved.

3. Dates :

There are three different dates in this section in which they are updated.

• The posting date is defined by default when a sale order has been created.
• The delivery date is used to specify the date in which the goods are to be delivered.
• The document date is used for tax purposes.

Contents Tab

4. Item / Service tab :

We have to select the type of sale where item is used for creating document on item list, service is used for creating document on services. We cannot create both items and services in same sales document.

5. Summary type :

The summary type has three fields No Summary, By Documents, By Items. Its is set to No Summary by default.

• When By Documents is selected it summarizes the rows with the same base document number into single row if it has same price and description.
• When By Items is selected it summarizes the rows with same item into single row if it has same price and description.

6. Total(LC) :

The Total(Load Currency) is used to display the total cost along with the currency that is specified.

7. COGS Distr. Rule :

COGS is Cost Of Goods Sold in which the Distr. Rule field is used  to assign the expense / revenue account the distribution rule that is automatically created for the required cost center.

8. Blanket Agreement :

The blanket agreement number is updated here. The blanket agreement are long term arrangements between the sales organization and customer based on predefined terms and conditions.

Logistics Tab

The fields in the logistics tab consists of ship to, bill to address, pick and packing list remarks.

Accounting Tab

The fields in the accounting tab consists of payment terms, payment method, tax details and some country specific fields. 

Epicor :

The fields in Epicor sales order is shown in the figure below.

1. One Time Ship To :

When creating sales order from a quote, the one time ship to is used to enter information about the one time ship to the party for that order.

2. Auto Invoice :

The invoice is automatically generated for this sales order at the time of customer shipment. It allows your bill to customer to pay invoices based on packing slip information they have received.

3. FOB :

It is the Freight On Board point where the shipping of the items is done and the point at which the ownership title for the shipped goods changes to the customer.

4. Counter Sale :

Counter sale is an order that you fill form inventory, where you fill the ordered quantity while the customer waits over the counter.

• Pack and invoice is selected when you immediately print a packing slip / invoice after you save a counter sale.  

5. Line :

Displays the system asigned line number for the sales order line.

6. Part :

Specifies the part number for the ordered item and is updated here.

7. Rev :

Specifies the revision for the customers part number. The revision displays on the customers part reference file.

8. Kit Details :

Kit Details are selected when the ordered part included as an item in a package of parts.

The fields in a PO(Purchase Order) vary with the software that you are using, some of the fields in different ERP software's are explained below.

• The fields in each software are explained by using the required screenshots where the fields are used.

Stone Profit Systems :

• The fields in the PO of SPS are shown in the figure below where each field is explained further.

1. P.O # : 

It is the purchase order number which is generated by default according to the serial number in which the PO is created which cannot be changed. And the date is entered in the next column.

2. Supplier Job # : 

It is the supplier job number or the sale order number which is updated when the sale order is created by the supplier.

3. Status :

The status of the PO can be updated here in according to the status report of the transaction.

4. Dates :

• Required ship date is used to mention the date at which the products are needed by us.
• ETA date is the Estimated Time of Arrival of products from the supplier.
• PO expiry date is the time in which the PO gets expired within the mentioned date.

5. Delivery Type : 

The type of delivery is selected here weather the products are picked up or delivered or in  any other means.

6. Shipping Terms :

It is used to indicate the terms in which how the cost of goods of the shipped products are applied.

• Prepaid is used when the freight charges are paid by the supplier.
• Prepaid & Add is used when the charges are first paid by the supplier and added to the bill later.
• Collect is used when the charges are to be paid the buyer after collecting the goods.
• Prepaid & COD is used when the freight charges are paid by the supplier and the cash or check is collected for the payment of goods that are delivered by the supplier.
• Add & COD is used when the freight charges are added in the bill and cash is collected for the delivery of goods.
• CAD is Cash Against Documents where the supplier retains the ownership until the payment is made and the documents that specify the terms and conditions are held by the intermediate mostly by a bank agreed both by buyer and supplier.

7. Source Supplier :

The source supplier is used when the supplier is bringing the goods are products from some other supplier in that case we mention that supplier as source supplier.

8. Supplier :

The supplier section consists of the details of the supplier including the payment terms of that supplier accordingly.

9. Purchase Location :

Here we mention the location of the purchase from where the purchase has been made which specifies the address.

