Supplier Records Tutorials

Suppliers are often referred to as Creditors or Accounts Payable. They represent individuals or businesses that the organisation purchases goods or services from.

All the relevant Supplier information can be entered in BOS, including contact details, addresses, registration information, and credit terms. 

There are two Views in BOS. List View displays a list of Suppliers with names and key information. Edit View allows users to add or edit Supplier information (if they have the required access permissions).

Navigation: Main Menu > Setup > Suppliers

These tutorials explain how to display supplier lists, and how to create and edit supplier records.

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How to Display a List of Suppliers

This List View provides a brief summary of suppliers’ information, including their names, trade names, currency, and registration information.

1. Navigate to Suppliers.
2. Click Menu (button) > Default.
3. Apply any of the filters as needed.
4. Click View (button).

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How to Display Suppliers’ Accounting Information

This List View provides a brief summary of suppliers’ accounting information, including bank details and credit terms.

1. Navigate to Suppliers.
2. Click Menu (button) > Accounting.
3. Apply any of the filters as needed.
4. Click View (button).

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How to Export a List of Suppliers

1. Navigate to Suppliers.
2. Select the Default or Accounting View from the Menu (button).
3. Click View (button).
4. Click Output (button) > Export (.xlsx).
5. Type a name for the file.
6. Click Save.

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How to Display Recently Added or Updated Suppliers

1. Navigate to Suppliers.
2. Select the Created or Updated radio buttons.
3. Next to Set, select Today or This Week.
4. Click View (button).

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How to Create a Supplier Record

• Creating a supplier is the same as creating a Contact and selecting Entity. 
• The links below redirect you to the Contact > Entity form.

1. Navigate to Main Menu > Setup > Suppliers.
2. Click New (button).
3. Fill in the Header section as follows:
   1. Name = Type the full legal name of the supplier.
   2. Known As = Type the supplier’s trade name.
   3. Reg No. = Type the supplier’s registration number.
   4. Groups = Click the ellipses (…)  in the groups block and select the groups you want to add on the popup:
      1. Move the groups from the Available to the Selected section.
      2. Click Save (button).
         • Note: Groups are created via Menu (button) > Edit Groups.
   5. Tel = Type a landline phone number, including any international dialling codes.
   6. Mobile = Type a mobile number, including any international dialling codes.
   7. WhatsApp = Type the supplier’s number used for messaging services.
      • Note: WhatsApp is a setting. You can replace the name: WhatsApp with your preferred messaging service. Email = Type the supplier’s email address.
4. Website = Type the supplier’s website address.
5. Postal address: This block is prefilled with the default postal address from Addresses (tab).
6. Street address: This block is prefilled with the default street address from Addresses (tab).
7. Complete the Attributes (tab).
8. Complete the Addresses (tab).
9. Complete the Employees (tab).

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How to Edit Supplier Records

• If you click Edit (button) it is greyed out to indicate Edit Mode is active.
• If you click Edit (button) while it is greyed out, Edit Mode is cancelled.
• Certain features are only available in Edit Mode (i.e. if you click something and nothing happens, check the Edit button).

1. Navigate to Suppliers.
2. Right-click the applicable record and select Edit Contact from the context menu.
3. Click Edit (button) if not greyed out.
4. Make any of the changes as described above.
5. Click Save (button).

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How to Delete Supplier Records

If the supplier is already included in any transaction or ticket, it cannot be deleted. In this case, change the Supplier’s Status instead (e.g. to Cancelled).

1. Navigate to Suppliers.
2. Right-click the applicable record and select Edit Contact from the context menu.
3. Click Actions (button) > Delete Contact.

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