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Manage your supply chain by adding supplier contacts and tracking purchase orders.

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1

Why Track Suppliers?

Supplier management helps you:

  • Reorder Products: Quick contact for restocking
  • Price Comparison: Compare costs across suppliers
  • Purchase Orders: Generate professional POs
  • Payment Tracking: Monitor what you owe suppliers
  • Performance Analysis: Track delivery times and quality
  • Business Records: Maintain professional supplier database
2

Navigate to Add Supplier

To add your first supplier:

  1. Click on "Suppliers" in the sidebar menu
  2. Click the "Add New Supplier" button
  3. Or use the direct link below:
Add Supplier Now
3

Complete Supplier Information

Here's how to fill the supplier form with example data:

Business Information
Supplier Name:
ABC Distributors Ltd
Official business name
Contact Person:
John Smith
Main contact for orders
Phone Number:
+254722123456
Include country code
Email Address:
orders@abcdistributors.com
For purchase orders and invoices
Business Details
Physical Address:
456 Industrial Area, Nairobi
For deliveries and visits
KRA PIN:
P051234567A
Tax compliance (optional)
Payment Terms:
Net 30 days
Credit terms offered
Products Supplied:
Coffee, Tea, Beverages
Main product categories
4

Payment Information (Optional)

Add banking details for easier payments:

Bank Name:
Equity Bank
Account Number:
1234567890
For bank transfers
Branch Code:
068
M-Pesa Paybill/Till:
400200
For mobile payments
Privacy Note: Banking information is encrypted and only visible to authorized users for payment purposes.
5

Save and Link Products

Complete the supplier setup:

  1. Review all entered information
  2. Click "Save Supplier"
  3. A unique Supplier ID will be generated (e.g., SUP-001)
  4. Link existing products to this supplier for easy reordering
Pro Tip: After saving, go to your products and assign suppliers to enable automatic reorder suggestions when stock is low.
6

Creating Purchase Orders

With suppliers in your system, you can now create professional purchase orders:

Manual Purchase Orders:
  • Go to Orders → Create New
  • Select supplier from dropdown
  • Add products and quantities
  • System calculates totals automatically
  • Generate PDF for email or printing
Automatic Reorder Alerts:
  • System alerts when products reach low stock
  • Suggests reorder quantities
  • Creates pre-filled purchase orders
  • Tracks delivery status and updates inventory

Supplier Management Best Practices

Do This:
  • Keep supplier contact information updated
  • Record delivery performance notes
  • Track payment history and terms
  • Maintain multiple suppliers for key products
  • Review supplier performance quarterly
  • Negotiate better terms with top suppliers
Use Reports For:
  • Analyzing purchase patterns
  • Comparing supplier prices
  • Tracking payment schedules
  • Monitoring delivery times
  • Identifying cost-saving opportunities
  • Planning inventory budgets
View All Suppliers
Next: Add Employees
Previous: Import Products
Next: Add Employees
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