When creating a Supplier for the WeconnectU solution, there are two methods available. Our suggestion is to manage suppliers on a Global Overview. This allows you to efficiently manage all community suppliers in one centralized location.

Suppliers can be added to the Global Overview manually or in bulk. The manual method involves adding each supplier individually, providing all necessary information such as contact details, product/service offerings, and any specific requirements. This approach is ideal for cases with a limited number of suppliers or a more hands-on approach.

Alternatively, you can choose to add suppliers in bulk. This method enables the property manager to upload a spreadsheet (template provided) containing multiple suppliers' information at once. It streamlines the process and saves time, especially when dealing with a large number of suppliers.

1. Manual Suppliers

Navigation: Global or Community Level > Finances > Manage Suppliers > Add New Supplier

1.1 Capture Supplier Details

Navigation: click on the below hyperlink

To proceed with the form, please ensure that all the required fields indicated by the red asterisk are filled in. It is highly recommended to utilize supplier groups as it can greatly enhance the effectiveness of supplier management, resulting in improved efficiency and streamlined processes.

• Supplier Code: System Generated
• Supplier Type: Selected the relevant Supplier type. If unknown simply select individual
• Add a Supplier Group: It's important to keep in mind that once a supplier group has been created, it becomes a permanent fixture in the system. There is no option to delete or remove a supplier group once it has been created. This means that careful consideration should be given when setting up these groups to ensure accuracy and relevance. Once the groups are created, they will be listed and displayed in a way similar to the screenshot shown below.
• Payment Type: This is important to indicate when bulk banking is used for supplier payments.
• Banking Details: Important to ensure that the correct banking details are filled in here. When exporting a supplier payment these banking details will be used.
• Supplier Account Confirmation Document: Some form of Proof of Payment for the Supplier Account.

Once all the fields are completed the screen should look as follows, simply click on Create Supplier.

2. Bulk Suppliers

Navigation: Global or Community Level > Finances > Manage Suppliers > Upload Suppliers

2.1 Download Supplier Template

Navigation: click on the green upload suppliers button

Download the template by clicking on the Download template file here, option in the pop-up screen.

An Excel document will be downloaded - which will look similar to the following.

2.2 Capturing the Supplier Template

Navigation: Open the downloaded Excel sheet

• Column A: Leave blank and the system will automatically generate a supplier code, or use the old supplier code. In this case, the system will not generate a new code.
• Column B: Please insert the Supplier Name, and ensure to avoid duplicates when defining suppliers. 
  • City of Cape Town - Water
  • City of Cape Town - Electricity 
• Column C: Bank account number, if there are any zeros in front of the account number, please do not insert an apostrophe to format the cell and include the zeros. Unfortunately, once the supplier has been created, there will need to be a manual amendment made on the WeconnectU system to add the necessary zeros to the account details.
• Column D: Branch code, we suggest making use of the universal branch code, again with branch codes starting with zeros please do not format the cell to include the zero.
• Column E: Bank Name, if it is not a popular bank please insert the word "other"
• Column F: Account Type, is the account a current, savings account, or investment
• Column G: Email Address of the supplier 
• Column H: Telephone Number of the supplier, capture the number with a 27 instead of a zero.

Once all the relevant information has been added, please save the Excel document.

2.3 Uploading the Template

Navigation: Global or Community Level > Finance > Supplier Management > Upload Suppliers

Please wait for the document to load, once all the line items have been loaded as per the below, scroll down to upload. Please note that multiple suppliers can have the same banking details. It will be the responsibility of the financial administrator to ensure that the correct supplier is selected.

Supplier Account Confirmation Document - Some form of proof of payment for the supplier account will need to be manually uploaded individually once the bulk upload has been completed.

3. Suppliers from Invoice

Navigation: Global or Community Level > Finances > Invoice & Authorizations > + Add

If the Supplier is an ad-hoc and/ or new supplier simply click on the Add button and the page will redirect to the above-mentioned processes. Depending on where (global or community level) the invoice is being captured.