Add supplier

What this page is for

This page records who you buy from: a supplier is their terms, the currency they quote and are paid in, and how to reach them. Add supplier creates a new one; Edit, on the supplier's own page, changes those same details afterwards.

The supplier's code and currency are fixed once the supplier is created — every price and order against this supplier is quoted in that currency, so changing it later would leave old prices meaning something different from new ones.

This page does not set any price — that happens on a supplier price change once the supplier exists. It does not deactivate a supplier either; that is its own action on the supplier's page.

Only people whose role can manage purchasing see this page.

Fields

Code

Your own short code for this supplier, used on every order document sent to them. Up to 16 characters, and fixed once saved. Leave it empty and the business gives it the next one in its series, such as SUPPLIER-0001.

Example: NDAHIRO

Name

The supplier's name as you write it. Required. This is your own label — a guest never sees it, so it is not translated.

Example: Ndahiro Farm

Currency

What this supplier quotes and is paid in. Required, and fixed once the supplier is saved: every price and order against this supplier is in this currency.

Example: KES

Payment terms (days)

How many days you have, from the invoice date, to pay. 0 means due on receipt.

Example: 30

Lead time (days)

How many days an order normally takes to arrive. 0 means a cash-and-carry supplier you buy from and collect the same day.

Example: 2

KRA PIN

The supplier's KRA (Kenya Revenue Authority) tax identifier. Optional, but VAT (value added tax) on their invoices cannot be claimed back without it.

Example: P051234567X

Contact person

Who to reach at the supplier. Optional, reference information only.

Example: James Mwangi

Phone

Optional.

Example: +254712345678

E-mail

Optional.

Example: orders@ndahirofarm.co.ke

Postal address

Optional.

Example: P.O. Box 221, Kiambu

How to…

How to add a supplier

1. Go to Purchasing → Suppliers and press Add supplier.
2. Fill in Code, Name and Currency — these cannot be changed once saved.
3. Set Payment terms (days) and Lead time (days).
4. Add the KRA PIN (Kenya Revenue Authority personal identification number, the tax number) if you have it, and the contact details.
5. Press Add supplier. The supplier's own page opens.

How to change a supplier's details

1. Open the supplier from Suppliers and press Edit.
2. Change what you need — code and currency stay fixed — and press Save changes.

Worked examples

Restaurant and bar

The Acacia Grill & Bar in Westlands, Nairobi adds its spirits supplier. Code KENBEV, Name Kenya Beverages Ltd, Currency KES, Payment terms 21, Lead time 3, KRA PIN P051987654X, Contact Grace Otieno, Phone +254722111222.

Supermarket

Tumaini Supermarket in Nakuru adds a cash-and-carry wholesaler it collects from itself. Code CASHCARRY, Name Nakuru Wholesale Mart, Currency KES, Payment terms 0 (due on receipt), Lead time 0 (same day). No KRA PIN is on file yet, so the buyer knows VAT on their invoices cannot be claimed until it is added.