Adding a Supplier 🏪

Suppliers are the companies you buy materials and supplies from. This guide will show you how to add suppliers to your system so you can track who you're buying from, manage relationships, and streamline your purchasing process.

Before You Start

Make sure you have:

• Access to the Inventory section (Manager or Admin role)
• Supplier information ready (company name, contact details, address)
• Contact person information (name, role, email, phone)
• Payment terms and business details

Step-by-Step Instructions

Step 1: Navigate to Suppliers

1. Look at the left sidebar on your screen
2. Find the "INVENTORY & SUPPLY" section
3. Click on "Suppliers" - this will take you to the suppliers list page

Step 2: Open the Add Supplier Dialog

1. Look for the "Add Supplier" button - it's usually in the top-right corner
2. Click the "Add Supplier" button (or the "+" icon)
3. A dialog will open with the supplier form

Step 3: Fill in Supplier Information

The form is organized into sections. Let's go through each one:

Company Information

• Company Name (required): The official business name

  • Example: ABC Steel Supply Co.
  • Use the legal business name as it appears on invoices

• Trade Name (optional): Alternative name if different

  • Example: ABC Steel (if that's how you know them)
  • Leave blank if same as company name

• Website (optional): Company website

  • Example: https://www.abcsteel.com
  • Useful for finding product catalogs and contact information

Contact Information

• Company Email (optional): General company email

  • Example: info@abcsteel.com
  • Used for general inquiries and notifications

• Company Phone (optional): Main business phone

  • Example: (555) 123-4567
  • Include area code and format consistently

• Telephone (optional): Alternative phone number

  • Example: (555) 123-4568 (fax or secondary line)
  • Useful if you have multiple contact numbers

Address Information

• Physical Address (optional): Company location
  • Enter the complete street address
  • Include city, state/province, and postal code
  • Used for shipping and billing purposes

Business Terms

• Payment Terms (optional): How you pay this supplier

  • Example: Net 30, Net 60, Due on Receipt
  • Standard terms for this supplier relationship

• Credit Terms (optional): Credit limit or terms

  • Example: $50,000 credit limit
  • Important for financial planning

• VAT Number (optional): Tax identification number

  • Example: VAT123456789
  • Required for some international transactions

• Legal Certificate (optional): Business registration or certification

  • Example: ISO 9001 Certified
  • Important for quality and compliance tracking

Additional Information

• Notes (optional): Any additional information
  • Example: Preferred supplier for steel products, 24-hour delivery available
  • Use this for important details about the relationship

Step 4: Save the Supplier

1. Review all the information you've entered
2. Click "Save" button
3. You'll see a success message confirming the supplier was created

Step 5: Add Supplier Contacts (Optional)

After creating the supplier, you can add contact persons:

1. Click on the supplier in your suppliers list
2. Go to the "Contacts" tab
3. Click "Add Contact" button
4. Fill in contact person details:
   • Name: Contact person's full name
   • Role: Their job title or role
   • Email: Their work email address
   • Phone: Their direct phone number
5. Click "Save" to add the contact

What Happens Next

The Supplier is Now Available

• It appears in your suppliers list
• You can select it when adding materials
• You can create purchase orders to this supplier
• You can track spending and performance

Supplier Management

• Performance tracking: Monitor delivery times, quality, pricing
• Relationship management: Keep contact information current
• Spending analysis: Track how much you spend with each supplier

Supplier Information Explained

Company vs Trade Name

• Company Name: The legal business name (used on invoices and contracts)
• Trade Name: The name you commonly use when referring to them
• Example: Company Name: ABC Steel Supply Co., Trade Name: ABC Steel

Payment Terms

• Net 30: Payment due within 30 days of invoice
• Net 60: Payment due within 60 days of invoice
• Due on Receipt: Payment due immediately upon receiving goods
• 2/10 Net 30: 2% discount if paid within 10 days, otherwise due in 30 days

VAT Numbers

• What it is: Value Added Tax identification number
• When needed: For international suppliers or tax reporting
• Format: Varies by country (e.g., VAT123456789, GB123456789)

Tips and Best Practices

Supplier Information Management

• Keep information current: Update contact details regularly
• Verify information: Double-check phone numbers and email addresses
• Document relationships: Use notes to track important details

Contact Person Management

• Primary contact: Designate one main contact person
• Backup contacts: Add secondary contacts for emergencies
• Role clarity: Be specific about each person's role and responsibilities

Payment Terms Strategy

• Negotiate favorable terms: Longer payment terms improve cash flow
• Track payment history: Monitor your payment performance
• Consider early payment discounts: Sometimes worth paying early for discounts

Address Management

• Shipping vs billing: Some suppliers have different addresses
• Multiple locations: Add multiple addresses if supplier has several locations
• International suppliers: Include country and proper postal codes

Troubleshooting

Supplier Not Appearing in Lists

• Check if the supplier is active (not deactivated)
• Verify you're looking in the right section
• Make sure you have permission to view suppliers

Can't Add Contact Person

• Make sure you've saved the supplier first
• Check if you have permission to edit supplier contacts
• Verify the contact form is properly filled out

Duplicate Supplier Error

• Check if the supplier already exists in your system
• Look for slight variations in the company name
• Consider using the existing supplier record

Payment Terms Issues

• Make sure payment terms are clearly defined
• Check if terms match your accounting system
• Verify terms are acceptable to your finance team

Next Steps

Now that you've added a supplier, you might want to:

• Adding a Material - Link materials to this supplier
• Creating Purchase Orders - Start buying from this supplier
• Managing Inventory - Track materials from this supplier
• Cost Tracking - Monitor spending with this supplier

Need Help?

• 📖 Check other guides in this documentation
• 🎯 Use the search feature to find specific information
• 💬 Contact support if you need additional help

That's it! You've successfully added a supplier to your system. 🎉