Add, Edit and Review Suppliers (Vendors)
Suppliers store contact details, TIN, payment terms and bank details, show how much is owed, and have a running statement of bills and payments.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
On Procurement > Suppliers use Add supplier. Fields: Name (required, at least 2 characters), Tax identification number (TIN), Contact person, Phone, Email, Payment terms (days; 0 to 365, default 30), Bank, Account number and Address.
Supplier names must be unique in the school; a duplicate shows "A supplier with that name already exists." The table lists Supplier (with TIN or "No TIN on file"), Contact, Terms and We owe, which is the total of approved and partly paid bills minus payments. Search filters by name, code or contact person.
Edit lets users with update permission change any field and untick Active; an inactive supplier cannot be chosen on a new purchase order ("Choose an active supplier."), but the record and its history stay.
Statement opens a ledger of the supplier with each bill (charge) and payment with a running balance and a Balance owed total; draft and void bills are left out. The payment terms set the default due date of a bill (bill date plus terms). Only Administrators and Accountants can add or edit suppliers; Directors can view and open statements.
Before you start
- The “add procurement” permission to add and the “edit procurement” permission to edit
- Accounting module enabled
Steps
- Open Accounting > Procurement > Suppliers
- Select Add supplier
- Enter the name, TIN, contact details, payment terms and bank details
- Select Save
- Use Statement on a row to see bills, payments and the balance owed
- Use Edit and untick Active to stop using a supplier on new orders
Common problems
A supplier with that name already exists.
Supplier names are unique per school. Search for the existing record and edit it, or use a slightly different name.
The supplier is missing from the purchase order dropdown
Only active suppliers can be chosen on a purchase order. Edit the supplier and tick Active.
The Add supplier button is not showing
It needs the “add procurement” permission. Accountants and Administrators have it; Directors are view-only.