Purchase
Add and manage suppliers
Create a supplier with contact, tax and credit details, then use the supplier profile to read purchase orders, transactions and activity logs.
Updated 12 September 2026
Suppliers are master data, which means other records depend on them. Every purchase order, goods received note, purchase bill, debit note and payment is linked to a supplier, so enter supplier details carefully the first time.
Open the suppliers page
- Go to the left navigation panel.
- Click Purchase.
- Open Suppliers.
The page shows the total number of active suppliers. Import Suppliers and Add Supplier are at the top right. Use the search box to find a supplier by name. Filter Data narrows the list, and the records per page selector sets how many rows each page shows. The options menu holds View Inactive Suppliers. The table lists the supplier name, credit limit, phone number, email address and an options field that opens the profile.
Add a supplier
- Open Suppliers.
- Click Add Supplier.
Required fields:
- Supplier Name
- Primary Contact Number
- Primary Contact Person
- Primary Email Address
Optional fields: landline number, credit limit, payment terms, PAN number, VAT number, supplier location and a description.
You must enter either a PAN number or a VAT number. If you leave both empty, the form shows a validation notice and does not save. This keeps a tax ID on every supplier, which matters when the purchase is claimed.
To record a second email address and phone number, switch on Add Secondary Contact Info. Click Save Supplier to create the record, or Cancel to discard it. You can use a new supplier in purchase workflows straight away.
Read a supplier profile
In the suppliers table, click the options field on a row. The left section shows the supplier name, supplier ID, primary contact person, contact number, email address, PAN number, VAT number, credit limit and address.
The right section has four tabs:
- Overview: recent purchase orders, transactions and logs, with shortcuts to each full list.
- Purchase Orders: every order for this supplier. Click one to open the order details.
- Transactions: the payment and billing history. Click one to open the related purchase bill.
- Logs: system activity recorded for the supplier.
To start a new order for this supplier, click Create Purchase Order at the top of the page.
Edit or disable a supplier
The Options menu holds Edit Supplier and Disable Supplier. Edits apply across purchase workflows straight away. You cannot use a disabled supplier on new documents. It stays linked to its purchase history and appears under View Inactive Suppliers.