Supplier Details

Supplier Details

Accurate supplier details are crucial for effective communication, procurement, and record-keeping. This guide explains how to manage supplier basic information including name, contact details, and addresses in EquiBillBook.

Supplier Name

The supplier name is a required field and should be entered as follows:

• Business Suppliers: Enter the business name or company name (e.g., "ABC Manufacturing Ltd." or "XYZ Trading Company")
• Individual Suppliers: Enter full name (e.g., "Rajesh Kumar" or "Priya Sharma")
• Best Practice: Use consistent naming format across all suppliers
• The name appears on purchase bills, purchase orders, statements, and reports

Contact Information

Maintain accurate contact details for effective communication:

Primary Mobile Number

• Required Field: Primary mobile number is mandatory
• Format: Enter 10-digit mobile number (or as per your country's format)
• Uniqueness: System may check for duplicate mobile numbers
• Used for SMS notifications, WhatsApp communications, and contact purposes

Email Address

• Optional Field: Email is not mandatory but recommended
• Format: Enter valid email address format (e.g., supplier@example.com)
• Used for sending purchase orders, purchase bills, payment reminders, and notifications
• Email receipts and documents can be sent directly to this address

Alternative Mobile Number

• Optional Field: Add an alternate contact number
• Useful when the primary number is not reachable
• Helps in maintaining communication backup

Business Information

For business suppliers, you can add:

• Business Name: Enter the registered business name if different from supplier name
• Contact Person: Enter the name of the primary contact person at the supplier
• Website: Enter the supplier's website URL (optional)
• Business Type: Select the type of business (if applicable)

Address Information

Maintain complete address details:

Billing Address

• Street Address: Enter the complete street address
• City: Select or enter the city
• State: Select or enter the state
• Country: Select the country
• PIN Code: Enter the postal/PIN code
• This address is used for billing and tax purposes

Shipping Address

• Same as Billing: If shipping address is same as billing, you can use the same address
• Different Address: Enable option to enter a separate shipping address
• Useful when goods are delivered to a different location
• Shipping address is used for delivery of goods

Editing Supplier Details

To update supplier information:

1. Go to Suppliers → Supplier List
2. Find the supplier you want to edit
3. Click on the supplier name or click "Edit"
4. Update the required fields
5. Click "Save" or "Update"

Important Notes

• Mobile Number: Changing mobile number may affect notifications and communications
• Address Changes: Update addresses when suppliers relocate
• Contact Person: Keep contact person information updated for better communication
• Email Updates: Ensure email addresses are current for document delivery

Best Practices

• Verify contact information before saving
• Keep all supplier details up-to-date
• Use complete addresses with PIN codes for accurate delivery
• Maintain backup contact numbers
• Regularly review and update supplier information
• Document any special instructions in the notes field

Related Topics

• Creating Suppliers
• Supplier Categories
• Supplier Tax Information
• Supplier Management