Suppliers
Manage your suppliers, their details and their purchase history
Supplier Management
The Suppliers section centralises the parties you buy from, their details and their purchase history.
The supplier list
Open the Suppliers menu in the Management section. Four indicators summarise your base:
| Indicator | Meaning |
|---|---|
| Suppliers | Total number, with the number of active suppliers |
| With purchases | Suppliers linked to at least one purchase, and the number never used |
| Duplicates detected | Records that may be duplicates, worth reviewing |
| Purchases | Number of purchases, across all suppliers |
The Supplier list table filters by category and by status, and searches by name, email or VAT number.
Suppliers are created automatically when a purchase invoice is imported. You therefore do not have to build your base by hand: it fills up as you import your purchases. Manual creation stays available for preparing a record in advance.
Creating a supplier
Click New supplier at the top right. The form is organised into five sections.
Identity
| Field | Notes |
|---|---|
| Name | The supplier's name |
| Internal reference | Your own filing code |
| VAT no. | Type it without spaces or punctuation. Unique per company |
Address
Address (street and number), Postcode, City and Country — the last one is a selector, set to BE by default.
Contact
Email, Phone, Contact person and Website.
Bank details
IBAN, BIC / SWIFT, Bank and Account holder.
The IBAN saved here is the reference used to detect an account change on an invoice. It is a protection against transfer fraud: if a purchase invoice shows an IBAN different from the one on the record, the discrepancy can be caught before payment. Fill it in as soon as you know it.
Settings
- Category — how the supplier is filed, "No category" by default
- Payment term (days) — 30 by default
- Active supplier — a switch, on by default
An inactive supplier stays readable but is no longer offered when entering data. Deactivate rather than delete a record linked to past purchases, so your history survives.
Internal notes
A free-text area, visible only to your team. These notes are never passed on to the supplier, neither on a document nor by email.
Finish with Create, or Cancel to discard.
Importing and exporting
Two buttons at the top of the list complement manual entry:
- Import — fills your base from a file
- Export — downloads your supplier list
Duplicates
The Duplicates detected indicator flags records that seem to point at the same party. Since suppliers are created automatically when purchase invoices are imported, spelling variants can produce several records for one company. Review this indicator regularly to keep a reliable purchase history.
Link with purchases
Every supplier carries the history of the purchases attached to them. See Purchases for recording and tracking purchase invoices, and Purchase approval for requiring a second approver above a threshold.