What You’ll Learn

By the end of this guide, you’ll be able to:

• Add and manage supplier records
• Link suppliers to purchases
• Track purchase history per vendor
• Evaluate supplier performance
• Streamline reordering

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Why Manage Suppliers?

Benefits of supplier tracking:

• 📊 Know who you buy from most
• 💰 Track spending per vendor
• 📈 Negotiate better terms
• 🔄 Simplify reordering
• 📋 Maintain contact records

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Adding a Supplier

During Stock In

Quickest method — while recording a purchase:

1. In Stock In, tap “Choose Supplier”
2. Tap ”+ Add New Supplier”
3. Enter supplier information:
   • Name (required)
   • Phone (optional)
   • Email (optional)
   • Address (optional)
4. Tap “Save”
5. Supplier auto-selected for this purchase

From Suppliers Section

1. Go to Suppliers (main menu)
2. Tap ”+” button
3. Fill in supplier details
4. Tap “Save”

Supplier Information to Collect

Essential:

• Company name
• Contact person
• Phone number

Recommended:

• Email address
• Physical address
• Payment terms

Optional:

• Tax ID
• Bank details
• Lead time
• Notes

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Managing Supplier Details

Viewing Supplier Profile

1. Go to Suppliers
2. Tap supplier name
3. View:
   • Contact information
   • Total purchase amount
   • Number of orders
   • Purchase history

Editing Supplier Information

1. Open supplier profile
2. Tap “Edit”
3. Update fields
4. Tap “Save”

Supplier Purchase History

Track all purchases from a supplier:

1. Open supplier profile
2. Scroll to Purchase History
3. See:
   • Date of each purchase
   • Products bought
   • Quantities
   • Total amounts

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Linking Suppliers to Purchases

Automatic Linking

When you select a supplier during Stock In:

• Purchase linked to supplier
• Appears in their history
• Counts toward their totals

Benefits of Linking

Benefit	How It Helps
Spending tracking	Know how much per vendor
Order history	See what you bought when
Price comparison	Compare costs over time
Reorder ease	Quick reference for restocking

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Supplier Reports

Viewing Supplier Performance

In Reports section:

1. Go to Reports → Suppliers
2. View metrics:
   • Total spending per supplier
   • Number of orders
   • Average order value
   • Purchase frequency

Top Suppliers

Identify your most important vendors:

1. Sort by total spent
2. See who you rely on most
3. Prioritize relationships
4. Negotiate better terms

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Best Practices

Supplier Setup

✅ Complete information

• Full contact details
• Multiple contact methods
• Clear payment terms

✅ Consistent naming

• Use official company names
• Avoid abbreviations
• Keep it professional

✅ Regular updates

• Update when contacts change
• Review annually
• Remove inactive suppliers

Purchase Tracking

✅ Always link purchases

• Select supplier for every Stock In
• Improves reporting accuracy
• Simplifies future reference

✅ Add reference numbers

• PO numbers
• Invoice numbers
• Delivery note numbers

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Troubleshooting

”Supplier not in list”

• Use search function
• Check spelling
• Add new if needed

”Cannot delete supplier”

• Has purchase history
• Archive instead of delete
• Keep for records

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FAQ

Q: How many suppliers can I add? A: Unlimited on all plans.

Q: Can a supplier also be a customer? A: Yes, create both records separately.

Q: Can I export supplier data? A: Yes, use export function in Suppliers section.