How do I add a supplier, assign them supply, and pay them?

What you will do

You register a supplier: someone who supplies you with materials. Then you assign them the supply of an item in your project, and pay them for it. From their page, you follow what you've paid them and what's left.

Before you start

• Supplier or contractor? A supplier supplies materials, and a contractor carries out the work. Each has its own place in the sidebar: Suppliers and Contractors. Neither turns into the other after saving.
• Only the name is required. The phone, address, images and commercial register are optional. The fields are the same as a contractor's, and the article on adding a contractor explains them.
• Search for them first in All Suppliers if you think they're already registered. The system stops a phone number from being repeated among suppliers, but it doesn't stop a name from being repeated.

Steps

1. Open Suppliers in the sidebar, then click Add New Supplier. A side drawer opens with the title Add Supplier.
2. Type the Supplier Name, and fill in any other fields you want.
3. Click Save Data. Or click Save & add another to register another supplier right after.

What changes after you save

• The message "Supplier saved successfully" appears, and you go to All Suppliers.
• The supplier appears at the top of the list. The Total Projects, Total Cost, Total Paid and Remaining Amount columns stay at zero, until you assign them supply and pay them.
• Adding a supplier doesn't move any money. No treasury or balance changes.

Assign them the supply of an item

1. Open the project, then open the item in the Edit values drawer.
2. Click Supply (supplier) instead of Execution (contractor). The field is now called Supplier.
3. Choose the supplier from the list. It has all your suppliers, sorted by name. If they're not there, choose "+ Add New Supplier" at its end, and type their name and phone.
4. Type "Quantity (Supplier)" and "Price (Supplier)". They set what the supplier is due for this item.
5. Click Save. The message "Item updated successfully" appears.

An item's type doesn't switch between execution and supply if it has a payment voucher.

Pay them

1. Open Payments → Supplier payment voucher, then click Add Supplier Payment Voucher. Or from the project page: click Record a payment, then Supplier payment voucher.
2. Choose the supplier in Select Supplier, then the project in Select Project.
3. Choose the Main Item, and type the Paid to supplier amount. Under the item you see Due to supplier, Paid so far and Remaining to supplier.
4. Check the Work Value (Customer). It's worked out automatically from the item's ratio, and you can type another number.
5. Click Add Item if the voucher covers another item.
6. Choose the Funding source, type a Description if you want, then click Save Data. The message "Invoice added successfully" appears.

Is the voucher paid the moment you save it? It depends on your settings, as with a contractor payment voucher. If your payment vouchers need approval, the voucher is saved with the status Pending, and it doesn't count in what you've paid the supplier until it's approved and paid. If they don't, it's recorded as paid the moment you save it. You find the setting in Settings → Operations → Payment vouchers require approval and payment confirmation, and each project can override it. The article on the contractor payment voucher explains the approval and payment steps.

What's different from a contractor payment voucher:

• The supplier gets all your projects, not only the projects where they have an item. And in the project, all its items appear.
• The Limit contractor voucher lists to the contractor's own projects and items setting doesn't apply to suppliers.

The supplier's page and what you've paid them

• Open their page: in All Suppliers, click Show in their row, or click their name.
• The page has four tabs: Overview, Projects, Quotations and Invoices History.
• What you've paid and what's left: in the Projects tab, each project shows Total Cost, Paid Amount and Remaining Amount. The same numbers, added up, are in their row in All Suppliers.
• Their vouchers: in Invoices History, once approved and paid.
• Their statement: click View Reports, and choose the period in From Date and To Date, or leave both empty for an all-time statement. Then click the PDF icon or the Excel icon next to Statement for a period.
• To edit their details: click Edit Supplier at the top of their page, or in their row in All Suppliers.

Permission you need

You're the account owner, so you have every permission. If you want an employee to work with suppliers for you, give their level what it needs.

From the Contractors group, where supplier permissions are separate from contractor permissions:

• Add Suppliers to add a supplier.
• View Suppliers to see All Suppliers.
• Edit Suppliers to edit their details.
• View Supplier Details to open the supplier's page.

And from the supplier payment voucher permissions:

• Add Supplier Payment Voucher to record the voucher.
• View Supplier Payment Vouchers to see Invoices History on the supplier's page.

To assign supply in project items, they also need Edit Project Construction Items.

If you can't find the button or saving is refused

• You don't see Suppliers in the sidebar: your account has neither View Suppliers nor Add Suppliers.
• You see Suppliers but not Add New Supplier under it: your account doesn't have Add Suppliers.
• You don't see the add button in All Suppliers, and you see Upgrade Subscription: you've reached the supplier limit in your plan. If you try to save from anywhere else, it's refused, then the system takes you to the plan upgrade page.
• "Please fill in all required fields": the Supplier Name is empty, or the phone number isn't valid.
• You can't find the supplier in the item's list: make sure you chose Supply (supplier). Under Execution (contractor), the contractor list appears.
• You added them from Contractors by mistake: they won't appear under Supply (supplier), or in the Supplier payment voucher. Add them again from Suppliers. They can have the same phone number.
• You don't see the voucher on the supplier's page: the voucher hasn't been approved and paid yet.