What are supplier accounts?
Setting up suppliers and supplier accounts in Moss mainly allows you to allocate your invoices straight towards your accounts payable and have them mapped accordingly when exporting data to your accounting software.
Once you’ve set up all of your supplier accounts in Moss, you will be able to assign these accounts to any invoice you manage in Moss. Further, this allows you to have all invoices pre-mapped to your supplier accounts when exporting invoices to your accounting software.
Setting up and managing Supplier accounts in Moss
We want to stay true to our mission of helping you save as much time and hassle as possible with any processes connected to managing your finances and expenses. Since we know you most likely have a lot of suppliers to set up in Moss - we’ve focused on making the setup as smooth as possible.
You set up, and manage, your suppliers in Moss under "Settings" > “Accounting” > “Suppliers”. Read below on the alternatives of setting up new suppliers in Moss.
⚠️ Please note that only Accountants or Admins will be able to set up and manage Suppliers in Moss.
Adding new suppliers to Moss
There are three ways of how to set up suppliers in Moss;
Automatic sync with an accounting integration - If you connect an accounting integration to Moss (e.g. DATEV, XERO, ExactOnline and more) your suppliers will be synced automatically with your suppliers from your accounting integration.
Import CSV of all suppliers - If you’re adding more than just a handful of suppliers in one go, we recommend you to import a CSV of all your suppliers. Simply export your Suppliers from your accounting software and upload them via our Supplier CSV template. This will then add all of your suppliers to Moss in one batch.
Manually add suppliers to Moss - If you only need to add one or two new suppliers to Moss, it’s simple to add them manually one by one. Either add new ones via the Accounting page, or when assigning the supplier to a specific invoice.
Supplier details to set up in Moss
There are two mandatory fields each supplier needs in order to add them to Moss. Without these fields, you won’t be able to set up suppliers.
Supplier name
Supplier account.
Further, you can choose to also upload bank details, accounting details of address details for your suppliers, as following:
Basic Information:
VAT ID
Account Number
Bank Code
Accounts Currency
Default payment method
Linked entities
Accounting
Default Expense Account
Default VAT rate
Default Cost center
Default Cost carrier
Default Team
Address Details
Street address
Address line 2
Post code
City
Country
If you’re already storing this information on suppliers in your accounting software we recommend you to add these details in Moss as well.
Editing Suppliers in Moss
You can edit and delete existing suppliers in Moss. If you change supplier accounts, or any other details of a specific supplier, simply go to "Settings" > "Accounting" >“Suppliers”, where you can edit each supplier individually by clicking on them.
⚠️ Please note that any edits to existing suppliers will also be updated on any invoice that you’ve assigned this supplier to.
Invoice Splitting with Supplier Rules
You can define rules for specific suppliers to automate invoice splitting. Moss allows you to create templates for splitting invoices for all suppliers. Once set up, these templates automatically apply to future invoices from the same supplier.
How to set up Invoice Splitting with Supplier Rules
There are two ways to set up supplier rules:
Navigate to "Settings" > "Accounting" > "Supplier", select the supplier, and click on the "Accounting" tab. From there, you can split details and set default accounting attributes such as expense account, VAT rate, cost center, cost carrier. These rules apply to future invoices from the supplier.
Alternatively, when adding a split to an invoice, you can save it as a supplier rule directly from the invoice. This rule will be automatically applied to subsequent invoices from the same supplier.
Allocate expenses by using supplier rules
You have two options for expense allocation:
Fixed Amounts: By setting fixed amounts for expense allocation using supplier rules, these specified amounts will always be applied to subsequent invoices from the same supplier
Percentage Allocation: Alternatively, with percentage allocation, the total invoice amount will be divided according to the predetermined percentages you set. This allows for a proportional distribution of expenses based on the specified percentages.
When you receive an invoice, the system automatically applies any saved rules associated with the supplier. This ensures consistency and reduces the need for manual adjustments.