# Suppliers

Suppliers are vendor master records used on every purchase transaction, payment, and supplier report. Maintain accurate supplier details here before creating quotations, orders, and invoices.

On this page

Overview Fields Contacts How It Works Actions FAQ Related

Overview & List View

Go to Purchase → Suppliers from the left menu. The supplier list shows all vendors with search and filter options. From here you create profiles, update contact and tax details, suspend inactive suppliers, and export the list for analysis. Master data screen — edit suppliers directly from the list or view. There is no Master Update workflow on suppliers. List columns | **Column** | **Description** | |------------|-----------------| | Id | Supplier record ID. | | Supplier Code | Short code that identifies the supplier. | | Name | Supplier or company name. | | Supplier group | Supplier Group classification. | | GSTN | GST registration number (India). | | TRN | Tax registration number (UAE/GCC). | | Phone | Primary phone. | | Email | Primary email. | | Created on | Date the supplier was created. | | Status | Active or Suspended. | Quick filter tabs | **Tab** | **Shows** | |---------|-----------| | Active | Active suppliers (default). | | Suspended | Suspended suppliers. | Advanced filters | **Filter** | **Description** | |------------|-----------------| | Id | Filter by record ID. | | Name | Search by supplier name. | | Supplier Code | Search by code. | | Phone | Search by phone. | | Supplier group | Filter by group. | | Status | Active or Suspended. | | Branch | Filter by branch when multi-branch is enabled. | | Description | Search in description. | | Created Date | Date the supplier was created. | List widgets | **Widget** | **Description** | |------------|-----------------| | Quick search | Fast text search across the supplier list. | List header actions | **Action** | **Description** | |------------|-----------------| | New | Opens the new supplier form. | | Export | Download the supplier list to Excel. | List row actions | **Action** | **Description** | |------------|-----------------| | View | Opens read-only supplier details. | | Edit | Opens the supplier edit form (full page). | | Delete | Removes the supplier when no linked transactions. | | Suspend | Deactivates the supplier. | | Activate | Re-enables a suspended supplier. | | Clone | Creates a copy of the supplier profile. | | Print | Prints the supplier view. | Supplier List Supplier list Create New Supplier New supplier form

Fields

Basic Details

| **Field** | **Description** | |-----------|-----------------| | Name * | Supplier or company name. Must be unique. | | Native Name | Name in local script or language. | | Email | Primary email. May be mandatory when configured in Purchase Settings. | | Phone | Primary phone. May be mandatory when configured in Purchase Settings. | | Secondary Phone | Alternate contact number. | | Supplier code | Short code that identifies the supplier. Must be unique when filled. | | Supplier group | Supplier Group classification. May be mandatory in Purchase Settings. | | Branch | Default branch when multi-branch is enabled. | | Description | Free-text notes about the supplier. |

Legal & Compliance

Country-specific tax and registration fields (shown based on company country and settings): | **Field** | **Description** | |-----------|-----------------| | GSTN | GST registration number (India). Includes validate action when enabled. Purchase documents and Tax Reg. No columns use this number when the document date falls in the GST date window. | | GST Registration Date | Start of validity for the supplier GSTN. Leave blank for no start date. | | GST Reg. Cancelled Date | End of validity for the supplier GSTN. Leave blank if still active. After this date, purchase documents do not print this GSTN. | | PAN, TIN, CST, TRN, CRN, VAT | Other regional tax identifiers | | Udyam Number | MSME registration (India) | | Trade License Number | Must be unique when filled. | | Trade License Expiry | |

Commercial Terms

| **Field** | **Description** | |-----------|-----------------| | Default Payment Term | Default terms on new purchase documents. | | Currency | Default currency when multi-currency is enabled. | | Is subcontractor ? | Flags supplier as a subcontractor for subcontracting purchase orders. | | Supplier Center | Linked supplier center when center tracking is enabled. |

Addresses

Multiple addresses per supplier. Each address line includes: | **Field** | **Description** | |-----------|-----------------| | Label | e.g. Head Office, Warehouse | | Address Line 1, Address Line 2 | | | Country | May be mandatory in Purchase Settings. | | State/Province | May be mandatory in Purchase Settings. | | District/Region, Area | | | Pin Code | |

In the Select address modal (opened from purchase documents and supplier screens), each address card has a ⋮ menu with Suspend and Activate. Suspended addresses show a Suspended tag, appear greyed out, and cannot be selected. Set Primary is not available on suspended addresses.

Contact Details

Multiple contacts per supplier: | **Field** | **Description** | |-----------|-----------------| | First Name, Last Name | | | Phone, Email | | | Title, Department | |

On the supplier view, each contact card has a ⋮ menu with Suspend and Activate. Confirm the action. Suspended contacts stay on the supplier with a Suspended tag and a muted card. They are hidden from the Contact person picker on new purchase documents. Activate makes the contact available again.

Removing a contact row on supplier edit still deletes that contact. Use suspend from view when the person should no longer be used on new bills but the record must stay (for example, they are already linked on a purchase invoice).

> Mandatory fields on save can include Supplier Group, Phone, Email, State, and Country when selected under Supplier mandatory fields in Purchase Settings.

How It Works

On purchase transactions

When a supplier is selected on a purchase quotation, order, invoice, or related document:

Payments & outstanding

Supplier master links to Payment Out vouchers and payables tracking. Outstanding balances on purchase bills roll up to supplier-level totals in payment and ageing reports.

Supplier Summary widget

On purchase bill entry screens, Supplier Info. opens Supplier Summary — recent purchases, outstanding balance, and activity for the selected supplier without leaving the document.

Mandatory fields from settings

Supplier mandatory fields in Purchase Settings can require Supplier Group, Phone, Email, State, and Country on save. Missing fields block create and update with a validation message.

Connected reports

Actions

List header: New See List header and row actions for Export, Edit, Delete, Suspend, Activate, Clone, and Print. Form buttons: Update, Reset, Cancel See Overview & List View for columns, filters, widgets, and row actions.

FAQ

Can existing supplier data be migrated?
Yes. Provide supplier details in the migration Excel template shared by the implementation team. Migration can include supplier master data and opening balances. Which fields are mandatory?
Name is always required. Additional fields depend on Supplier mandatory fields in Purchase Settings. Can I delete a supplier with purchase history?
No. Suspend the supplier instead to prevent use on new documents while keeping history. What is Supplier code used for?
Used for quick identification in lists and reports. How is opening balance recorded?
Use Supplier Opening Balance for payables at go-live, not the supplier form directly. How is Supplier code assigned?
If auto-generate is turned on for suppliers in Number Settings, the system generates the Supplier code automatically from the numbering sequence. If it is off, enter the code manually. Why can't I delete a supplier?
Suppliers with a closing balance in accounts cannot be deleted. Set the supplier to inactive or suspended instead. Which extra fields are mandatory?
Beyond Name, required fields depend on Supplier mandatory fields in Purchase Settings — for example group, phone, email, state, or country. How does multi-branch affect new suppliers?
When multi-branch is enabled, new suppliers may receive a default branch from your user settings. Can I record opening balance from the supplier screen?
Some workflows allow quick opening balance entry when adding a supplier. For full control with reference bills, use Supplier Opening Balance. How do I suspend a contact person?
Open the supplier view, open the ⋮ menu on the contact card, and choose Suspend. Confirm. The contact stays on the supplier with a Suspended tag. Use Activate on the same menu to restore it. You need contact suspend / activate access. Does suspending a contact remove them from old purchase invoices?
No. Existing documents keep the contact that was saved on them. Suspend only stops the contact from being selected on new transactions. Video — Suppliers overview