How to Add Suppliers, Link Them to Purchase Types/GL Codes, and Connect Them to Xero.

Introduction

Adding a new supplier to your system ensures seamless purchase request processing and financial tracking. This guide will walk you through the steps to create a supplier, enter key details such as company name, director name, ABN, and contact information, and link the supplier to relevant purchase types. Proper setup allows for efficient procurement and compliance with company policies

Creating a New Supplier

To add a new supplier, follow these steps:

1. Navigate to Settings and select Supplier Companies.
2. Click Create Supplier in the top right corner.
3. Fill in the supplier details, including:
   • Company Name
   • Director Name
   • ABN (Australian Business Number)
   • Phone Number
   • Sales Email
   • Accounts Email
   • Address
4. Click Save.
5. A confirmation message, "Successfully created a billable company," will appear.

Important:

To use this supplier in future Purchase Requests (PRs), you must link it to Purchase Types in your Billable Company settings. See the section below for details.

Setting a Preferred Supplier

Once saved, the supplier will appear in your Supplier List. If you want to mark it as a Preferred Supplier, meaning purchase requests won't require three comparable quotes:

1. Scroll through the Supplier List to find the supplier.
2. Click the checkbox to the right of the supplier’s name to set it as preferred.

 

Editing a Supplier

To modify an existing supplier:

1. Locate the supplier in the Supplier List.
2. Click Edit on the far right.
3. Make the necessary changes and click Save to update.

For details on adding Products and Product Codes to a supplier, click here.

Linking a Supplier to Purchase Types

After setting up your supplier, you need to link it to Purchase Types:

1. Go to Settings → Billable Company.
2. Navigate to the Suppliers tab to view all existing suppliers.
3. Click Add New to link a new supplier.
4. Search for the supplier’s name from the list.
5. Enter the Maximum Purchase Threshold for any single PR.
6. Select the Purchase Type(s) this supplier should be linked to.
7. Click Save.

A confirmation message, "Created Billable Supplier Association successfully," will appear. The supplier is now linked and ready for use in purchase requests.

Once your supplier is set up and linked to the appropriate purchase types, follow these steps to connect them to Xero:

1. Search for the supplier in the New Supplier Linked dropdown.
2. If the supplier appears, select their name to complete the link.
3. If they do not appear, you will need to add them in Xero first.
4. Once linked, a Linked icon will appear next to the supplier’s name.
5. To edit the purchase types linked to this supplier in the future, click the Edit pencil icon.

After successfully linking, the "Created Billable Supplier Association successfully" confirmation pop-up will appear. Now that your supplier is linked, you can proceed with purchases using this supplier.

By completing these steps, your supplier will be fully integrated with Xero, ensuring efficient purchase request processing and smooth invoice management.