Suppliers
Go to: Purchase → Supplier
A supplier is a party you buy from. The supplier record is what every purchase document points at — quotations, orders, GRNs, invoices, and payments all resolve back to it, which is why spend analysis and ageing reports work without any extra setup.
Suppliers and customers share the same underlying party record, distinguished by type. That is deliberate: a company that both buys from you and sells to you is one party with one balance history, not two disconnected records.
Supplier fields
| Field | What it means |
|---|---|
| Name | Supplier’s registered or trading name |
| Type | Supplier (as opposed to Customer) |
| Industry | Industry classification, for grouping and analysis |
| Currency | The currency you normally transact in with this supplier |
| Website | Supplier’s website |
| NTN | National Tax Number |
| STRN | Sales Tax Registration Number |
| Account | The payable account this supplier posts to |
Addresses
A supplier can hold several addresses, each with:
| Field | What it means |
|---|---|
| Address Type | What this address is for |
| Address, Road, Code | The address itself |
| City / Country | Location |
| Phone Number | Contact number for this address |
| Is Default Billing | Used as the default Bill To on documents |
| Is Default Delivery | Used as the default Deliver To on documents |
Contacts
| Field | What it means |
|---|---|
| Name / First Name / Last Name | The person |
| Their email | |
| Phone Number | Their direct number |
| WeChat Number | Messaging contact, useful for overseas suppliers |
| Contact Type | The kind of contact this is |
Creating a supplier
Open the supplier list
Navigate to Purchase → Supplier and click New.
Enter the basics
Name, type Supplier, industry, and the currency you buy in.
Add tax identifiers
Enter NTN and STRN. These print on purchase documents and are needed for tax reporting.
Add addresses and contacts
Mark one address as Default Billing and one as Default Delivery so new documents fill themselves in.
Link the payable account
Set the Account so purchase invoices and payments post to the right ledger.
Save
The supplier is now selectable on quotations, orders, GRNs, and invoices.
Currency
The supplier’s currency drives the default currency on their purchase documents. Where that differs from your organization currency, each document carries an exchange rate, and the ledger stores values in the organization currency so reporting stays consistent.
Set the supplier’s currency before raising their first order. Changing it later does not restate documents that already exist.
Bulk import
A Suppliers CSV template ships with the product for loading suppliers in bulk, including address and contact columns. Import suppliers before importing any purchase history that references them. See Data Import & Export.
Where suppliers appear
| Document | How the supplier is used |
|---|---|
| Supplier Quotation | Whose prices these are |
| Purchase Order | Who you are committing to |
| GRN | Who delivered the goods |
| Purchase Invoice | Who you owe |
| Payment Entry | Who you are paying |
Reports
| Report | Answers |
|---|---|
| Purchase by Supplier | Total spend per supplier |
| GRN by Supplier | What each supplier actually delivered |
| Accounts Payable / Ageing | What you owe and how overdue it is |
| Delivery Schedule Report | Whether a supplier delivers on the dates they promise |
Tips
- Use the supplier’s registered name for the master and keep trading names in the description — tax documents must match the registration.
- Fill in NTN and STRN up front. Chasing them at invoice time delays payment.
- Mark default billing and delivery addresses; it removes a repeated manual step on every order.
- Do not create a second supplier record for a different branch — add another address instead, so spend stays consolidated.