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Suppliers

Edit or archive a supplier

Update a supplier's details, mark it inactive, or archive suppliers you no longer buy from. As with customers, Sales Scribe archives suppliers that have a history rather than…

Edit or archive a supplier

Update a supplier's details, mark it inactive, or archive suppliers you no longer buy from. As with customers, Sales Scribe archives suppliers that have a history rather than deleting them, so your purchase records stay intact.

Before you begin

  • Sign in with the correct Organization selected.

Edit a supplier's details

  1. Go to Contacts → Suppliers.
  2. Select Edit (the pencil) on the supplier, or open the supplier by its Company Name and select Edit Details.
  3. Change any field in the Edit Supplier window — including Currency, VAT Territory and Status.
  4. Select Save Supplier.

Supplier status: Active, Inactive, Archived

  • Active — a normal, in-use supplier.
  • Inactive — still available, but treated as dormant.
  • Archived — hidden from active lists; history is kept.

Change the status in the Edit Supplier window at any time.

Archive one supplier (the Delete action)

The Delete action archives a supplier; it does not remove it.

  1. In Contacts → Suppliers, select Delete (the bin) in the Actions column.
  2. Confirm at the Archive supplier? prompt — which explains the supplier will be hidden from active lists and can be restored later — by selecting Archive.

The supplier's status becomes Archived ("Supplier archived successfully"). Restore it later by setting Status back to Active.

Note: A supplier that has active products cannot be archived this way. You will see "Cannot delete supplier with active products. Please archive instead." Reassign or archive those products first, or set the supplier's Status to Archived in the Edit Supplier window.

Archive several suppliers at once

  1. Tick the checkbox beside each supplier. A toolbar appears.
  2. Select Archive Selected and confirm at the Archive selected suppliers? prompt.

Selected suppliers become Archived. Any with active products are skipped.

Export suppliers

Tick suppliers and select Export Selected to download them as a CSV file.

What happens next

Archived and inactive suppliers drop out of the default lists but remain in your records and on the documents that reference them. Reactivate at any time by setting Status to Active.

Troubleshooting

  • "Cannot delete supplier with active products. Please archive instead." Products are linked to the supplier. Handle those products, or archive the supplier from the Edit Supplier window.
  • Bulk archive skipped some suppliers. They have active products and were left unchanged.
  • Something went wrong (with a reference code). Try again; if it keeps happening, contact support and quote the reference.
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