To issue purchase invoices and track transactions with suppliers, you first need to add them to the platform. This article walks you through how to add and edit supplier data, as well as delete or archive suppliers.
Add a New Supplier
Go to Purchases & Suppliers > Suppliers > New Supplier.
Enter the following details:
Main information:
Supplier Name
Supplier Code
Supplier Mobile Number
Optional information:
Email
Supplier VAT Number
Opening Balance (for more details on adding supplier opening balance, click here)
Supplier Address
Click Save.
ℹ️ Note: You can also add a supplier directly while creating a purchase invoice if the supplier hasn’t been added before.
Edit Supplier Data
Go to Purchases & Suppliers > Suppliers.
Search for the supplier by name or code in the search field.
Click the 🖊 (Edit) icon.
Update the necessary details.
Click Save.
ℹ️ Note: The supplier’s opening balance can only be modified if no payments have been made and before closing the financial period.
Delete a Supplier
Go to Purchases & Suppliers > Suppliers.
Search for the supplier by name or code in the search field.
Click the three-dot menu in the Actions column.
Select Delete Supplier.
Click Delete to confirm.
ℹ️ Note: A supplier cannot be deleted if there are previous transactions. In this case, you can archive the supplier instead.
Archive a Supplier
Go to Purchases & Suppliers > Suppliers.
Search for the supplier by name or code in the search field.
Click the three-dot menu in the Actions column.
Select Disable Supplier.
To reactivate the supplier:
Click the three-dot menu in the Actions column.
Select Activate Supplier.
ℹ️ Note: Archiving lets you hide inactive suppliers without deleting their data or affecting past transactions. Make sure there are no pending transactions before archiving.
FAQs
1. Is there a limit to how many suppliers I can add?
No. You can add as many suppliers as you need.
2. I have a supplier (e.g., home business) without a tax number. How can I add them?
The tax number field is optional. You can leave it blank and complete the other required details.
3. Can I add a non-Saudi mobile number for a supplier?
Yes, you can add a non-Saudi mobile number.
4. Can I upload a list of suppliers using an Excel file?
Yes. Click here for more details.
5. Can I export the supplier list from the platform?
No. Exporting supplier lists is not currently supported. You can view all suppliers by going to: Purchases & Suppliers > Suppliers.
6. Can I manually edit the amount due to or from a supplier?
No. Amounts payable or receivable from a supplier are tied to purchase invoices, return invoices, and payments. They cannot be edited manually.
7. If I update the supplier’s tax number, does it reflect on previously issued invoices?
No. Changes do not apply to invoices that have already been issued.
8. I issued a purchase invoice without the supplier’s tax number. How can I add it?
You cannot update the invoice once it’s issued. You’ll need to return the invoice, add the tax number to the supplier, and issue a new invoice.
9. Can I control user permissions for accessing and editing supplier data?
Yes. Go to:
Settings > Users > ⚙️ > Edit user
Go to User Permissions
Make sure Detailed is enabled
Under Purchases & Suppliers, activate or deactivate Suppliers List and Supplier Details
Click Save Custom User