Supplier records

Suppliers holds the supplier number, name, payment terms, status, category and remittance contact. It is tied to an organization and to expense reports and reimbursements. The Expense Preparer selects the supplier when recording a cost; Treasury Analyst uses the same identity when preparing a reimbursement. A supplier on hold should be investigated before another payment is released.

• Record owner. Keep the responsible organization and source identity clear before the next person acts.
• Decision point. Use the current status and the underlying lines or linked records to decide the next step.
• Evidence trail. Keep the reviewer, amount and operation outcome traceable from the business record.

Supplier categories in the record are broad finance categories. A travel merchant may be recorded as a supplier, but classification should follow the organization’s agreed coding. Retain the supplier reference provided on the report so reviewers can distinguish repeated documents from separate charges. Historical expenses should remain tied to the supplier even when the current supplier status changes.

Agree who creates suppliers, checks tax identity and contact information, and changes payment terms or hold status. Establish which organization owns a supplier record and how duplicate merchant names are resolved. The finance team should decide which details come from a purchasing system and which are maintained here.

The team should decide who handles corrections before the first live cycle. Give each handoff an owner and confirm that a failed action remains visible to that owner. Use one representative supplier and one exception during setup, so permissions and reports reflect the work people will actually do.

Create a supplier for a hotel merchant, select the owning organization and payment terms, then prepare a report against it. Confirm that the same supplier appears on the planned reimbursement. Change the supplier to On Hold in a rehearsal and make Treasury Analyst inspect the record before release. The prior report and payment history should still show the original supplier.

Ask the next role to find the same case from their own screen without help from the preparer. They should be able to identify the supplier or partner, the relevant amount, the current status and the supporting decision. If a correction is needed, keep the prior result available and repeat the handoff with the corrected record.

• AP Bills Worklist — Supplier-linked reports that need preparation or review.
• Treasury Payment Register — Payments with their linked supplier and report.

Read Supplier to payment trace for the stages and rehearsal, then use implementation to assign owners and check access.