Suppliers

Suppliers are the businesses you buy your stock from — your wholesalers, distributors and manufacturers. This page is where you keep their contact details and, importantly, a running tally of how much money you owe each one.

Who uses itOwners and buyers who order stock.

How long it takesAbout a minute to add a new supplier.

Where to find itOpen Purchase & Suppliers → Suppliers in the sidebar.

Overview

The Suppliers screen shows a list of everyone you buy from. For each supplier you can see their code, name, contact person, phone and — the figure most people care about — their outstanding (the total amount you still owe them). Click any row to open that supplier and edit their details or look at their history.

A supplier is shared across your whole company, so if you have more than one store they all draw on the same supplier list. You only enter a supplier once.

The supplier list showing names, contact details and outstanding balances — The supplier list: each row shows contact details and the balance you still owe.

Why it's useful

One place for every contact. Phone numbers, email and address are all kept together, so reordering is quick.
It tracks what you owe. Every purchase you receive adds to a supplier's balance, and every payment you record reduces it — so you always know where you stand.
It speeds up buying. When you create a purchase you just pick the supplier from a list instead of retyping their details.
It moves with you. You can bring an existing supplier list in from a spreadsheet, or export yours to share with your accountant.

How to add a supplier, step by step

Open the Suppliers screen
In the sidebar, open Purchase & Suppliers and click Suppliers.
Click "New supplier"
Use the New supplier button at the top of the list to open a blank form.
Fill in the basics
Enter the supplier's name, and a contact person, phone and email if you have them. A short code is created for you automatically — you don't need to invent one.
Add tax and address details (optional)
If the supplier is tax-registered, switch on that option and enter their tax registration number. You can also record their address, which is handy on printed purchase orders.
Set payment terms (optional)
If you've agreed to pay within a number of days (for example "Net 30"), enter that here. The system will use it to suggest a due date whenever you buy from them.
Save
Click Save. The supplier now appears in your list and is ready to use on a purchase.

Only the name is essential

You don't need to fill in everything. Add the name and save — you can always come back and complete the rest later.

Seeing what you owe

The Outstanding column shows, at a glance, how much you currently owe each supplier. Open a supplier to see the detail: a history of the purchases you've received from them and the payments you've made. To pay one of them, head to Supplier payments.

Importing and exporting

Like every list in the app, the supplier list supports import and export as CSV or Excel.

Import lets you bring a list of suppliers in from a spreadsheet — perfect when you're moving over from another system. You match your spreadsheet's columns to the app's fields, and it checks each row before saving.
Export downloads your current suppliers as a spreadsheet, useful for backups or sharing with your accountant.

Tips & best practices

Add a contact person and phone. When a delivery is late, you'll be glad the right number is one click away.
Set payment terms once. Recording "Net 30" on the supplier means every purchase gets the right due date without you doing the maths.
Don't worry about the code. The system generates a unique supplier code for you — leave it alone unless you have a reason to change it.

Notes & warnings

The outstanding balance is maintained for you. It goes up when you receive a purchase and down when you record a payment. Avoid editing it by hand — let the purchases and payments keep it accurate.

Suppliers are company-wide. A supplier you add is visible to every store, so there's no need to add the same wholesaler twice.