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Help centre · Purchasing

Suppliers: add, edit, archive and import

Keep a clean list of who you buy from. Payment terms and currency set on the supplier flow into orders and bills.

Who can do this: Anyone with Purchasing view can see the list (TenantAdmin, StoreManager, InventoryClerk, Accountant). Adding, editing and archiving need Purchasing manage (TenantAdmin, StoreManager). The CSV import needs the user-management permission (TenantAdmin).

Add a supplier

  1. Go to Purchasing → Suppliers.
  2. Press Add supplier.
  3. Enter the Name. This is the only field you must fill.
  4. Code: leave it blank and one is made for you, or type your own (2 to 16 letters, digits or hyphens).
  5. Fill in Contact person, E-mail, Phone, Address and Tax / VAT number if you have them.
  6. Payment terms (days): how many days after the invoice you normally pay. Enter 0 if you pay on delivery.
  7. Currency: the 3-letter code the supplier bills in, for example LKR or USD.
  8. Notes: anything useful, such as delivery days or minimum order.
  9. Press Add supplier. A message shows the supplier's code.

Why terms and currency matter

A new purchase order takes its currency from the supplier. You cannot change it on the order, so set it correctly here.

When you enter a supplier invoice and leave the due date empty, the due date is worked out from the supplier's payment terms. The list shows terms as a number of days, or "On delivery" for 0.

Edit a supplier

  1. Find the supplier. Use the search box to search by name or code.
  2. Press Edit on its row.
  3. Change what you need and press Save changes.

The code cannot be changed once the supplier exists, because documents refer to it.

Products from this supplier

Press Products on a supplier's row to see what you buy from them: each product with the supplier's own item code, the pack size they ship in, the last price you paid and whether they are its Preferred supplier or an Alternative.

Goods receipts fill this list for you: a product appears here after its first delivery from the supplier.

  1. To add a product, type its name or SKU in the box at the top and pick it. Enter the supplier's item code and the pack size if you know them.
  2. Leave Preferred supplier for this product ticked to make this the supplier that Suggest from reorder levels orders it from, then press Add product.
  3. Press Make preferred on an Alternative row to switch that product to this supplier.
  4. Press Remove to take a product off the list.

The supplier's item code is printed on the purchase order after your product name, so their warehouse picks the right item.

Archive or restore a supplier

Archive a supplier you no longer buy from. It disappears from the list of suppliers for new orders. Old orders, receipts and invoices keep showing it.

  1. Press Archive on the supplier's row and confirm.
  2. To see archived suppliers, tick Show archived.
  3. To bring one back, press Restore on its row.

Import many suppliers from a CSV file

If your supplier list is in Excel or another system, you can bring it in at once.

  1. Go to Settings → Data migration.
  2. In the Suppliers step, press Import suppliers.
  3. Press Download template. Fill one row per supplier. The columns are code, name, contact_name, email, phone, address, tax_id, payment_terms_days, currency and notes. Only name is required.
  4. Save the file as CSV, then press Choose CSV… and pick it.
  5. Check the preview. It says how many rows are ready and how many were skipped.
  6. Press the Import button. Each row is created on its own, so one bad row does not stop the others. The results show which rows were created and which failed, with the reason.

If currency is empty in the file, your base currency is used. Empty payment terms become 0 (pay on delivery).

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