Supplier Management

Manage your suppliers, track purchases, and maintain accurate vendor records.

Overview

Supplier Management helps you manage businesses or individuals you purchase goods from.

It allows you to:

Store supplier details
Track purchase transactions
Manage payments
Maintain procurement records

What is a Supplier?

A supplier is a vendor who provides:

Products (inventory items)
Services (e.g., logistics, packaging)

Why Use Supplier Management?

Supplier management helps you:

Maintain accurate vendor records
Track purchase history
Ensure timely payments
Improve procurement efficiency

Add a Supplier

Go to Buying → Supplier
Click Add New
Enter:

Basic Information

Supplier Name
Supplier Type (Company / Individual)

Contact Details

Phone number
Email address

Address

Billing address
Shipping address

Save

Supplier Groups

You can organize suppliers into groups.

Examples:

Local Suppliers
Import Suppliers
Packaging Vendors

Link Contacts & Addresses

Each supplier can have:

Multiple contacts
Multiple addresses

Useful for large vendors or multiple locations.

Purchase Details

Supplier records are used in:

Purchase Orders
Purchase Receipts
Purchase Invoices

Default Settings

You can define:

Default currency
Default price list
Payment terms

This helps automate transactions.

Supplier Status

Active → Can be used in transactions
Disabled → Cannot be used

Manage Suppliers

To update supplier details:

Open supplier record
Click Edit
Update information
Save

Track Supplier Transactions

From supplier record, you can view:

Purchase orders
Purchase invoices
Payments made

Payment Management

Payments to suppliers are tracked using:

Payment Entry
Accounts Payable

Best Practices

Maintain accurate supplier details
Assign proper groups
Track payment history regularly
Avoid duplicate supplier records

Common Issues

Supplier not visible → Check if saved
Incorrect pricing → Verify purchase price list
Payment mismatch → Check payment entries

Example

Supplier: Freshco Imports

Type: Company

Products: Snacks & Grocery items

Why It Matters