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Suppliers

Suppliers are the vendors you purchase materials from. This guide covers how to add, view, and manage supplier information.

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Where to Find Suppliers

Location: Sidebar → Suppliers Or access when creating a PO: PO Form → Supplier dropdown

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Supplier List Page

The Suppliers page shows all registered suppliers.

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Columns Displayed

ColumnDescription
Supplier NameCompany/business name
Contact PersonPrimary contact
PhoneContact number
EmailEmail address
CategoryMaterial type they supply
StatusActive / Inactive
ActionsView, Edit, Delete

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Filtering Suppliers

FilterOptions
CategoryLeather, Accessories, Lining, Other
StatusActive, Inactive
SearchSearch by name or contact

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Adding a New Supplier

1

Go to Suppliers

Sidebar → Suppliers
2

Click + Add Supplier

Top right of page
3

Fill in supplier details

Complete the form (see fields below)
4

Save

Supplier added to system

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Supplier Form Fields

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Required Fields

FieldWhat to EnterExample
Supplier NameBusiness/company nameLeather House Ltd
CategoryPrimary material typeLeather

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Optional Fields

FieldWhat to EnterExample
Contact PersonPrimary contact nameAli Khan
PhoneContact number+92 300 1234567
EmailEmail addressali@leatherhouse.pk
AddressBusiness address123 Main St, Lahore
CityCity locationLahore
CountryCountryPakistan
NotesAdditional informationSpecialist in goat leather

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Supplier Categories

CategorySuppliers For
LeatherLeather materials (cow, goat, lamb, etc.)
AccessoriesHardware, zips, buckles, rivets
LiningLining fabrics, cotton, polyester
OtherMiscellaneous materials
A supplier can supply multiple material types. Select the primary category. Add notes for additional materials they provide.

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Viewing Supplier Details

1

Go to Suppliers

Sidebar → Suppliers
2

Find the supplier

Search or scroll the list
3

Click on supplier row

Opens supplier detail view

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Supplier Detail Shows

SectionInformation
Contact InfoName, phone, email, address
CategoryMaterial type they supply
StatusActive or Inactive
NotesAdditional information
Purchase OrdersPOs created for this supplier

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Editing a Supplier

1

Find the supplier

Suppliers → Search or scroll
2

Click Edit

Pencil icon or Edit button
3

Update fields

Modify any information
4

Save

Changes saved

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What Can Be Edited

FieldEditable
Supplier NameYes
Contact PersonYes
PhoneYes
EmailYes
AddressYes
CategoryYes
NotesYes
StatusYes

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Activating/Deactivating Suppliers

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Making a Supplier Inactive

Use when you no longer work with a supplier but want to keep records.
1

Open supplier

Suppliers → Click on supplier
2

Click Edit

Edit button
3

Change Status to Inactive

Toggle or select Inactive
4

Save

Supplier deactivated
What happens:
  • Supplier won’t appear in PO dropdowns
  • Historical POs remain linked
  • Can be reactivated later

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Reactivating a Supplier

1

Filter by Inactive

Suppliers → Status filter → Inactive
2

Find the supplier

In inactive list
3

Edit and change to Active

Status → Active
4

Save

Supplier reactivated

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Deleting a Supplier

Only delete suppliers with no associated POs. If a supplier has POs, deactivate instead.
1

Find the supplier

Suppliers list
2

Click Delete

Trash icon (if available)
3

Confirm deletion

Supplier removed
If Delete is not available, the supplier has existing POs. Use Deactivate instead to preserve records.

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Using Suppliers in POs

When creating a Purchase Order:
1

Open PO form

Procurement → + New PO
2

Click Supplier dropdown

Field in form
3

Search or select

Only Active suppliers shown
4

Select supplier

Supplier assigned to PO

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Supplier Not in Dropdown?

ReasonSolution
Supplier not addedAdd supplier first
Supplier is InactiveReactivate the supplier
Typo in searchCheck spelling

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Viewing Supplier’s POs

To see all purchase orders for a specific supplier:
1

Open supplier

Suppliers → Click on supplier
2

Go to Purchase Orders section

Shows all POs for this supplier
Or from Procurement:
1

Go to Procurement

Sidebar → Procurement
2

Filter by Supplier

Supplier filter → Select supplier
3

View filtered list

Shows only POs for that supplier

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Common Scenarios

SituationAction
Adding a new vendorSuppliers → + Add Supplier → Fill form
Supplier changed phone numberEdit supplier → Update phone → Save
Stopped working with supplierEdit → Change status to Inactive
Supplier not showing in PO dropdownCheck if Active, add if not exists
Need supplier’s PO historySupplier Detail → Purchase Orders section
Supplier supplies multiple materialsSelect primary category, add others in Notes
Supplier merged with another companyUpdate name, keep same record

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Troubleshooting

Cause: Filters hiding the supplier or supplier not added.Solution:
  1. Clear all filters
  2. Check Status filter includes Active/Inactive as needed
  3. Search by partial name
  4. If not found, add as new supplier
Cause: Supplier is Inactive.Solution:
  1. Go to Suppliers
  2. Filter by Inactive status
  3. Find supplier and Edit
  4. Change Status to Active
  5. Save
Cause: Supplier has associated POs.Solution: Deactivate instead of delete. This preserves PO history while hiding supplier from future use.
Cause: Same supplier added twice with different names.Solution:
  1. Identify which has more POs
  2. Keep that one, deactivate the other
  3. Consider updating name for consistency
Cause: Wrong supplier selected on PO.Solution:
  • If PO is Draft: Edit PO → Change supplier
  • If PO is Pending/Approved: Cannot change. May need to create new PO.
Cause: Selected wrong category when adding.Solution: Edit supplier → Update category → Save.

Creating Purchase Orders

How to create POs

Procurement Overview

Module introduction

Material Workflow

Managing sample materials