The Supplier Management module maintains your complete vendor directory and manages the entire Accounts Payable process, from purchase orders through to payment recording.
Adding a New Supplier
- Navigate to Suppliers in the left sidebar.
- Click Add New Supplier.
- Complete the supplier profile: company name, multiple contact persons, multiple phone numbers and email addresses, and full address.
- Set the Payment Terms and credit terms for this supplier.
- Click Save.
Viewing a Supplier Account
Each supplier profile displays a complete account overview:
- All purchase orders placed with this supplier
- All supplier invoices and their payment status
- Outstanding payable balance
- Full payment history
- Account statement report (available for download)
Supplier Invoices
Supplier invoices are generated automatically when a Purchase Order is fully received. You can also create them manually if required (for example, for service-based purchases not tied to a PO).
Once a supplier invoice is created from a PO receipt, the values are locked to the quantities and unit costs recorded at the time of receipt.
Recording a Supplier Payment
- Navigate to Suppliers, then select the supplier.
- Open the supplier invoice you wish to pay.
- Click Record Payment.
- Select the Payment Source (bank account or cash account) from which the payment will be deducted.
- Enter the payment amount and date.
- Click Confirm Payment.
Once a payment is recorded against a supplier invoice, the invoice is locked and the payment source balance is automatically reduced.
Supplier Account Statements
You can generate and download a complete account statement for any supplier showing all invoices, payments, and the current outstanding balance. Navigate to the supplier profile and click Download Statement.