Add and manage suppliers

Every purchase order, receipt and supplier invoice in OLY ERP is made for a Supplier. Set the supplier up once with the right details, and they fill in on every document.

Before you start

• You need a role that can create suppliers (for example Purchase User or Purchase Manager).
• Have the supplier's legal name, TIN, address, phone number and bank details ready.

Steps

1. Go to Buying > Supplier, or type "Supplier" in the search bar (Ctrl+G).
2. Click + Add Supplier, then Edit Full Form.
3. Enter the Supplier Name as it appears on their invoices, for example "Example Grain Supplier PLC".
4. Choose the Supplier Group, for example "Raw Material" or "Packaging".
5. Choose the Supplier Type: Company or Individual.
6. In the Tax section, enter the supplier's TIN in Tax ID.
7. If your company withholds tax when paying this supplier, choose the Tax Withholding Category. Withholding is at the current legal rate, set up by your consultant.
8. Set the Default Payment Terms Template if you have agreed terms, for example "30 days after invoice".
9. Add the address and contact with New Address and New Contact.
10. Click Save.

Find and change a supplier

1. Open Buying > Supplier and filter by Supplier Group or search by name.
2. Open the supplier, change the field and click Save.
3. The Dashboard area at the top shows the supplier's orders, receipts, invoices and payments.

Good to know

• Search before you add. The same supplier entered twice splits what you owe across two records.
• To stop buying from a supplier without losing history, tick Disabled. To pause new orders or payments for a while, use Block Supplier.
• Example Foods PLC buys corn grits from "Example Grain Supplier PLC" and printed film from "Example Packaging PLC". Keeping them in different supplier groups makes the Purchase Analytics report easier to read.
• A wrong TIN causes problems with VAT and withholding records. Check it against the supplier's invoice.

Related

• Create a purchase order
• Record a supplier invoice (with VAT and withholding)
• Buying reports: what you owe and what you bought