Creating new Payable Accounts / Suppliers in Lentune

You can create Payable accounts / Suppliers in Lentune in a couple of ways; either by manually creating each one, or by using our import tool to create multiple suppliers at once.

When setting up a new site, we would recommend setting up one or two suppliers manually, and then exporting that information to give you a spreadsheet with the required format to add your other suppliers. Let’s start with how to create a supplier manually.

Create a new Supplier manually

To create a new Payable Account / Supplier, follow these steps:

 

Add a new Payable Account manually

• Go to Administration > Payables.
• Click New payable account.

 In the Create Payable Account screen:

• Code: Enter the Code for this Payable account. If you are using an accounting programme such as Xero, and the record exists in Xero, use the code from there.
• Description: Enter the description / name for this Payable account.
• Email: Enter the contact email for this Payable account.
• Receivable account: If this person / business is also a Receivable Account, check this field. Otherwise leave it blank.
• Payable account group: Select the Payable Account group from the dropdown list, if you are using this function.
• Payment Terms: Select the Payment terms from the dropdown list. This will set the due date on any invoices being received from this supplier at the Invoice Check Screen.
• Default bank account: Enter the bank account for this Payable account. This is most relevant to customers using Xero or JobPac alongside Lentune, or if you are using our validation feature, which you can read about here: Check Bank Account.
• Click Create.

Within the newly creating Payable Supplier you will find additional settings that you can amend at this point. For a full run through, please see the Tango guide above.

 

Adding suppliers via our Import tool

If you have multiple suppliers to create at once, you can do this easily using our import tool. Having a few suppliers already created allows you to follow the same rules and format on the exported file, so you can set up your suppliers in the required format.

To do this, follow this guide:

 

 

• Go to Administration > Payables.
• Click More Actions > Export Accounts. This exports a spreadsheet file containing any existing suppliers.
• Add your new suppliers to the spreadsheet, remembering to complete all the columns in the file by copying or amending what is already present from previous suppliers. You can include specific details such as:
• Default Assigned Approver (column K): Please note this requires the User CODE for the approver.
• Default Assigned Second Approver (column L): Please note this requires the User CODE for the approver.
• Sundry Account (column N): This should be set to TRUE.
• We would recommend setting Bank Account Required for Invoices (Column O) to FALSE.
• To edit any existing payables and make any inactive, you can change Active (Column R) from TRUE to FALSE.

Once your file is complete, save it and return to Lentune to the Administration > Payables screen.

• Click More Actions > Import accounts.
• Select your file to import and click Upload. You will see an import success message in the bottom right when the process has completed.

Your new Suppliers will now all appear in the Payable accounts list.

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Last updated: 18 December 2023