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Supplier Management

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The Supplier Management module provides comprehensive tools for managing suppliers across your multi-vendor marketplace. This feature allows both administrators and vendors to efficiently manage supplier information, track financial transactions, and maintain accurate records of all supplier interactions.

Supplier Dashboard Overview

Supplier Index Interface

The supplier dashboard provides a comprehensive view of all suppliers in the system with the following features:

Key Dashboard Elements

  • Supplier List: Displays all suppliers with essential information
  • Search & Filter: Advanced filtering capabilities
  • Action Buttons: Add, Edit, Delete, View Ledger options
  • Status Indicators: Active/Inactive status display
  • Vendor Association: Shows which vendor each supplier belongs to

Advanced Search & Filtering

Supplier Filter Interface

The search functionality allows users to quickly locate specific suppliers using multiple criteria:

Filter Options

  • Keyword Search: Search by supplier name, email, or phone
  • Vendor Filter: Filter suppliers by specific vendor (admin only)
  • Status Filter: Filter by Active/Inactive status

Creating New Suppliers

Add New Supplier Interface

Required Fields for New Suppliers

  • Supplier Name: Full legal name of the supplier
  • Email Address: Primary contact email
  • Phone Number: Primary contact number
  • Address: Complete physical address
  • Vendor Association: Select vendor (admin only)
  • Status: Set as Active or Inactive

Admin vs Vendor Creation Differences

  • Admin: Can assign supplier to any vendor
  • Vendor: Supplier automatically assigned to current vendor
  • Admin: Full access to all supplier management features
  • Vendor: Limited to suppliers under their vendor account

Editing Supplier Information

Edit Supplier Interface

Editable Fields

  • Basic Information: Name, email, phone, address
  • Status: Activate or deactivate supplier
  • Vendor Association: Change vendor assignment (admin only)

Supplier Deletion Process

Delete Supplier Interface

Deletion Safeguards

  • Confirmation Dialog: Prevents accidental deletion
  • Dependency Check: Ensures no active transactions exist

Editing Supplier Profiles

Supplier details can be updated at any time from the profile view. Depending on the user role, different tabs and fields are available to edit. Use the Edit action to open the profile form, review the fields, make necessary changes, and save. Editing Supplier Profiles

Admin Profile Tab
  • Assign or change the associated Vendor for the supplier.
  • Update Name, Email, Phone, and Address information.
  • Toggle Status between Active and Inactive.
  • Maintain consistency with inventory records and ensure contact details are accurate.

Vendor Profile Tab

  • Edit supplier Name, Email, Phone, and Address within the vendor’s scope.
  • Vendor cannot change the vendor association; it remains fixed to the current vendor.
  • Use the Status toggle to temporarily disable/enable a supplier for purchase operations. Vendor Profile Tab

Supplier Ledger

The Supplier Ledger tracks all financial interactions with a supplier, including purchase bills, returns, and payments. It provides running balances, references to source documents, and filters for efficient review.

Admin Ledger Overview

  • View ledger entries for all suppliers across vendors.
  • Filter by Vendor, Supplier, and Keyword.
  • Inspect entries like Total Order Amount, Total Paid Amount, Total Payable Amount, along with status, references, and running balances. Admin Ledger Overview

Vendor Ledger Overview

  • Vendor ledger are same as the admin ledger. Vendor Ledger Overview

Recording Supplier Payments

Record payments made to suppliers to keep the ledger up-to-date.

  • Click on the supplier name or edit button from the supplier list then click on the ledger and click Payment.
  • Enter Amount, select Payment Date, select Payment Method, and add Note.
  • Save to create a ledger entry that adjusts the supplier’s balance.

Admin Payment Modal & Updated Ledger

  • Admins can record payments for any supplier across vendors.
  • Use the payment modal to input Amount, Method, Date, and optional Note.
  • Upon saving, the ledger adds a Payment entry and updates the running balance accordingly. Admin Payment Modal & Updated Ledger

Vendor Payment Modal & Updated Ledger

  • Vendors use the payment modal to record payments to the supplier.
  • After saving, a new Payment entry appears in the ledger with the method, amount, and reference.
  • The running balance updates immediately, reflecting the reduced payable amount.