Managing Suppliers

Suppliers are who you buy services and products from. They are created, edited and managed from the Purchase module.


Prerequisite


Table of Contents


Create a New Supplier

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New suppliers can be created by navigating to Purchase > New > Supplier or Purchase > Suppliers and clicking +.


Suppliers can also be created during a purchase, where pressing + next to the supplier name field will open a pop-up window where supplier details can be entered.


Suppliers can be imported in bulk via CSV file. See Import supplier list for more information.



Enter Supplier Details

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If default values for new Supplier records were set up previously in Settings > Reference Books > Default Field Values, the applicable fields will be pre-filled with these values. If default values are not set up, all fields will be empty. Regardless of whether default values are set up or not, all fields on the New Supplier page remain editable. For more information, see Default Field Values for New Suppliers.


Fields marked with an asterisk (*) are mandatory.



To enter supplier details:

  1. Enter the Supplier name.
  2. Enter the Supplier currency.

NOTE: 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 purchase from the supplier. If the currency of the supplier is different from your base currency, a currency conversion will occur. The exchange rate can be modified at the time of the purchase to reflect the actual rate.

  1. Choose a Payment Term, an Account Payable, and a Tax Rule (see the Prerequisites above).
  2. Choose a Status. Deprecated means that this supplier will not appear in any of the supplier drop-down lists unless specifically searched for.
  3. Select the Default Carrier (optional).
  4. Enter the Tax number (optional).
  5. If you have a standing discount with this supplier, enter the number in this field to apply it to your purchases order lines.

NOTE: Entering 10 into the discount field will apply a 10% discount to purchase order lines. This can be manually altered when processing a purchase.

  1. Apply other custom fields using Additional Attributes (optional).
  2. Add comments which will be added to documents (optional).

You will need to include an address before you can save the new Supplier record. See Add addresses for more information.


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 that this information is correctly displayed on invoices, purchase orders or any other DEAR Inventory document.


Supplier addresses can be imported in bulk via CSV file. See Import supplier addresses for more information.


To add an address for a supplier:

  1. On the New Supplier page, click the Addresses tab.
  2. Click or Add a new address.
  3. Fill in the supplier’s address details.
  4. Select Business, Shipping or Billing from the Type list, as appropriate.
  5. To add another address, repeat Steps 2-4. You can add as many addresses as necessary.
  6. 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.

You will need to include a contact before you can save the new Supplier record. See Add contacts for more information.


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.


Supplier contacts can be imported in bulk via CSV file. See Import supplier contacts for more information.



To add a contact for a supplier:

  1. On the New Supplier page, click the Contacts tab.
  2. Click or Add a new contact.
  3. Fill in the supplier's contact details.
  4. To add another contact, repeat Steps 2-3, then proceed to Step 5. Otherwise, skip to Step 6. You can add as many contacts as necessary.
  5. If multiple contacts are added, select a default contact for the supplier.
  6. Choose if the contact is automatically included in emails sent to this supplier by checking the Include in Emails box.
  7. 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, supplier contacts, or product information details in bulk. It is important that the column names and order are not changed when editing the CSV template.



Import Supplier List

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Import large numbers of supplier details via CSV file to save time. This is also useful if you have an existing system where information about your suppliers are stored.


To import a list of suppliers:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Suppliers to open the Import Suppliers page.
  3. Download the supplier CSV template.
  4. Copy information about your suppliers into the template. Make sure the information matches the column headings, which must not be changed for the import to work.
  5. Save the CSV template.
  6. Back on the Import Suppliers page, either drop the filled-up CSV template into the appropriate box or click Browse, search for the file on your computer, then click Upload.

NOTE: Prior to importing a supplier list, you will be prompted to set an active tax rule for purchases under Settings > Reference Books > Taxation Rules.


Import Supplier Addresses

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Import large numbers of supplier addresses via CSV file to save time.


To import a list of supplier addresses:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Supplier Addresses to open the Import Supplier Addresses page.
  3. Download the Supplier Addresses CSV template.
  4. Copy your supplier addresses into the template. Make sure the information matches the column headings, which must not be changed for the import to work. 
  5. Save the CSV template.
  6. Back on the Import Supplier Addresses page, either drop the filled-up CSV template into the appropriate box or click Browse, search for the file on your computer, then click Upload.

NOTE: To delete records from your supplier addresses, enter Delete under the Action column of the CSV file. If this field is left blank, the record will either be created (if it is not in the Supplier list) or updated (if it is already in the Supplier list).
Multiple addresses can be added for the same supplier by adding new address lines with the same supplier name.


Import Supplier Contacts

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Import large numbers of supplier contacts via CSV file to save time.


