Adding a New Supplier

This guide explains how to add a new supplier, all the fields of the supplier form, and how to edit the sequence of the Supplier Number (supplier code).

Steps to add a supplier

1. From the main menu, click Purchases, then Suppliers.
2. Click New Supplier.
3. Enter the supplier details and account details as described in the tables below.
4. Click Save. The message Supplier has been saved appears.

You can also quickly add a supplier while creating a purchase invoice, using the New Supplier button next to the supplier field.

Supplier Details

Field	Description
Business Name (required)	The supplier’s name as it appears in transactions and reports.
First Name / Last Name	The name of the contact person at the supplier.
Telephone / Mobile	Contact numbers.
Address	Street Address 1, Street Address 2, City, State and Postal Code. In Saudi accounts, the national address appears instead: Building No., Street Name, Secondary No., District, City, Postal Code and Short Address.
Country	The supplier’s country (your account’s country by default).
Tax number / commercial registration	These appear based on the supplier’s country and are optional (for example, VAT Number and C.R for Saudi Arabia). The supplier’s tax number appears in the tax report.
Add Secondary Address	Another address for the supplier.
Add Contact	Add other people at the supplier with their name, email, telephone and mobile.

Account Details

Field	Description
Supplier Number	The supplier code. It’s filled in automatically with the next number in the sequence. Details.
Currency	The default currency for the supplier’s transactions (your account’s currency by default).
Opening Balance / Opening Balance Date	The amount owed to the supplier when you start working on the system. Details.
Email	Optional. It can’t be repeated for two suppliers in the same branch (Email already exists).
Notes and attachments	The supplier’s notes and documents (such as the contract or commercial registration).
Account	Appears if supplier account routing is set to Specify per Each, so you can choose the supplier’s account in the chart of accounts instead of having one created automatically.
Tags and additional fields	Classify the supplier, and fill in any additional fields you defined for suppliers.

Supplier Number (supplier code) and editing its sequence

The Supplier Number is the same as the supplier code: a serial number that identifies each supplier, and it appears in the suppliers list, the statement and reports.

How does the number work?

• It’s filled in automatically with the next number when you open the supplier form. If you leave it as it is, or empty, the supplier gets the next number when saved.
• You can enter a different number. If you enter a number greater than the next number, in the same format, the sequence continues after it (the next supplier = the number you entered + 1). A smaller number is saved without changing the sequence.
• Duplicate numbers are only prevented if you turn on Unique in the numbering settings; in that case, the message Serial number already exists appears.

Editing the Supplier Number (supplier code) sequence

1. From the main menu, click Settings, then Auto Number Settings.
2. From the side menu, choose Supplier (under Inventory & Purchases), or open the supplier numbering settings directly.
3. Edit the settings:

• Next Number: the number the next supplier will get.
• Sequence Format: digits, letters, or letters and digits.
• Number of digits: the number of digits (for example, 5 digits: 00001).
• Unique: prevents duplicate supplier numbers.
• Prefix and Prefix Format: text before the number, such as SUP, so the codes become SUP00001.

4. Click Save. The message Numbering format has been saved appears.

Opening balance

• Enter the Opening Balance (the amount owed to the supplier) and the Opening Balance Date. The date can’t be in a closed period.
• An automatic journal entry is created: debit the opening balances account, and credit the supplier’s account.
• The opening balance appears on the supplier’s page and in their statement.
• This field is only in the add form. To edit it later, use Edit Opening Balance from the supplier’s page.

After saving the supplier

A sub-account is created for the supplier in the Chart of Accounts under: Liabilities › Current Liabilities › Accounts Payable › Suppliers (unless you chose an account for it in the Account field). From the supplier’s page, you can:

• Edit Details, Create Purchase Invoice, and view the Statement.
• Edit Opening Balance or Add Opening Balance, and Add Payment Credit.
• Suspend / Unsuspend, Delete, and print from Voucher.
• Follow the tabs: Profile, Latest Purchase Invoices, Payments, Transaction List and Activity Log.

FAQ

Where can I edit the supplier code (Supplier Number) sequence?

From Settings › Auto Number Settings › Supplier, then edit the next number, format, number of digits and prefix.

I want supplier codes to start with letters, such as SUP. How?

Turn on Prefix in the supplier numbering settings and enter SUP in Prefix Format.

How do I change an existing supplier’s code?

Edit the supplier, enter the new number in Supplier Number, then save.

Why is the Supplier Number duplicated?

Because Unique isn’t turned on in the numbering settings. Turn it on to prevent duplicates.