Suppliers

A supplier record is the name, the person you ring, the TIN you need for your books, and how long they give you to pay. It exists so that every purchase order points at a real business rather than a note in someone's phone.

Suppliers need the Inventory Pro add-on (₱500 per branch each month), or any bundle that includes it. The same add-on covers purchase orders, expiry alerts and reorder suggestions. See Plans and add-ons.

Only an Owner or a Manager can open this screen. A custom role cannot be given supplier access on its own.

The Suppliers list

Open Purchasing → Suppliers. The table shows:

Column	What it is
Name	The supplier's business name.
Contact	The named person, or -.
Phone	Their number, or -.
Email	Their email, or -.
Products	How many products in your catalog are linked to this supplier.

The search box at the top matches on name, contact person and email, so you can find a supplier by the person you deal with rather than the registered business name.

Suppliers are shared across your whole business. They are not per branch — one record serves every branch that orders from them.

Adding a supplier

Click Add Supplier. Only the name is required; everything else you can fill in when you have it.

Field	Required	Notes
Name	Yes	The business name, e.g. Universal Robina Corp. Up to 255 characters.
Contact Person	No	The person you actually deal with.
Phone	No	Up to 50 characters, so a landline and a mobile fit in one line.
Email	No	Must be a valid email address if you enter one.
TIN	No	Their Tax Identification Number, in the form 123-456-789-000.
Address	No	Up to 1,000 characters.
Credit days (optional)	No	How many days this supplier gives you to pay, from 0 to 365. Leave it blank if you pay on delivery.

Nothing here is validated against the BIR. The TIN is stored as you type it, for your own records and for the person doing your books.

To change any of it later, use the pencil icon on the supplier's row. The same form opens with the values filled in.

Credit days is what makes buying on credit automatic. A new purchase order for a supplier with credit days starts On credit with those days, so receiving it opens a bill due that many days later instead of recording it as paid. You can still change it on any order. A supplier with no credit days starts every new order on Pay on delivery. Changing the credit days does not touch orders already raised. See Supplier bills and payables.

Importing suppliers from a spreadsheet

To bring in a whole list at once, click Import on the Suppliers page. Download the template (it already lists your suppliers), add a row per supplier or edit the existing rows, and upload it back. Nothing is saved unless every row is valid; you get a list of the rows to fix.

A row updates the supplier with the same name, ignoring case, so renaming one in the sheet adds a second supplier instead. A blank cell never erases anything. Column by column, see Import formats.

Deleting a supplier

The bin icon on the row opens a Delete Supplier confirmation.

A supplier that has ever been on a purchase order cannot be deleted. Kassly refuses with Cannot delete supplier with existing purchase orders. — because deleting it would leave those POs, and the payables behind them, pointing at nothing.

That is deliberate and there is no override. If you have stopped buying from a supplier, leave the record where it is; it costs you nothing and it keeps your purchase history readable.

There is no way to mark a supplier inactive from this screen. The list is the full list. If you deal with many suppliers you have retired, use the search box rather than expecting them to be filtered out.

What a supplier record does not carry

Be clear about what is and is not stored here, because the gaps trip people up:

• No credit limit. Credit days is the only term stored on a supplier. Nothing stops you raising orders past an amount you owe them.
• No supplier-level price list. Unit costs are entered per line, per PO. The PO form suggests what you last paid for the item — see Purchase orders.
• No notes field on the form. The list and the dialog carry the fields in the table above and nothing else.
• No statement of account. What you owe each supplier on bills is totalled under By supplier on Purchasing → Payables, but there is no statement to print or send them. See Supplier bills and payables.

Linking products to a supplier

Each product can name one preferred supplier — the business you usually buy it from — plus that supplier's own code for the item (Supplier SKU). Set them in either place:

• On the product form, in the Supplier card. It appears once you have Inventory Pro and your role can manage purchase orders. Search for the supplier by name; the × clears it.
• In the product import sheet, in the Supplier and Supplier SKU columns. See Importing products.

The supplier must already be on this list. Neither the form nor the sheet creates a supplier for you, because a supplier record carries contact details and a TIN that a product row cannot supply.

Once products are linked:

• The Products column counts the products whose preferred supplier is this one.
• Inventory → Reorder groups the items that have fallen below their reorder point under their supplier, and Create PO turns a group into a purchase order with the supplier, branch and quantities already filled in. See Inventory reports.

A product with no preferred supplier still shows up on the reorder page, under No Supplier. Its Create PO opens the same pre-filled order with the supplier left blank for you to pick.

Supplier history

There is no supplier detail page. To see what you have bought from a supplier, open Purchasing → Purchase Orders — every row shows its supplier, and each PO carries its own line items, receipts and payment, or its bill if it was bought on credit. To see what you still owe a supplier, click their row under By supplier on Purchasing → Payables, which lists only their bills.

The purchase-order list has a search box for the PO number and a status filter, but no supplier filter, so on a long list you are reading down the Supplier column. See Purchase orders.

Where to go next

• Purchase orders — raising, approving and sending an order
• Receiving purchase orders — what arrives, and what you then owe
• Supplier bills and payables — buying on credit and paying later
• Stock levels — reorder points, which decide what shows up as due to order