To import a list of supplier contacts:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Supplier Contacts to open the Import Supplier Contacts page.
  3. Download the Supplier Contacts CSV template.
  4. Copy your supplier contacts into the template. Make sure the information matches the column headings, which must not be changed for the import to work.
  5. Save the CSV Template.
  6. Back on the Import Supplier Contacts page, either drop the filled-up CSV template into the appropriate box or click Browse, search for the file on your computer, then click Upload.

NOTE: To delete records from your supplier contacts, enter Delete under the Action column of the CSV file. If this field is left blank, the record will either be created (if it is not in the Supplier list) or updated (if it is already in the Supplier list).
Multiple contacts can be added for the same supplier by adding new address lines with the same supplier name.


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 to open the Import Product Prices by Supplier page.
  3. Download the product prices CSV template.
  4. Copy your product information into the template. Make sure the information matches the column headings, which must not be changed for the import to work. Prices used here will be used in your purchase orders.
  5. Save the CSV Template.
  6. Back on the Import Product Prices page, either drop the filled-up CSV template into the appropriate box or click Browse, search for the file on your computer, then click Upload.

NOTE: To update the SKU for one or more products, enter the new SKU under the SKU column of the CSV file.


View Purchase History

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You can view your purchase history with a Supplier from their page. Choose to view Purchases by Product or Purchases by Document (Purchase Order). 


Use Purchases by Product to see:

  • Invoice #
  • Invoice Date
  • Quantity
  • Price


Use Purchases by Document to see:

  • Invoice #
  • PO #
  • Purchase Status
  • Order date
  • Invoice quantity
  • Amount paid


Attach Documents

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Documents up to 10MB  can be dragged and dropped to the Attachments tab for future reference.



Activity Log

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The Activity Logs shows any changes that users or the system have made to the Supplier record.



Viewing CSV File Formats

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The file formats of the Supplier, Supplier Addresses, Supplier Contacts, and Product Prices CSV templates are viewable from their respective Import pages (see Import supplier details). 


For example, to view the Supplier CSV template's specifications, click Purchase > Suppliers, then on the Suppliers page, click Import > Suppliers. You can then click the Field Specifications button to view the format, which is hidden by default.



Initially, only the template's Required fields, e.g. Name, Currency, Payment Term, and Tax Rule, are shown and described. You will need to fill in information on these fields to avoid any error when importing the file.


Click Optional Fields to view information on the optional fields  as well. 




Edit Supplier Details in Bulk

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Aside from the ability to edit supplier details individually, supplier details can be exported as a CSV file and edited in bulk. This method can be used for suppliers, supplier addresses and supplier contacts.



To edit supplier details in bulk:

  1. Navigate to Purchase > Suppliers.
  2. Select the appropriate Export option (Export > Suppliers, Export > Supplier Addresses, Export > Supplier Contacts).
  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 (see Import supplier details for more information).


Deprecate and Delete Suppliers

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Suppliers can be deprecated when they are no longer active or in use. If a supplier has not been used in any transaction, its record can be deleted from DEAR. Suppliers that have been used in transactions cannot be deleted from DEAR. 

Deprecated suppliers will not be available for selection during purchase operations.


To deprecate a supplier:

  1. Navigate to Purchase > Suppliers and click on the supplier record. 
  2. Change the status from ACTIVE to DEPRECATED
  3. Save your changes.

Multiple suppliers can be deprecated all at once by exporting the Supplier list to a CSV file, updating the Status of the applicable records in the CSV file, then importing the CSV file back into DEAR.


To deprecate multiple suppliers:

  1. Export your supplier list by navigating to Purchase > Suppliers and clicking Export > Suppliers
  2. Download and open the CSV template.



  3. In the Status column, change all suppliers to be deprecated from ACTIVE to DEPRECATED
  4. On the suppliers screen, click Import > Suppliers.
  5. Upload the edited template.


Deprecated suppliers can be deleted from DEAR if they have not yet been used in a purchase transaction.


To delete deprecated suppliers:

  1. Navigate to Purchase > Suppliers.
  2. Click on More Actions > Delete deprecated suppliers.



  3. Click Delete.


Merge Suppliers

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Multiple supplier records can be merged into a single record..


NOTE: Merging suppliers is not reversible. You will need to merge the same suppliers in your accounting software.


To merge supplier records:

  1. Navigate to Purchase > Suppliers
  2. Check the boxes next to the supplier records to be merged. 
  3. Click More Actions > Merge selected suppliers.



  4. Select the primary supplier record and click Merge.

NOTE: After merging, supplier fields that only allow a single value (Tax Rule, Currency, etc.) will take the value of the primary supplier record. Supplier addresses and supplier contacts from all merged suppliers will be transferred to the primary supplier. All transactions involving merged suppliers will now point to the primary supplier..

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