Suppliers
Suppliers are your central directory of all sources of supply – with contact person, address, customer number and payment terms for purchasing and ordering.
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M16 · Suppliers
| Name | Contact person | City | Payment terms |
|---|---|---|---|
| Bauer & Co. | Roth Handel | Entry 2 | Record 3 |
| Wolf Spedition | Meyer GmbH | Record 3 | Item 4 |
| Roth Handel | Kraus Logistik | Item 4 | Entry 5 |
| Meyer GmbH | Bauer & Co. | Entry 5 | Record 6 |
| Kraus Logistik | Wolf Spedition | Record 6 | Item 7 |
Not a screenshot: the same interface you get in production.
What you do here
Here you maintain your suppliers' master data: company name, contact person, email, phone, address as well as your customer number at the supplier and the payment terms. In the list you search by name, filter by status and country and open an entry for its details; on the board you see all suppliers grouped by status (Active, Inactive, Blocked). Use „Add supplier“ or „Edit“ to capture and change the data, and „Set status“ to quickly mark a supplier as active, inactive or blocked.
Tips
Maintain payment terms consistently (e.g. „30 days net“) so purchasing can adopt them directly. Set suppliers you no longer use to „Inactive“ instead of deleting them – this keeps orders traceable. „Blocked“ suits suppliers you should temporarily not order from.
Legal requirements
Supplier and contract documents as well as related commercial letters must be retained under commercial law: commercial letters received and sent for six years, accounting vouchers for ten years (HGB §257); the period starts at the end of the calendar year. Therefore do not delete ended suppliers but set them to „Inactive“ or „Blocked“ and enter the end of the statutory retention period under „Retain until“ in the „Retention/history“ section. Changes to terms (e.g. payment terms, customer number) must remain traceable under GoBD: change existing values traceably instead of deleting records (reverse rather than delete). The fields „Created by“ and „Updated by“ document who created and last changed the record. If you trade in food, also observe the labelling and information obligations of the Food Information Regulation (LMIV, EU 1169/2011) – origin and supplier records are particularly important here.
What's inside
- Suppliers
- Supplier
- Edit supplier
- Add supplier
- Edit
- Delete
- Set status
Fits together with
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