How to add a Supplier

Overview

This guide explains how to add a new supplier, including access requirements, navigation options, and completing supplier details such as currency, VAT, and credit information.

Permissions

Adding suppliers is permission-based.

• Depending on your user role, you may not see the option to add suppliers.

• If the option is unavailable, contact your system administrator.

Ways to Add a Supplier

There are two main ways to add a supplier.

Option 1: Quick Add (Home Screen)

From the Home Screen:

1. Click the Quick Add – Supplier button.

Option 2: Suppliers Menu

From anywhere in the system:

1. Open the Suppliers menu on the left-hand side.

2. Go to the Suppliers List.

3. Click Add Supplier.

Supplier Setup Screen

When the Add Supplier screen opens, you will see a range of fields for capturing supplier information.

Required Fields

• Fields marked with a red asterisk (*) are required.

• The supplier record cannot be saved until all required fields are completed.

Entering Supplier Details

Basic Information

• Supplier Name (required)

• Supplier Code (optional)

Supplier codes are not mandatory and can be left blank if not required.

Address Details

• Supplier addresses can be searched and populated using Google Maps.

Currency

• Select the supplier currency as required.

• If the required currency does not exist, it can be created by:

  • Opening the Currency List, or

  • Navigating to Settings & Tools → Currencies

A separate training video is available for managing currencies.

VAT and Analysis Defaults

You can configure:

• VAT Type

• Default VAT Rate

• Default Analysis (Goods or Services, if applicable)

These defaults help speed up invoice entry and ensure consistency.

Credit and Account Management

• Credit Limit:

  • Informational only

  • Does not prevent posting supplier invoices

• Account Manager:

  • Assign a responsible user if required

Saving the Supplier

Once all required and relevant information has been entered:

1. Review the supplier details.

2. Click Save.

The supplier will now be available for use in purchasing and accounts payable.

Best Practice Tips

• Set currency and VAT defaults before posting supplier invoices

• Use Google Maps to ensure accurate address details

• Remember credit limits are informational and do not block posting

Summary

To add a supplier:

• Use Quick Add – Supplier from the Home Screen, or

• Navigate to Suppliers → Add Supplier

Remember:

• Adding suppliers is permission controlled

• Fields marked with a red asterisk are mandatory

• Currency, VAT, and analysis defaults save time later