Suppliers

Overview

The Suppliers submodule is used to maintain a centralized database of all suppliers associated with the business. It stores supplier contact details, identification information, GST details, and supporting documents, making it easier to manage purchasing activities and maintain accurate supplier records.

Each supplier can be viewed, updated, or removed whenever required.

Interface Overview

The Supplier List displays all registered suppliers along with key information, including:

  • Supplier Code

  • Supplier Name

  • Email Address

  • Address

  • Mobile Number

  • GST Number

The page also provides:

  • Search to quickly find suppliers.

  • Filters to narrow supplier records.

  • Refresh to reload the latest data.

  • Pagination for navigating large supplier lists.


Adding a Supplier

To create a new supplier:

  1. Navigate to Master Data → Suppliers.

  2. Click Add Supplier.

  3. Enter the supplier details.

  4. Click Save.

The following details acan be configured while adding/editing a supplier

Field

Description

Supplier Photo

Upload a profile image for the supplier (optional).

ID Proof

Upload an identification document (optional).

Name

Name of the supplier or supplier organization.

Email

Supplier's email address.

Phone Number

Primary contact number.

Address

Complete supplier address.

ID Type

Select the identification type such as Aadhaar, Voter ID, Driving License, Passport, or Other.

Unique ID Number

Identification number corresponding to the selected ID type.

GST Number

Supplier GST registration number, if applicable.


Note: Supplier Photo and ID Proof are optional fields. Other mandatory fields must be completed before saving the supplier.

View Supplier

To view supplier information:

  1. Locate the supplier in the list.

  2. Click the Actions (⋮) menu.

  3. Select View.

The supplier profile opens in read-only mode, allowing users to review all recorded information without making changes.

Edit Supplier

To modify an existing supplier:

  1. Locate the supplier.

  2. Click the Actions (⋮) menu.

  3. Select Edit.

  4. Update the required information.

  5. Click Save.

The updated information is immediately reflected throughout the application.

Delete Supplier

To remove a supplier:

  1. Locate the supplier.

  2. Click the Actions (⋮) menu.

  3. Select Delete.

  4. Confirm the deletion.

Note: Deleting a supplier permanently removes the supplier record from the system. Ensure the supplier is no longer required before proceeding.

Searching and Filtering Suppliers

Use the Search box to quickly locate suppliers by entering their name, email address, phone number, GST number, or other searchable information.

Use the Filter option to narrow the supplier list based on the available criteria, making it easier to find specific supplier records in businesses with a large supplier database.

The Refresh button reloads the latest supplier records from the system.

Notes

  • Supplier records are used throughout the software while creating purchase orders, recording supplier transactions, inventory tracking, billing etc.

  • Keeping supplier contact information and GST details up to date helps ensure accurate purchasing and tax reporting.

  • Supplier Photo and ID Proof are optional and can be uploaded for easier identification and record keeping.

  • Each supplier should have a unique identification number corresponding to the selected ID Type whenever applicable.

  • Changes made to a supplier record are reflected wherever that supplier is referenced within the application.