Create and maintain suppliers
Supplier records identify who provides fuel, parts or other goods. They connect commercial terms, orders, deliveries and invoices. A supplier record does not itself place an order or transfer a payment.
Reviewed 7 October 2026
Who this is for
Inventory managers and authorized managers/owners.
Before you begin
Prepare the supplier’s legal/trading name, contact, category, terms and known commercial details.
1Add a supplier
- Open Suppliers and choose Add supplier. Enter a recognizable name and the appropriate supplier category.
- Fill contact person, phone/email and address details used by your team. Enter payment terms, delivery lead time and minimum order where relevant.
- For fuel suppliers, review fuel-price information if the form provides it. Keep supplier purchase prices separate from station selling prices.
- Save and open the supplier detail. Check contact/terms before referencing it in orders or deliveries.
A consistent supplier identity can be reused across the procurement workflow.
2Review activity and stop new use
- Search or filter by name, category and active status. Open the supplier to review deliveries and linked activity.
- Update contact or commercial details through the permitted action. Keep invoice references and historical transactions intact.
- Deactivate a supplier when it should no longer be used, after reviewing outstanding orders and unpaid invoices.
Old transactions remain identifiable while new purchasing uses current suppliers.
A practical example
Use one supplier record for the same business instead of variations such as “Depot A” and “Depot-A Ltd” that split its invoices and delivery history.
If something goes wrong
The name already exists
Search inactive records too. Reuse or review the existing record rather than adding a near-duplicate.
Changing supplier terms did not pay an invoice
Terms describe an agreement. Record and reconcile an actual payment separately on the invoice.
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