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Suppliers

Add a supplier

A supplier record holds the details of a business you buy from: their name, contact, country and the currency you deal with them in. You add a supplier once, then use it on…

Add a supplier

A supplier record holds the details of a business you buy from: their name, contact, country and the currency you deal with them in. You add a supplier once, then use it on purchase orders, purchase invoices, supplier payments and products.

Before you begin

  • Sign in with the correct Organization selected. Suppliers belong to a single organisation.
  • Have the supplier's basic details ready — at least their company name, country and currency.

Add a supplier

  1. Go to Contacts → Suppliers.
  2. Select New Supplier. The Add Supplier window opens, grouped into sections.
  3. Complete the details (asterisked fields are required):
    • Company Information — Company Name *, Account Number (your own reference), Tax ID / VAT Number.
    • Contact Information — First Name, Last Name, Email, Phone, Website.
    • Location & Currency — Country *, Currency * (the supplier's preferred currency; defaults to your organisation's currency), VAT Territory (UK, Northern Ireland, EU or Non-EU, suggested from the country), Default tax rate (purchases) (optional — see below).
    • Additional Information — Registration Number, Status (Active / Inactive / Archived), Make this your default supplier, Notes.
  4. Select Save Supplier.

What the preferred currency does

The Currency you choose is the supplier's default document currency. When you raise a new purchase order or purchase invoice for the supplier, Sales Scribe uses this currency as the document's default. Your organisation's reports stay in its own home currency.

What the default tax rate does

If you set a Default tax rate (purchases), new lines on this supplier's purchase orders and purchase invoices pre-select it — and it takes precedence over the rate set on a product (you can always change it per line). This is most useful for overseas service suppliers: set it to Reverse Charge Expenses (20%) so the reverse charge is applied without you having to remember it on every bill.

Note: A new supplier starts with no addresses or contact people. Add them afterwards on the supplier's Edit page — see Manage supplier addresses and Supplier contacts.

What happens next

The supplier appears in Contacts → Suppliers and can be selected on purchase documents and on products (a product can be linked to the supplier you buy it from).

Troubleshooting

  • "Company name is required" / "Country is required" / "Currency is required". Complete these mandatory fields and save again.
  • "Currency code must be exactly 3 uppercase letters". Pick a currency from the Currency list rather than typing it.
  • "Invalid email address". Check the email format.
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