Supplier
Create and manage all supplier and vendor records across five structured tabs.
Table of Contents
- 1. Overview
- 2. Understanding the Screen
- 3. Creating a New Supplier
- 4. Editing an Existing Record
- 5. Deleting a Record
- 6. Related Modules
1. Overview
The Supplier module manages all supplier and vendor records in QBS. Each supplier can be linked to a chart of account, business classification, contact details, and compliance documents. The Add form is organised into five tabs — Basic Information, Company Details, Address & Contact, Business Information, and Documents & Remarks.
Navigation
📍 Path: Supplier Management → Supplier
2. Understanding the Screen
Data Table Columns
| Column | Description |
|---|---|
| SL | Auto-generated serial number. |
| COA Name | Chart of account linked to the supplier. |
| Name | Full registered name of the supplier. |
| Code | Unique supplier code (e.g., SUP-00001). |
| Email address of the supplier. | |
| Contact No | Primary contact number. |
Each column header includes a Filter button and sort toggle. A Clear Filters button resets all active filters.
Action Buttons (Per Row)
| Button | Colour | Function |
|---|---|---|
| Edit | Yellow / Orange | Opens the edit form across all tabs. |
| Delete | Red | Deletes the record if not referenced in any transactions. |
If a supplier is referenced in purchase orders, invoices, or other transaction modules, the system will block deletion.
3. Creating a New Supplier
Click “New Supplier” in the top-right corner. The Add modal opens on the Basic Information tab.
Tab: Basic Information
| Field | Required? | Guidance |
|---|---|---|
| Supplier Name | Yes * | Full registered name of the supplier (e.g., ABCD Raw Materials Ltd.). |
| Supplier ID | Yes * | Unique identifier (e.g., SUP-00001). |
| Email Address | No | Primary email address. |
| Contact Number | Yes * | Primary contact number (e.g., +8801712345678). |
| Exporting As | No | Trade or export identity name if operating under a different entity. |
| Established Year | No | Year the supplier was established. |
| Company Overview | No | Brief description of the supplier’s business, products, or services. |
Tab: Company Details
| Field | Required? | Guidance |
|---|---|---|
| Company Registration No | No | Government-issued company registration number. |
| BIN Number | No | Business Identification Number for VAT. |
| Trade License No | No | Trade licence number. |
| Number of Employees | No | Total employees at the supplier company. |
| Chart of Account | No | COA to link this supplier for accounting and payables tracking. |
Tab: Address & Contact
| Field | Required? | Guidance |
|---|---|---|
| Office Address | No | Full address of the supplier’s main office. |
| Factory Address | No | Address of the production facility or warehouse. |
| Website URL | No | Official website address. |
💡 Enter both office and factory addresses where available — they may be used separately for delivery instructions and correspondence.
Tab: Business Information
| Field | Required? | Guidance |
|---|---|---|
| Supplier Group | Yes * | Group or segment (e.g., Raw Materials, Packaging, Services). |
| Business Type | No | Type of business the supplier operates (e.g., Manufacturer, Trader, Importer). |
| Product Type | No | Primary product type or category supplied. |
| Specialize Area | No | Supplier’s area of specialisation. |
| Business Category | Yes * | Broad business category (e.g., Manufacturing, Distribution, Retail). |
| Credit Rating | No | Credit rating for financial risk assessment. |
| Rating | No | Overall performance or quality rating based on internal evaluation. |
Supplier Group and Business Category are mandatory for procurement reporting and vendor analysis.
Tab: Documents & Remarks
| Field | Required? | Guidance |
|---|---|---|
| Remarks | No | Additional notes or internal comments. |
| Is Active | No | Toggle to enable or disable. Inactive suppliers are hidden from purchase dropdowns. |
Click Save to create the record, or Close to discard.
💡 Complete all five tabs before saving. Supplier Group and Business Category in the Business Information tab must be filled before the record can be saved.
4. Editing an Existing Record
- Locate the supplier → click yellow Edit button → update fields across all tabs → click Save.
Editing the Supplier Name, Supplier ID, or Chart of Account may affect existing purchase orders, invoices, and financial reports.
5. Deleting a Record
When Deletion is Allowed
- Created by mistake with no associated purchase orders, invoices, or transaction history.
When Deletion is Blocked
- Referenced in purchase orders, goods received notes, supplier invoices, payment records, or ledger entries.
🔒 The system will prevent deletion and display an error if the supplier is in use.
6. Related Modules
| Module | Relationship |
|---|---|
| Chart of Accounts | Each supplier is linked to a COA for payables tracking. |
| Purchase Management | Suppliers are the source of purchase orders, GRNs, and invoices. |
| Accounts Payable | Outstanding balances and payment records are tracked against supplier accounts. |
| Inventory Management | Goods received from suppliers are tracked in inventory. |
| Reporting | Supplier data is used for procurement analysis and vendor performance reports. |