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; 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 Draft, Ordered, 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 draft, ordered, 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.