Suppliers & Vendors

The Suppliers module manages vendor master records, payment terms, purchasing currencies, supplier groups, and vendor lead times.

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Supplier Management Rules

1. Unified Vendor Profiles

Suppliers share the same underlying Organization model as customers, enabling companies that both buy and sell with you to maintain synchronized contact details and addresses without duplicate data entry.

2. Multi-Currency Purchasing

Each supplier has an assigned purchasing currency (e.g. USD, EUR, AUD, GBP). When raising a purchase order, current FX rates convert line costs to the system base currency for accurate inventory valuation and General Ledger commitments.

3. Vendor Trading Terms & Settlement Schedules

Vendor trading terms determine the legal payment deadline on supplier bills (AP invoices) and directly influence Accounts Payable cash disbursement planning:

• Inheritance Cascade: 1. Supplier Profile Override → 2. Supplier Group Defaults → 3. System Default (Financial Settings) → 4. Immediate / Cash Basis Fallback
• Due Date Calculation:
  • Net Terms (net): Due Date = Bill Date + Days (e.g. NET30 sets payment due 30 days after the vendor invoice date).
  • End of Month (end_of_month): Due Date = Last Day of Bill Month + Days (e.g. EOM30 sets due date 30 days after the close of the invoice month).
  • Cash on Delivery (cash_on_delivery): Due Date = Bill Date (immediate payment upon delivery).

4. Operational & Purchasing Holds

If a supplier is flagged On Purchasing Hold, the system warns operators and prevents advancing new purchase orders to Ordered state until the hold is resolved and lifted by an authorized user.

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Step-by-Step Workflows

1. Adding a New Supplier

1. Go to Purchasing → Suppliers (/suppliers).
2. Click New Supplier (/suppliers/new).
3. Enter the Company Name, Supplier Group, and Purchasing Currency.
4. Set the Payment Terms (e.g. NET30, EOM30, or inherit from Supplier Group) and Default Lead Time.
5. Add the primary Billing Address and supplier contact email.
6. Click Save Supplier.

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Field Reference

Field	Description
Supplier Name	Legal business name.
Supplier Group	Vendor category setting default AP account, spend analytics tags, and default payment terms.
Purchasing Currency	Operating currency for PO line costs.
Payment Terms	Agreed settlement timeline (Net days, End of Month, COD) determining supplier invoice due dates.
Purchasing Hold	Flag indicating operational block on raising confirmed purchase orders.