Proces creating a new creditor

Proces creating a new creditor

Below are four work processes described that can lead to the creation of a new creditor.


Option 1: Create Creditor based on central supplier request

If invoice processing and the procurement module are in use

The supplier is created by the central purchasing department in the Spend Cloud, and then it is communicated to the accounts payable department. The accounts payable department can then create a new creditor in the financial package and import it into the Spend Cloud. To create the creditor, the procurement department needs to provide the following information:
  1. Creditor name
  2. Address details (Name, Address, City, Postal code)
  3. IBAN number
  4. Chamber of Commerce (KvK) number
  5. VAT number
  6. Payment terms

When creating the creditor, we recommend (if possible) to set the following:
  1. Default VAT code
  2. Default payment terms
  3. Default general ledger account

If the above details are not known, contact the supplier first and then forward the information to the accounts payable department. If, for example, the IBAN is missing for the creditor, the creditor will not be recognized when receiving the first invoice.

Once the creditor is added, it can be imported into the Spend Cloud and linked to the supplier previously created by the Procurement Department (reference links).

Alternative approach: There is an option to choose a customized configuration where suppliers are automatically created based on a creditors' import. If this option is used, a new supplier is automatically created for each new creditor and linked to the 'New Suppliers' supplier group. The drawback is that you can no longer determine whether a creditor should be available as a supplier. For more information about enabling this functionality, please refer to (support) consultancy.


What can the accounts payable department communicate to the creditor about invoicing?
  1. Preferably, invoices should be submitted via PEPPOL or at least in XML format UBL 2.0 or 2.1 with an embedded PDF
  2. Preferably, no consolidated invoices, but one invoice per order
  3. Request to include a reference number on the invoice (purchase order number, commitment number, or contract number)

Option 2: Create Creditor based on decentralized supplier request

If invoice processing and the procurement module are in use, with the functionality 'add new supplier' enabled in the job profile of the buyer(s)/requester(s).

The supplier is requested decentrally by the buyer - In this case, the supplier first goes to the procurement department for evaluation. After central procurement approval, they can again provide the details to the accounts payable department to create a new creditor (see option 1).

Option 3: Create Creditor based on contract

If the invoice processing module is used in combination with contracts/commitments.

In addition, creditors may need to be created for invoices that do not have a purchase order as a basis. For example, in the case of contracts or commitments with periodic costs (think of monthly rent or license costs). The contract administration cannot select a relation when registering the contract as long as no creditor has been created. By clicking on 'View' (magnifying glass icon) and clicking on 'Ask opinion' in the 'Register' menu, a request can be easily submitted to the accounts payable department to create a new creditor in the financial package. See option 1 for the information the accounts payable department needs in this case.

Option 4: Create Creditor upon arrival of an invoice

If there is no purchase order, contract, or commitment as a basis or for any reason there is no purchase order, contract, and/or commitment applicable

In this situation, the invoice from the new creditor will first enter the Invoice Processing module. Think of invoices related to municipal taxes, where there is no order or contract involved.

The accounts payable department must then first create a new creditor in the financial package. To create the creditor in a qualitative way, the creditor must include the following information on the invoice:
  1. Creditor name
  2. Address details (Name, Address, City, Postal code)
  3. IBAN number
  4. Chamber of Commerce (KvK) number
  5. VAT number
  6. Payment terms
When creating the creditor, we recommend (if possible) to set the following:
  1. Default VAT code
  2. Default payment terms
  3. Default general ledger account
If the above details are not known, contact the creditor first. If, for example, the IBAN is missing, the creditor will not be recognized.

Once the creditor is added in the financial package, it can be imported into the Spend Cloud, and the invoice can be booked using the new creditor. If there is an automatic link with the financial package, creditors are often imported automatically via the import schedule at set times.

Alternative approach: For some financial packages, there is the possibility to create the creditor in the Spend Cloud, evaluate it, and then forward it to the financial package. However, we recommend using the financial package as the source system and creating all data there.

 Actions when creating/evaluating a supplier by the procurement department

Step 1: Add new supplier

After a supplier is created by the procurement administration, it must be determined for which type of order request it concerns (click on order method for more info):
  1. Via an OCI punchout link; where items can be ordered directly in the supplier's webshop.
  2. Through the internal assortment; with a self-configurable product assortment.
  3. Via a free order form - a digital order form where the buyer must enter all necessary order details.

Step 2: Link the supplier to:
  1. A Relation; This makes it possible to match the purchase order to the invoice.
  2. A Category; This makes it easier to search for suppliers and items in the self-maintained product assortment.
  3. A Supplier group; This allows you to give a role or job profile access to a group of suppliers for a certain approval amount.
After the supplier is linked and the settings are correct, buyers with the right permissions can place purchase orders.

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