Suppliers
Suppliers are the vendors you purchase materials from. This guide covers how to add, view, and manage supplier information.Where to Find Suppliers
Location: Sidebar → Suppliers Or access when creating a PO: PO Form → Supplier dropdownSupplier List Page
The Suppliers page shows all registered suppliers.Columns Displayed
Filtering Suppliers
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
Supplier Form Fields
Required Fields
Optional Fields
Supplier Categories
A supplier can supply multiple material types. Select the primary category. Add notes for additional materials they provide.
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
Supplier Detail Shows
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
What Can Be Edited
Activating/Deactivating Suppliers
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
- Supplier won’t appear in PO dropdowns
- Historical POs remain linked
- Can be reactivated later
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
Deleting a Supplier
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.
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
Supplier Not in Dropdown?
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
1
Go to Procurement
Sidebar → Procurement
2
Filter by Supplier
Supplier filter → Select supplier
3
View filtered list
Shows only POs for that supplier
Common Scenarios
Troubleshooting
Can't find supplier in list
Can't find supplier in list
Cause: Filters hiding the supplier or supplier not added.Solution:
- Clear all filters
- Check Status filter includes Active/Inactive as needed
- Search by partial name
- If not found, add as new supplier
Supplier not showing in PO dropdown
Supplier not showing in PO dropdown
Cause: Supplier is Inactive.Solution:
- Go to Suppliers
- Filter by Inactive status
- Find supplier and Edit
- Change Status to Active
- Save
Can't delete supplier
Can't delete supplier
Cause: Supplier has associated POs.Solution: Deactivate instead of delete. This preserves PO history while hiding supplier from future use.
Duplicate supplier entries
Duplicate supplier entries
Cause: Same supplier added twice with different names.Solution:
- Identify which has more POs
- Keep that one, deactivate the other
- Consider updating name for consistency
Need to change supplier on existing PO
Need to change supplier on existing PO
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.
Supplier category wrong
Supplier category wrong
Cause: Selected wrong category when adding.Solution: Edit supplier → Update category → Save.
Related Guides
Creating Purchase Orders
How to create POs
Procurement Overview
Module introduction
Material Workflow
Managing sample materials