Creating Suppliers

Creating Suppliers

Suppliers are essential for your business operations in EquiBillBook. This guide will walk you through creating suppliers to build your supplier database.

What are Suppliers?

Suppliers in EquiBillBook represent the vendors, manufacturers, or businesses you purchase products or services from. Each supplier contains information like name, contact details, address, payment terms, credit limits, and tax information that are used across purchase transactions and reporting.

Accessing the Suppliers Module

To create a new supplier:

1. Navigate to Suppliers from the main menu
2. Click on Suppliers or Supplier List
3. Click the "Add Supplier" or "Create New" button

Basic Supplier Information

Fill in the essential details:

• Name: Enter the supplier's full name or business name (required)
• Mobile: Enter the primary mobile number (required)
• Email: Enter the supplier's email address (optional)
• Alternative Mobile: Enter an alternate contact number (optional)
• Business Name: Enter the business name if different from supplier name (optional)
• Contact Person: Enter the name of the primary contact person (optional)
• Joining Date: Enter the date when the supplier was added (optional)

Supplier Address

Add supplier address information:

• Billing Address: Enter the complete billing address including street, city, state, country, and PIN code
• Shipping Address: If different from billing address, enable the option to enter a separate shipping address
• Country, State, City: Select from the dropdown lists
• PIN Code: Enter the postal/PIN code

Supplier Categories

Organize suppliers by category:

• Supplier Category: Select a supplier category to group similar suppliers together
• This helps in reporting and applying category-specific settings
• Categories can be created in Supplier Settings

Financial Settings

Configure financial details:

• Credit Limit: Set the maximum credit amount allowed for this supplier (if you purchase on credit)
• Opening Balance: Enter any existing balance (payable) at the time of creating the supplier
• Payment Terms: Select the default payment terms for this supplier
• Currency: Select the currency for transactions with this supplier (for multi-currency setups)

Tax Information

Configure tax settings:

• Tax Preference: Select whether the supplier is Taxable, Exempt, or Non-Taxable
• GST Treatment: Select the GST treatment type (if applicable in your country)
• Place of Supply: Select the place of supply for tax calculations
• Tax Exemption: Select tax exemption if the supplier is exempt from certain taxes
• PAN Number: Enter the supplier's PAN number (if applicable)
• GST Number: Enter the supplier's GST registration number (if applicable)

Additional Supplier Details

You can also configure:

• Profile Picture: Upload a supplier profile photo or logo
• Notes: Add any additional notes or comments about the supplier
• Branch Access: Assign which branches can access this supplier (for multi-branch setups)
• Status: Set supplier as Active or Inactive
• Website: Enter the supplier's website URL (optional)

Saving the Supplier

After filling in all necessary details:

1. Review all the information entered
2. Click "Save" or "Create Supplier"
3. The supplier will be saved and available for use in purchase bills, purchase orders, purchase quotations, and other transactions

Best Practices

• Use consistent naming conventions for suppliers
• Ensure mobile numbers are unique to avoid duplicates
• Organize suppliers using categories for better management
• Set appropriate credit limits based on supplier relationship and payment history
• Keep contact information and addresses up-to-date
• Add complete tax information for accurate tax calculations
• Use notes field to track important supplier information
• Maintain accurate GST/PAN numbers for compliance

Next Steps

After creating suppliers, you can:

• Organize suppliers into categories
• Set up supplier credit limits and payment terms
• Configure supplier tax information
• Use suppliers in purchase bills and purchase orders
• Import multiple suppliers using bulk import
• Generate supplier reports and statements