Suppliers

A supplier is any business you buy from. You need one before you can raise a purchase order or record a bill, and what you owe them is tracked against this record.

Add a supplier

1. Open Purchases›Supplier and click Add.
2. In Name, type the business name as it appears on their bills — matching their paperwork saves confusion later.
3. Leave Code empty to have one generated, or type your own.
4. If they are a Singapore-registered business, type their registration number and use the retrieve button to fill in the registered name and address.
5. Add their address and a contact.
6. Set Payment Term to whatever they give you. Due dates on their bills are worked out from it, which is what drives your payment reminders.
7. Click Save.

Change a supplier's details

1. Open Purchases›Supplier and click the row.
2. Change what you need, then click Save.

As with customers, a changed address applies to future documents only — anything already recorded keeps what it was created with.

Switch a supplier off

Suppliers cannot be deleted. Removing one would leave holes in bills you have already recorded and in your purchase history.

1. Open Purchases›Supplier and click the row.
2. Turn Active off and click Save.

They stay on your existing documents but stop appearing when you pick a supplier on anything new.

Other things you can do

• Record their bank details. Useful when you come to pay them, and it keeps the details in one agreed place rather than in someone's inbox.
• Add a second address if you collect from somewhere other than where they invoice from.
• Check what you owe. The payables aging report groups outstanding bills by how overdue they are.
• See what has changed. The Activity Log tab shows who edited the record.
• Add a lot of them at once. See Importing your existing data.

What can stop you

• If the name is rejected as already in use, a supplier with that name exists — possibly switched off. Use Filters to include inactive records.
• If a supplier does not appear when you are recording a bill, they are switched off. Turn Active back on.
• If confirming a bill complains about a missing account, this supplier has no GL Control Account and there is no company default to fall back on. See Accounting Defaults.
• If you cannot see the supplier list, your role does not include it. See Inviting your team.

For the full list of reasons a change is refused, see Why can't I edit or delete this?