Suppliers

Under Admin > Suppliers you can view, create and maintain suppliers and supplier agreements. The page shows an overview of all suppliers created in Cicero. You can use the search criteria to more easily find a specific supplier.

Create/edit supplier

A supplier is created/edited in the following way:

1. Press "Create supplier" or select an existing supplier in the list
2. Fill in the supplier information under the "Supplier" tab. Special notes:
   • In the ”Notes” field it can be a good idea to note if a supplier is on holiday, so that it is clear why they cannot deliver in a given period.
   • If ”Send orders to the supplier from Cicero” is enabled, orders created via the material selection list will be sent to the supplier. If the checkbox is not ticked, the order is created solely in Cicero, which can be relevant if the supplier does not support receiving orders from Cicero.
   • By filling in "URL for price service" it is possible to retrieve prices for materials from the media suppliers that support price queries in accordance with the Danish profile. Cicero supports version 1.0 of PriceQuery, as it is the most widely used.
3. Finish with "Save".
4. If you have created a new supplier, the "Agreements" tab will now be available on the supplier.

To adapt the order format for suppliers you can choose between EDItX or a custom format under Admin → Advanced settings → Acquisition → Order format setup. With a custom format, materials created upon ordering are assigned final material numbers when the order is sent, where the number is taken from the configured material number sequence.

Note that pseudo-orders are not supported by the custom order format.

You can read more about setting up suppliers in Checklist: Setting up Cicero and documentation about integration with suppliers (Cicero Supplier Integration Specification).

Delete supplier

It is possible to delete a supplier from the detail page by pressing "Delete" at the bottom of the page.

However, the supplier cannot be deleted in the following cases:

• There are supplier agreements linked to the supplier.
• The supplier is used in active periodicals subscriptions.

Create/edit supplier agreements

It is possible to create one or more supplier agreements for a supplier. This is done in the following way:

1. Click on the supplier.
2. Go to the "Agreements" tab.
3. Press "Create supplier agreement" at the bottom of the page or select an existing supplier agreement in the list
4. Fill in the information about the supplier agreement:
   • Agreement content
     • Customer number: Enter the number agreed with the supplier. The number indicates how materials ordered with this customer number should be prepared.
     • Agreement code
     • Description: Fill in with a descriptive text. The text will be visible when you use the agreement in connection with creating order lines under the main area ”Accession”.
     • Default account: Select an open material account that will be filled in by default when the supplier agreement is used in other contexts.
     • Discount in %: Enter any percentage discount that has been agreed with the supplier.
     • Delivery time: Enter the agreed delivery time.
     • Material type: Enter the material type the agreement covers.
   • Invoice address
     • Fill in with the address to which the invoice should be sent.
   • Delivery address
     • Fill in with the address to which the materials should be delivered.
   • Contact person
     • Fill in with the contact details of the supplier's contact person.
     • Notes: Filled in with any special agreement conditions.
     • When creating a new agreement, the contact person can be notified via email if "Notify contact person via email upon creation" is enabled.
   • Material creation
     • Placement branch: When Cicero receives orders created via an external source (e.g. via a supplier's own order service), the branch selected in this field will be set as the placement branch when the ordered materials are created in Cicero. If Cicero receives information about branch placement when importing the order, the branch selected in this field will be ignored. NOTE! This field is not relevant if you send orders via Cicero's material selection lists.
5. Finish with "Save"

Delete supplier agreement

It is possible to delete a supplier agreement from the agreement's detail page by pressing "Delete" at the bottom of the page.

However, the supplier agreement cannot be deleted in the following cases:

• There are active orders that use this agreement