We need to load all suppliers - i.e. all companies/individuals that receive a payment for services to a property - into OTA+. Once they're in, they're in, but if you come across a supplier that hasn't been loaded yet, follow these steps.
Inside the client's OTA+ account:
1. Go to Suppliers > Supplier List, and click '+New Supplier'
2. Select 'Company' or under the 'Client Type' section (NB if the Company name field remains greyed out, click on the Cancel button and repeat the process - this is a little glitch which will always be fixed by starting again). Even if it's an individual, we still select company.
3. Enter the company name (the individual's name if it's just a person), ABN (if provided) & payment terms ('Terms in Days' in the system, enter as '0' if none provided). Note you will be able to gather the payment terms by the number of days between the invoice date and the due date.
4. You'll next need to enter their Title (put in NA if none provided), First Name and Surname in the appropriate fields as well. None of these can be left blank so put in NA where applicable.
5. Now go down to the Email section in the 'Current Address' tab and load the email address (you may need to pull this from the actual email if it's not shown on the invoice).
6. Finally click on the ‘Bank Account Details’ tab.
You will need to locate the bank or EFTY details from the invoice. Enter the name of the bank in the ‘Bank’ section, eg. ‘CBA’ for Commonwealth Bank, ‘NAB’ for National Australia Bank. You can find out the bank by noting the BSB number (6 digits) on the invoice. Search BSB [the 6 digits] in any browser and you will be able to locate what bank it is. Then enter the BSB in the BSB section, followed by the Account number in the next section. Finally, load the Bank Account Name. If this isn’t specified on the invoice, just enter the name of the supplier/individual.
Click on the green 'Save' button.