Suppliers

The Suppliers module manages your organisation’s vendor and supplier database. Each supplier record stores company details, contact information, banking data, compliance documents, and approval status.

Supplier List

Navigate to Supplier in the left sidebar to see a filterable, sortable data table of all supplier records. Key columns include:

• Supplier Name – The registered company name.
• Contact Person – Primary contact name and email.
• Status – Pending, Approved, Rejected, or Inactive.
• Created Date – When the supplier record was added to the system.

Adding a Supplier

1. Click Add New Supplier on the Supplier list page.
2. Enter the supplier’s company name, contact person, email address, phone number, and physical address.
3. Optionally upload compliance documents (certificates, tax registration, insurance) directly onto the supplier record.
4. Add any notes or internal comments.
5. Click Save. The supplier is created with a Pending status.

Editing a Supplier

Click a supplier row to open its detail page. Edit any field and click Save. If the supplier has already been approved, some fields may be locked and require admin permissions to change.

Supplier Documents

The supplier detail page includes a section for attached documents. These can be compliance certificates, contracts, insurance policies, or any other supporting files. Documents attached here are stored in the document management system and linked to the supplier record.

Procure-to-Pay (P2P) Integration

Suppliers integrate directly with the Purchase Orders module. Only suppliers with an Approved status appear in the supplier dropdown when creating a new PO. This ensures all purchase orders are raised against verified vendors.

INFO

Regular users can create supplier records, but only users with the Manager, Admin, or Super Admin role can approve them. See the Supplier Approval page for details.