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Introduction

The Suppliers section helps you maintain a database of vendors who provide products to your business. Track supplier contact information, manage relationships, and streamline your product ordering process.

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Key features

  • Supplier Database: Centralised list of all your product vendors
  • Contact Management: Store supplier names, contact persons, emails, and phone numbers
  • Integration: Linked to Supplier orders for streamlined ordering

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Managing suppliers

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Viewing your supplier list

  1. Navigate to Suppliers in the sidebar
  2. View the table showing all suppliers with:
Suppliers list showing supplier name, contact person, email, and phone for each vendor
  • Supplier name (business name)
  • Contact name (person at the supplier)
  • Email
  • Phone

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Adding a new supplier

  1. Click the Add supplier button (top right)
  2. Fill in the supplier form:
    • Supplier name (required): The business or company name
    • Contact first name (Optional): First name of your sales rep or contact person
    • Contact last name (Optional): Last name of your sales rep or contact person
    • Email (Optional): Supplier’s email address
    • Phone number (optional): Supplier’s contact phone
  3. Click Save to add the supplier

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Editing a supplier

  1. Find the supplier in the list
  2. Click the Edit (pencil) icon
  3. Update any information on the Details tab
  4. Click Save to store changes

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Products you order from a supplier

The supplier panel has a second tab, Products, listing every product you’ve ordered from that supplier. It’s built from your order history — there’s no assignment to maintain, so a product appears as soon as it’s on one of their stock orders. Each row shows:
  • Product name
  • Last ordered — the date of the most recent stock order containing it
  • Total ordered — the number of units across all their orders
  • Last received unit cost — what you actually paid per unit the last time a delivery of it was received. Products on an order you haven’t received yet show Not received yet.
Cancelled orders are excluded, so a withdrawn order never looks like a purchase.

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Archiving a supplier

Suppliers cannot be deleted directly — they must be archived first.
  1. Click the three-dot menu next to the supplier
  2. Select Archive
  3. Confirm in the dialog
Archived suppliers are hidden from the active list but can be viewed using the status filter. To restore an archived supplier, select Restore from the three-dot menu on the archived supplier. To permanently delete a supplier, it must be archived first. Click the three-dot menu on the archived supplier and select Permanently delete. You must type the supplier’s name to confirm.
Consider archiving inactive suppliers rather than deleting them to preserve your order history and records.

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FAQs

Q: Can I add a supplier without contact information? A: You need at least the supplier name. Contact info is optional but recommended. Q: What if I have multiple contacts at one supplier? A: Add the primary contact. You can update this as your main contact changes. Q: What happens to orders if I archive a supplier? A: Historical orders remain. The supplier is hidden from the active list but can be restored at any time. Q: How do I reactivate an archived supplier? A: Use the status filter to show archived suppliers, then click the three-dot menu and select Restore. The supplier returns to the active list with all their records intact.
With an organised supplier database, you’ll streamline your ordering process, maintain vendor relationships, and always have contact information at your fingertips when you need it.