Managing Suppliers (Vendors)

The Supplier List acts as your central vendor master ledger. It tracks contact credentials, billing information, assigned accounts payable ledgers, and live outstanding debt balances (Total Due) owed to each supplier for procurement orders.

Step-by-Step Guidance

Part 1: Monitoring Supplier Accounts & Balances

1. Navigate to the Supplier Directory:

   • In the sidebar menu, open User Module and select Supplier List.

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2. Review Key Vendor Metrics:

   • Image & Supplier Details: Shows the business name, representative name, contact telephone, email address, and physical location.

   • Total Due: Displays the real-time outstanding balance owed by your organization to that supplier.

3. Locate Specific Suppliers:

   • Use the Search field above the table to search instantly by supplier name or phone number.

   • Use the export icons (PDF, CSV, Excel, Print) on the upper right to extract supplier statements and aging balance reports.

4. Perform Vendor Actions:

   • Click the blue Action dropdown button on any row to edit vendor credentials, inspect purchase orders, review settlements, or manage payables.

Part 2: Adding a Supplier Individually

1. Open the Creation Screen:

   • Click the blue + Add Supplier button in the upper-left corner of the supplier list.

   • The Add Supplier registration screen will appear.

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2. Dual-Entity Option:

   • If this business partner acts as both a vendor from whom you purchase and a client who buys products from you, check the Both Customer and Supplier box at the top.

3. Enter Identity & Contact Fields:

   • Name *: Enter the direct contact person or lead vendor contact.

   • Company Name: Enter the official registered commercial entity title.

   • Phone Number *: Enter the primary business phone number.

   • Email & VAT Number: Provide contact email for purchase orders and corporate tax registration numbers.

   • Address, City, State, Postal Code, Country: Complete the vendor dispatch/billing address fields.

   • Image: Click Choose File to attach a logo or business card image.

4. Map Financial Ledger Accounts:

   • Payable Account: Select the general ledger account where liability balances will be recorded (default: ACCOUNT PAYABLE).

   • Receivable Account: If the vendor is also a customer, designate their accounts receivable sub-ledger.

5. Finalize Registration:

   • Click the dark blue Add Supplier button to save the partner profile.

Part 3: Bulk Importing Suppliers via CSV

1. Launch the Supplier Import Modal:

   • Click the dark Import Supplier button at the top of the Supplier List page.

   • The Import Supplier modal dialog will display.

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2. Retrieve the Format Template:

   • Click the blue Download button under the Sample File block to download the official template file.

   • Format your supplier database according to the required sequence: name*, image, company_name*, vat_number, email*, phone_number*, address*, city*, state, postal_code, country.

   • (Note: Profile pictures must be placed inside the public/images/supplier folder to appear correctly).

3. Upload and Submit:

   • Click Choose File under Upload CSV File *, select the prepared CSV document from your computer, and click Submit. The complete vendor roster will load directly into the system.