Manage suppliers & supplier records

Suppliers are the vendors you place purchase orders with. A supplier record holds contact and billing details, payment terms, and notes — and is protected from deletion while it has active orders.

3 steps · ~2 minRole: Admin

PO lines use item defaults today

The current purchase order grid prefills SKU, purchase unit, and unit cost from the item. Supplier-specific item defaults may be imported or stored separately, but they are not the operator-facing catalog in this workflow. See Purchase vs. stock units and Snapshots.

1. Add a supplier. From Suppliers, choose New supplier. Only the name is required; until you enter it, the save indicator says Name is required and highlights the field. Everything else is optional but flows onto orders and bills. The record autosaves as you type — there’s no Save button. Add a short code, contact name, email/phone, a billing address, payment terms, and notes.

   New supplier ✓ Saved

   Name*

   Cascade Aggregates

   Code

   CASC

   Contact name

   Dana Ruiz

   Email

   orders@cascadeagg.com

   Payment terms

   Net 30

   Phone

   (970) 555-0148

   Billing address

   2200 Riverside Rd, Paonia, CO

2. Edit safely with version checks. Supplier edits use optimistic concurrency: each save carries the record’s version. If someone else changed the supplier since you opened it, your save returns a conflict instead of silently overwriting — reload to see their changes and reapply yours.

3. Delete — guarded by active orders. Delete a supplier from the supplier card’s ⋯ actions menu (Delete supplier). It’s a soft-delete, and it’s blocked while the supplier has any active Not received or Partially Received orders — or is used as a carrier on one — so live purchasing never loses its vendor.

   Delete supplier?

   The confirm explains it: “This supplier will be soft-deleted. Suppliers with active not received or partially received purchase orders cannot be deleted.” Fully Received orders don’t block deletion — their copied supplierName keeps history intact even after the supplier is gone.

What’s next

• Create a purchase order — put a supplier to work.
• Snapshots — why renaming a supplier never breaks past orders.