New Supplier Form

Basic Details

• Supplier Reference*: A unique alphanumeric code (e.g., 001/2026) used for quick searching and internal tracking. It automatically iterates, and the user can change the default iteration in Setup > Transactions Reference.
• Supplier Name*: The full legal name of the individual or company. This name will be printed on all official Purchase Orders and payment vouchers.
• Supplier Short Name*: A brief "nick-name" or trade name for easy identification in dropdown lists.
• Website: The supplier's official URL for quick access to their product catalogs or portals.
• Supplier’s Country: Select the country where the supplier is based. This determines if the purchase is domestic or an international import.
• States: Choose the specific state. Use the + icon to add any state not currently in the database.
• City: Select the city from the dropdown. Use the + icon to add a missing city immediately for precise logistics.
• Post/Zip Code: Enter the postal code to ensure accurate shipping and tax jurisdiction mapping.
• Supplier’s Currency: Select the specific currency used for transactions with this supplier (e.g., USD, EUR, INR).
• GST No / Tax ID: Specifically for users in relevant regions, enter the tax registration number. This is mandatory for claiming Input Tax Credit (ITC).
• PAN NO: Specifically for users in India, enter the 10-digit Permanent Account Number required for TDS compliance.
• TDS Class: Select the applicable Tax Deducted at Source category to automate statutory deductions during payment.
• Our Customer No: If your supplier also views you as a customer, enter the account number they have assigned to you for reference.

Bank Account Details

• Bank Account Number: The primary account number for processing payments.
• Bank Name / Account Name: The official name of the bank and the specific holder name as per bank records.
• IFSC Code / SWIFT Code: Codes required for domestic or international electronic wire transfers.

Purchasing and Credit Control

• Credit Limit: The maximum debt allowed with this supplier. The system will alert you if a new purchase exceeds this limit.
• Opening Balance: The unpaid balance brought forward from your previous system. If you owe the supplier, enter a positive value. If you have a debit balance (advance paid), enter it as a negative value.
• Prices contain tax included: Check this box if the unit prices provided by the supplier already include taxes, to avoid double-calculation.
• Payment Terms: The agreed-upon timeframe for payment (e.g., Cash Only, Net 30).

Accounts (GL Mapping)

• Accounts Payable Account: The liability ledger tracking the total money you owe to this supplier.
• Purchase Account: The expense or inventory ledger where the value of purchased goods is recorded.
• Purchase Discount Account: The ledger used to track discounts received from this supplier.

Contact Details

• Contact Person: The primary point of contact at the supplier's office.
• Phone Number: Primary mobile or landline for order follow-ups.
• Secondary Phone Number: Backup contact number for emergency logistics.
• Fax Number: Record traditional fax details if required.
• E-mail: The Supplier's Email Address for sending Purchase Orders and remittance advices.
• Document Language: The preferred language for any documents or correspondence generated for this supplier.

Address and Operational Defaults

• Billing Address: The official address where invoices should be sent and recorded.
• Shipping Address: The physical location from which the supplier ships goods, if different from the billing address.
• General Notes: A free-text area for internal comments, such as special delivery hours or quality requirements.
• Branch / Department: Associate the supplier with a specific internal division for localized reporting.

Custom Fields

• Go to Setup -> Preferences-> Show Add Custom Field on Forms

Import from Other ERP Systems

• Direct Path: Navigate to Supplier Module > Import/Export > Suppliers.
• Setup Path: Go to Setup > Import/Export > Suppliers.

• Supplier Name*: The full legal name of the vendor as it appeared in your previous records. This is a mandatory field.
• Short Name: A brief nickname or trade name for quick identification within the system.
• Tax ID / GSTIN: The official tax registration number (e.g., the 15-digit GSTIN for users in India). This is critical for tax compliance and ITC claims.
• Currency: The base currency used for transactions with this supplier (e.g., INR, USD, EUR).
• Payment Terms: The agreed-upon credit cycle (e.g., Cash Only, Net 30, Prepaid). Ensure these match the terms defined in your system setup.
• Tax Group: The default tax rule assigned to the supplier (e.g., GST, IGST, or Exempt).
• GL Accounts (Mapping): Enter the specific numeric ledger codes from your Chart of Accounts for Purchase Account, Purchase Discount Account, and Accounts Payable Account (e.g., 2614, 441).
• Address & Area: The physical billing location and the assigned procurement territory (e.g., Global, Local).
• Opening Balance: The outstanding balance carried over from your previous ERP. Use a positive value if you owe the supplier money, or a negative value if you have an advance/credit balance with them.

• Use the Template: Always click "Download Sample File" from the import page to ensure your columns match the required system headers exactly.
• Encoding and Separator: When uploading, ensure the Encoding is set to UTF-8 and the Column Separator matches your file format (typically a comma for CSV).
• Validate Data: Check for special characters or missing mandatory fields (marked with *) before clicking the Import button.
• One-Time Migration: Use this feature during your initial setup to move large volumes of data instantly and avoid manual entry errors.