How to Add a New Supplier and Track Their Accounts in the Accounting System

Users may inquire about how to add a new supplier or track their accounts.

First: Steps to Add a New Supplier

You can add a new supplier by following these steps:

1. From the main menu, go to Purchases > Suppliers.

2. Click on the “Add Supplier” button.

3. An “Add Supplier” page will appear. Fill in the following information:

   • Reference Number: You can enter a unique reference number for the supplier to facilitate tracking. The system also supports automatic reference number creation based on settings (required field)

   • Supplier Name: Enter the full name of the supplier (required field).

   • Contact Information: Enter the primary and secondary contact numbers and email address.

   • Business Information: Enter the business name, website, and tax number if the supplier is a commercial entity.

   • Status: Set the supplier status (Active/Inactive).

   • Billing Address: Enter the supplier’s address details.

   • Bank Account Information: You can add the supplier’s bank account details.

Second: How to Track Supplier Accounts

Suppliers do not appear as separate accounts in the chart of accounts; they are automatically included under the “Creditors” account. To track the balance owed to a specific supplier, follow these steps:

1. From the main menu, go to Reports > Account Statement.

2. In the “Account” field, select the “Creditors” account.

3. In the “Filter Type” field, select “Suppliers”.

4. Select the name of the supplier whose statement you want to view.

5. Select the required date range and click “Search” to view all transactions and the final balance.

Important Notes:

• The required fields are Supplier Name and Reference Number. Other information can be added if available.

• Supplier Reference Number:

  • This number appears on the supplier page and when exporting supplier data, purchase invoices, purchase orders, and debit notes.

  • You can search for suppliers, purchase invoices, and purchase orders using this number.

  • You can control the reference number settings (automatic or manual) through: Settings > General Settings > Supplier Settings.

• Account Statement: You can always use the account statement report to find out the current balance and transaction details with any supplier.