🏢 Suppliers – Manage Your Vendors #
1. Navigate to “List Suppliers” #
- Log in to your back-office.
- From the left-hand purple sidebar, click Suppliers.
- Select List Suppliers.
- The screen shows:
- A collapsible Filters panel on top.
- An All your Suppliers table.
- Buttons for
Export/Printand a purple + Add button (top-right).
2. Use the Filter Bar #
The toggle switches help you focus on specific balances:
- Purchase Due – suppliers you owe money to.
- Purchase Return – returns pending.
- Advance Balance – suppliers holding pre-payments.
- Opening Balance – suppliers set up with opening balances.
Additional drop-downs:
- Assigned To – filter by staff member.
- Status – Active, Inactive, etc.
After setting filters, the list updates automatically.
3. Add a New Supplier #
- Click the purple + Add button.
- Enter supplier details:
- Business / Display Name
- Contact ID & Person Name
- Email, Mobile, Tax Number
- Address, Zone, Geo-coordinates
- Opening / Advance Balance (optional)
- Click Save. The supplier appears in the table instantly.
4. Supplier Row “Actions” Menu #
Each row begins with a purple Actions button (dropdown). Common options:
- View – open the supplier’s profile.
- Edit – update contact info or balances.
- Ledger – see full statement of purchases, payments & returns.
- Add Payment – record a payment made to the supplier.
- Delete (if no transactions attached).
5. Table Tools & Shortcuts #
- Search: The box (top-right) filters by name, contact ID or mobile.
- Show Entries: Change pagination size (10 / 25 / 50 / All).
- Export / Print: Buttons generate CSV, Excel, PDF or a print-ready list.
- Column Visibility: Hide rarely-used columns to simplify the view.
- Sticky Footer Totals: Grey bar at bottom sums money columns (e.g., Total Purchase Due).
6. Troubleshooting #
| Issue | Likely Cause | Solution |
|---|---|---|
| Cannot delete supplier | Supplier linked to purchases/payments. | Deactivate instead or archive after clearing related transactions. |
| Totals mismatching | Filters active or transactions back-dated. | Clear filters, recalculate balances from Reports ➜ Ledger. |
| Missing in Purchase screen | Status set to Inactive. | Edit supplier & switch status to Active. |
7. Best Practices #
- Use consistent contact IDs (e.g.,
SUP0001) for traceability. - Record geo-location for delivery routing & mapping.
- Review the Ledger each month to reconcile balances.
- Export the supplier list quarterly for financial audits.
8. Done! 🎉 #
You now know how to add, filter, export, and manage suppliers, as well as handle payments and ledgers. Happy sourcing & smooth purchasing!
