Suppliers

Suppliers is the vendor master for your procure-to-pay cycle. It shows what you owe each supplier, groups them by category and currency, and gives every supplier a 360 profile with a statement of account, their bills, purchase orders and the payments you have made. The same data drives the Vendors and Bills views inside Accounting.

The supplier list

Open Suppliers from the sidebar (/suppliers). The page is titled Suppliers with the subtitle Vendor master, payables and statements: procure-to-pay. The header carries a New supplier button and an Export menu.

KPI tiles

Table columns

Statuses

Export

Export offers Excel (.csv), CSV and PDF, with the columns ID, Supplier, Category, City, Balance, Currency and Status. The Excel option adds a UTF-8 byte-order mark so names open correctly; PDF opens a print window you can save from. See Exports and printing.

New supplier

New supplier opens a centred New supplier modal (click outside or press Escape to close it):

Create supplier writes an ERPNext Supplier (a Company in the chosen supplier group, country United Arab Emirates, with the default currency) and confirms with Supplier {name} created. City, phone and email stay on the form and are not written to the supplier record yet. In demo mode the modal notes that the supplier is kept in this workspace: it appears at the top of the list with a New badge and the message Supplier {name} added (saved in this workspace).

The supplier 360 profile

Click a supplier to open its profile. The breadcrumb reads Run · Suppliers · 360° profile and the subtitle shows {ID} · {city} · {category} · {currency}. The header shows a Statement export menu and a Pay supplier button, plus a ← Back to suppliers link.

• Statement offers Excel (.csv), CSV and PDF of the statement of account (Date, Reference, Type, Debit, Credit, Balance). PDF opens a print window headed Statement of account: {supplier}; save it as PDF from the print dialog. The menu is disabled while the statement is empty.
• Pay supplier opens the payment modal described below.

KPI tiles

Two cards follow: a contact card with Email and Phone, and a Relationship snapshot summarising the account.

Sections

Each section shows None yet. until it has data.

Pay supplier

Pay supplier opens a modal titled Pay {supplier}:

The modal footnote reads Posts a supplier Payment Entry and reduces the payable balance of {currency} {balance}. Record payment posts an ERPNext Payment Entry of type Pay against the supplier (from the Cash account to Creditors), allocated to the chosen Purchase Invoice when one is selected, and confirms with Payment {PE} of {currency} {amount} recorded. In demo mode the payment is kept in this workspace and listed under Payments made with a New badge; the balance tile does not change until the engine is connected.

Reading the statement

The statement of account is the supplier's view of your relationship, so it is the first thing to check when a supplier queries a balance.

1. Find the bill

   Each bill appears as a Debit line with its bill number in the Reference column.

2. Match the payment

   Each payment you made appears as a Credit line. The Against column in Payments made shows which bill it settled.

3. Confirm the closing balance

   The Closing balance row must equal the Payable balance tile. If the supplier's own statement differs, the gap is a bill or payment one side has not recorded.

Purchase orders

Purchase orders are raised against suppliers and appear in two places: the supplier profile above, and the Purchase orders table on the Sales & orders page, which lists PO, Supplier, Date, Total and Status with the statuses To Receive, To Bill and Completed. Receiving the goods moves stock in Inventory; the supplier bill then settles the PO.

Vendors and Bills in Accounting

The finance team sees the same suppliers from the accounts-payable side. Both views sit in the Accounting module's sub-navigation and are documented in full in Accounting.

Vendors (/accounting/vendors)

Titled Vendors with the subtitle Suppliers & accounts payable by vendor · AED. Two KPI tiles show Vendors (with how many carry a balance) and Total payable. The Vendor list table has Supplier, Category, City, Balance and Status columns, and each row's Statement button opens the supplier profile described above.

Bills (/accounting/bills)

Titled Bills with the subtitle Supplier purchase invoices & payables · AED. KPI tiles show Total payable, Overdue (past due date) and Paid bills (as a count of the total). The Supplier bills table lists Bill #, Supplier, Date, Due, Amount, Outstanding and Status. New bill opens a journal entry and Export produces the same columns as the table.

Procure-to-pay in practice

1. Check the supplier

   Open the profile, confirm the currency and category, and review the payable balance.

2. Issue a purchase order

   The PO appears under Purchase orders on the profile and on the Sales & orders page as To Receive.

3. Receive and bill

   When the supplier's invoice arrives it becomes a bill, visible in the profile and under Accounting > Bills, and the statement debits the account.

4. Pay and reconcile

   Click Pay supplier on the profile, pick the bill and record the payment. It shows under Payments made and on the Payments page with direction Out, and the closing balance falls accordingly.