New Supplier Form
A Supplier record is the master data the procurement cycle runs on. Without one you cannot raise a purchase order, record a goods receipt or process a bill — and the terms, tax registration and account mappings held here keep your payables, tax compliance and TDS accurate.
Where to find it
- Supplier > Supplier > + Add New Supplier
- Supplier > New > Supplier
- The
+icon beside any Supplier dropdown while raising a purchase order or bill.
Fields marked with an asterisk are mandatory.
Basic Details
| Field | Required | Description |
|---|---|---|
| Supplier Name | Yes | The legal name appearing on purchase documents. |
| Short Name | Yes | The abbreviation used in dropdowns and search. Imports reference the supplier by this. |
| Supplier Reference | Yes | The unique code tracking this vendor. |
| GST / VAT No | No | Their tax registration. Needed for input tax to be reclaimable. |
| Currency | Yes | The currency you trade with them in. |
Bank Account Details
Their bank name, account number and identifying codes — used when paying them and printed on remittance advice. Getting this right at setup avoids chasing details at payment time.
Purchasing and Credit Control
| Field | Description |
|---|---|
| Payment Terms | How long you have to pay. Drives the due date on every bill. |
| Credit Limit | The exposure agreed with this supplier. |
| Tax Included | Whether their prices normally include tax. Sets the default on purchase forms. |
| Tax Group | How tax is calculated on their bills. |
| Discount | Any standing discount they give. |
Set Tax Included to match how the supplier actually quotes. It becomes the default on every purchase document for them, and getting it wrong misstates both your stock cost and the input tax you reclaim.
Accounts (GL Mapping)
Payable and purchase discount accounts can be overridden per supplier. Leave blank to inherit from System and GL Setup. TDS settings, where you deduct tax at source, also sit here.
Contact Details
Phone, email and the primary contact. The full directory of people at the supplier lives on the Contacts tab.
Address and Operational Defaults
Their registered address, and the operational defaults that populate purchase documents — expected delivery location and shipping arrangements.
Custom Fields
Extra inputs where the standard form does not capture what you need, enabled under System Preferences.
Import from Other ERP Systems
Load suppliers in bulk with Suppliers Import. Import them before any purchase transaction or opening balance that references them.
Related pages
- Supplier List — find and manage suppliers
- Supplier View — the full record
- Purchase Order — what suppliers are used for
- Supplier Payment — paying them, including TDS
- Suppliers Import — creating them in bulk