Add a supplier and follow their account

Record each supplier you buy from once under Suppliers. You then pick them on purchase orders, and their page shows what you bought from them and what you paid.

Before you start

• Adding and editing suppliers needs the Manage purchasing permission, which the Owner and Manager roles have by default.
• The Supplier statement is shown to people with the View reports permission.

Add a supplier

1. Open Procurement → Suppliers and press New supplier.
2. Enter the Name. It is the only required field, and two suppliers in the company can't share the same name.
3. Add what you know: Contact person, Phone, Email, Tax ID and Address.
4. If the supplier transports goods for you, tick Carrier. You can then claim from them when goods go missing in a transfer between locations.
5. Use Notes for anything your colleagues should know about this supplier.
6. Press Save supplier to go to their page, or Save & new to record the next supplier straight away.

The supplier page

Press the supplier's name in the list, or View supplier, to open their page. Three figures sit at the top: the Open balance, which is what is still unpaid on this supplier's purchase orders, the number of purchases, and the Last purchase date.

• Advances: in Advances paid to this supplier, press Record advance when you pay the supplier before their bill arrives. Choose Paid from account, enter the Amount and press Pay advance. When their bills arrive, open the advance and spread it over them with Apply to bills.
• History: the Purchase history tab lists this supplier's purchase orders, and the Payments tab shows what was paid on each one.
• Buttons at the top: New purchase for this supplier opens a purchase order with the supplier already chosen, and Edit supplier opens their details.

The supplier statement

Press Supplier statement on the supplier page. It lists the supplier's bills, payments, notes, returns and advances in date order, with the balance after each line. The balance is what the company owes the supplier; a negative balance means the supplier owes the company.

1. Pick a period with the ready-made buttons, such as This month or All dates, or set the start and end dates yourself.
2. Check the Opening balance at the top and the Closing balance at the bottom.
3. To agree balances with the supplier, print it with Print, save it with Download PDF or send it with Email statement, or export it with Export CSV.

Archive a supplier

If you stop buying from a supplier, press Archive on their page or on their row in the list. The supplier stays on past purchases but can't be picked for new ones. To bring them back, open the list, choose Archived under Status, then press Unarchive.

Note: Sahab never deletes a supplier. Archiving only hides them from selection; their history and statement stay as they are.

What's next

• Purchase and receive goods — your first purchase order from the supplier and receiving the goods.
• Supplier bills and payments — record the supplier's bill and pay it.
• Return goods to a supplier or claim from them — for faulty or short goods, and what the supplier gives you back for them.