Suppliers


Suppliers are created, edited and managed from the Purchase module. 

 

Prerequisites:

  • Set up Accounts and Tax Rules (necessary)

  • Set up Payment Terms in Settings -> Reference Books (necessary)

  • Set up Carriers Settings -> Reference Books (necessary)

  • Set up Attributes (optional)


  1. Create a new supplier

    1. Enter supplier details

    2. Add addresses

    3. Add contacts

  2. Import supplier details

    1. Import supplier list

    2. Import supplier addresses

    3. Import product information

  3. Edit supplier details in bulk


Create a new supplier

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To create a new supplier:

  1. Navigate to Purchase -> New -> Supplier



Enter supplier details

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To enter supplier details:

  1. Enter Supplier name

  2. Enter Supplier currency

It is important to provide the right currency that the supplier operates in as DEAR Inventory automatically creates a currency conversion at the time of making a purchase from the supplier. If the currency of the supplier is different from your base currency, a currency conversion will occur.

  1. Choose Payment Term, Account Payable and Tax Rule (see Prerequisites)

  2. Choose a Status. Deprecated means that this supplier will not appear in any of the supplier dropdown lists unless specifically searched for.

  3. Select Default Carrier for the supplier (see Prerequisites)

  4. Enter a Tax number (optional)

  5. Apply a discount to the supplier (optional) - follow link for more information on discounts. 

  6. Apply other filtering with an Attribute (optional - see prerequisites)

  7. Add comments which will be filed on documents (optional)



Add addresses

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Once general information has been provided for a supplier, addresses can be added. Multiple addresses can be added for the same supplier. Each type of address (Business, Shipping, Billing) must be correctly identified for each supplier so this information is correctly displayed on any invoices, purchase orders or any other DEAR Inventory document. 


To add an address to a supplier:

  1. Click or Add new address

  2. Fill in the supplier’s address details

  3. Choose whether it is a Business, Shipping or Billing Address

  4. Repeat for as many addresses as necessary

  5. If the supplier has multiple addresses of one type (Business, Shipping or Billing), select a default address for that type by checking the Default for Type box.



Add contacts

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One or more contacts can be added to a supplier. If multiple contacts are added, a default contact must be selected. 

To add a contact to a supplier:

  1. Click or Add new contact

  2. Fill in the supplier contact’s details

  3. Repeat for as many contacts as necessary

  4. If multiple contacts are added, select a default contact for the supplier

  5. Choose if a contact is automatically included in emails by checking the Include in Emails box

 

 

Once the details have been added, save the Supplier by clicking Save. The Supplier can now be used to make purchases with DEAR Inventory. 




Import supplier details

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Supplier details can also be imported from a CSV template. This is useful for quickly adding many suppliers, supplier addresses or product information details in bulk.


 


Import supplier list

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To import a list of suppliers:

  1. Navigate to Purchase -> Suppliers

  2. Click Import -> Suppliers

  3. Download the supplier CSV template

  4. Populate the template with the supplier values, making sure the information matches the column headings. The column headings must not change for the import to work. 

  5. Save the CSV Template

  6. Browse your files for the populated CSV file and click Upload



Import supplier addresses

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To import a list of supplier addresses:

  1. Navigate to Purchase -> Suppliers

  2. Click Import -> Supplier Addresses

  3. Download the supplier addresses CSV template

  4. Populate the template with the supplier address values, making sure the information matches the column headings. The column headings must not change for the import to work. Multiple addresses can be added for the same supplier by adding new address lines with the same supplier name. The Action column can be used to delete a supplier adderss by typing in DELETE.

  5. Save the CSV Template

  6. Browse your files for the populated CSV file and click Upload




Import product information

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Product information for one or more suppliers can be imported into DEAR Inventory via CSV files. 


 

To import a product list:

  1. Navigate to Purchase -> Suppliers 

  2. Click Import -> Product Prices by Supplier

  3. Download the product prices CSV template

  4. Populate the template with the product values, making sure the information matches the column headings. The column headings must not change for the import to work. 

  5. Prices used here will be used to populate purchase orders.

  6. Save the CSV Template

  7. Browse your files for the populated CSV file and click Upload



Edit supplier details in bulk

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As well as editing supplier details individually, supplier details can be exported as a CSV file and edited in bulk. This method can be used for both suppliers and for supplier addresses.


 

To edit supplier details in bulk:

  1. Navigate to Purchase -> Suppliers 

  2. Click Export-> Suppliers OR Supplier Addresses

  3. Save and open the CSV Template

  4. Edit the details that need to be updated

  5. Save the CSV Template

  6. Upload the template using Import