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Add Supplier

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Page Contents:

Points to Note

Add a New Supplier

Details tab

Address tab

Contacts tab

Purchases tab

Returns tab

Costings tab

Attachments tab

Add and View Supplier Record Tutorial Video

The Add Suppliers page enables you to add a new supplier to Unleashed so that you can place Purchase Orders for them. You can also Import Suppliers into Unleashed.

Points to Note

  • Ensure that each Supplier Code is unique and avoid using '0' or '00' at the beginning of your Supplier Codes.
  • The supplier currency will default to your base currency. The currency cannot be edited once the supplier has been used for a transaction.
  • If you have a supplier using multiple currencies, you must have a different supplier code and name for each supplier and each currency.

Add a New Supplier

To create a new Supplier in Unleashed, for the below steps:

  1. In the main menu, select Suppliers | Add Supplier.
  2. In the Details tab, advise the required fields: Supplier Code and Supplier Name.
  3. In the Contacts tab, advise a First Name, Last Name and Email Address as a Primary contact
  4. Complete the remaining fields of information for the Supplier across the following tabs:

Details tab

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  • The Supplier Code and Supplier Name (required). 
  • GST/VAT Number: The Supplier's Tax Number.
  • Taxable: Select or clear this option based on whether the supplier is taxable or non-taxable.
  • Tax Rate: If you have selected the Taxable option, you can also choose the Supplier's default tax rate, if required. The tax rates are retrieved from the values you have recorded in Settings | System | Taxes.
  • Currency: The Supplier's preferred currency, used for supplier transactions. The Currency will need to be setup in your setting's Currency Rates before it can be allocated to a Supplier.
  • Obsolete: A supplier can only be deleted if there are no transactions. If there are transactions, you can only obsolete them. (This option is only visible once the Supplier's been saved).
  • Bank Name: Your Supplier's preferred bank details.
  • Bank Branch: Your Supplier's preferred bank details.
  • Bank Account: Your Supplier's preferred bank details.
  • Payment Term Description: Payment terms for the supplier, based on the terms setup in your setting's Payment Terms.
  • Minimum Order Value:  The Minimum order value for purchases placed with this Supplier (if applicable).  The value must be in the Supplier's currency.
  • Purchase Order Print template and Supplier Return Print Template: The default Doc Designer Template used when a Purchase Order's printed for this Supplier.
  • Supplier Return Print Template: The default Doc Designer Template used when a Supplier Return's printed for this Supplier.
  • Default Lead Time (days): The number of days it takes for a supplier to deliver the goods, (not product specific).
  • Purchase Order Cost Distribution Method:  Select the default method to use for cost distribution for this Supplier (this will override your Company default method)
  • Reminder: This reminder will appear each time a Supplier is added to a Purchase Order.  It won't display when Purchase Orders are created via bulk actions.

Address tab

For each address that's advised for a Supplier, ensure that you specify a unique Address Name.

  • Postal Address:  The postal address is printed on the purchase order.
  • Physical Address: The physical address is for reference.

Contacts tab 

A contact must have at least one of the following fields completed:  First Name or Last Name or Email. The combination of First Name, Last Name and Email must be unique.
  • First Name: The first name of your Supplier contact.
  • Last Name: The surname of your Supplier contact.
  • Email: The email address of your Supplier (must be in a valid format).
  • Website: Your Supplier's website address (must be a valid website URL).
  • Toll Free No: Your Supplier contact's toll free telephone number.
  • Phone: Your Supplier contact's main phone number.
  • Fax: Your Supplier contact's fax number.
  • Mobile Phone: Your Supplier contact's mobile phone number. 
  • Office Phone: Your Supplier contact's office phone number.
  • DDI: Your Supplier contact's Direct Dial In number.
  • Comments: A text field for comments relating to your Supplier contact.
  • Purchasing: Tick this box if you want this Supplier's email address to be added by default as a recipient of Purchase Order emails.
  • Primary: Your first contact added will be marked as your Primary contact.  To identify a different contact as your Primary contact, add their contact details and then choose "Set as primary" from the action cog on the right.
  • Default CC Email Address: Advise a default email address to be included on all emails sent from Unleashed for this Supplier. 
For integration with Xero, your primary contact MUST have an email address to sync successfully. Xero will accept another 5 contacts as contact persons in Xero.
For integration with Quickbooks, your primary contact is your Vendor in Quickbooks.  Only the primary contact will sync with Quickbooks.

Purchases tab

The Purchases tab displays all the transactions for the current supplier and enables you to Edit, Print, Print Product Labels, Email, Clone or Delete them from the Action Cog on the right.

The bulk Action Cog on the left allows you to select multiple Purchase Orders to Approve, Unapprove, Add Shared Costs, Change Status, Delete or Complete Purchase Orders


Returns tab

The Returns tab shows you all the Supplier Returns for the Supplier and enables you to View, Print or Email the Supplier Return, using the Action Cog to the right.

Costings Tab

The Costings tab displays all costs added to Purchase Orders related to the this Supplier. Using the Action Cog on the right you can Edit, Print or Email the Purchase Order Costing to your Supplier. 

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