10. Ship To Location :

Here we mention the location where we have to ship the goods or products which will be useful when we have two different purchase and ship to location.

11. Additional Info : 

The additional info consists of details about the freight forwarder by which the shipment is done and specified dates.

• The vessel number, air bill number which is used to track, Ex factory date in which the goods are received to the factory from which the buyer has to take the goods.
• The departure port and its estimated time, Arrival port with its estimated time of arrival.

12. Notes :

• The printed notes is used when their is anything to mention in the print out of the PO.
• The internal notes are not printed on the PO its only used to view internally in the PO.

13. PO Terms :

If there is terms and conditions that you needed to mention they all are written in this section.

Consignment PO :

The fields in the consignment PO is similar to that of a normal PO.

Consignment :

The consignment is the dispatch or transfer of the goods to an agent for the purpose of sale on behalf of owner.

• Consignor is the owner who sends the goods to the agent.
• Consignee is the agent to whom the goods are sent.
• The goods sent by consignor to the consignee is consignment outward.
• The same goods will be consignment inward for the consignee.

Peachtree :

The fields in Peachtree purchase order are explained below :

1. Vendor ID :

Peachtree uses vendor for the purchases where the vendors are varied by their vendor ID's. This is used in the whole purchase cycle.

2. Remit to :

It is the mailing address to where the payment has to be sent, it may vary from the shipping address.

3. Ship to :

The address where the goods have to be shipped is mentioned in this section.

4. Good thru :

The Good through is the period in which the goods are to be delivered, by default it is for 30 days.

5. Drop ship :

The drop ship is used when you want to deliver the goods directly to the customer instead of receiving and sending it to the customer. It directly sends the goods to customers address.

6. Customer SO No :

It is the sale order number of the customer which is updated here when the sale order is generated for the customer.

7. Customer invoice No :

The invoice number of the customer is updated here after the invoice is generated for the customer.

8. Ship via :

The shipping mode of delivery is mentioned in this section where the shipment is done by courier, hand delivery or airborne etc.

9. A/P account :

It is the Account payable account where the accounts get affected for the transaction the code for the account is 2000 by default.

10. G/L account :

It is the General ledger account where we have to mention the type of account that are effecting the items accordingly.

Tally :

The PO in Tally ERP contains less number of fields as it is mostly used for small business organizations. The fields in tally are explained below.

1. Party A/c name :

It is the ledger account that is created on the parties name where the currency of the ledger is defined and name and address of the party are defined in this section and that account name is selected here.

2. Purchase Ledger :

The purchase ledger is used record your purchases and expenses whether you have paid them and how much you owe them. It is the account for every supplier which carries all the transactions of one supplier.

The remaining section is used to explain the type of the item, along with the discount percentage and the total amount is mentioned.

Epicor :

1. PO Rev :

The PO revision is used in which the user can tell if an approved PO has been changed in the past or not. It increases with how many times a PO has changed.

2. Type :

The Purchase Order Type is selected in the list. Types in the list are mentioned below.

• The Standard PO which is common type of PO issued for one time purchase of goods.
• Supplier owned PO signifies that the material being purchased is supplier owned inventory, you are storing and purchasing consignment inventory from the supplier.
• Customer owned PO signifies that the material being purchased is customer - owned inventory, you are storing inventory on behalf of a customer.

3. Status :

• The PO Approved / Unapproved status can be known from the checkbox.
• The Confirmed / Unconfirmed checkbox is selected when the shipment of goods is confirmed for the PO.
• The Hold check box is selected when you want to put the PO in hold.
• The Linked / Unlinked is a status indicator to mention if any sales order linked to the PO. The number of linked sales order is displayed on the right side.
• The Global PO is selected if the PO is a consolidated PO where if you have multiple requisition lines with the same supplier which are consolidated onto single PO.

4. Print Options :

The print options are changed according to the changes made in the PO.

• The mass printing is selected to indicate that the selected PO should be included in mass printing function. Then we select which PO should be considered.
• Print order as new is selected when we want to print the order as new order.
• Print order as changed is selected when we want to print as change order with the date that the order was changed.

5. Contract PO :

The contract PO is selected when purchase is based on the terms and conditions between the supplier and buyer.

6. There are all similar fields in different tabs of the section except by varying in some of the fields which are added according to the field options.