Every supplier and what you owe them
Every supplier gets a record in the back office with their contact details, pay terms and the balance you carried over. Open it and you see their ledger, every purchase, what stock came from them, your payments and any notes or documents in one place.
Supplier management in SeroPOS
Complete supplier records
Business name, contact person, mobile, landline, email, address, tax number and up to 10 custom fields of your own.
Pay terms and opening balance
Set pay terms in days or months and an opening balance, so what you owed before SeroPOS is part of the ledger.
Supplier ledger
Purchases, returns and payments in date order with a running balance, so you always know what you owe.
Supplier stock report
See which products you bought from a supplier and how much of that stock you have sold and still hold.
Documents and notes
Attach price lists, contracts or delivery notes and keep notes on the supplier for the whole team to see.
Import from a spreadsheet
Bring your existing supplier list into SeroPOS with the contact import instead of typing each one.
One record for each supplier
Suppliers are kept under Contacts in the back office. Add the business name and a contact person, their mobile and landline, email and address, and the supplier's tax number if you need it. The contact ID fills itself from your contacts prefix. Up to 10 custom fields let you track things like account numbers, order days or delivery cut-off times.
Set a pay term in days or months to match the credit the supplier gives you. That pay term carries onto each purchase and decides when it appears as due on the dashboard. If you owed the supplier money before you started with SeroPOS, enter it as an opening balance so the ledger starts at the right figure.
Everything on the supplier page
Open a supplier and the tabs show the full relationship. The ledger lists purchases, returns and payments with a running balance for any date range. The purchases tab lists every delivery. The stock report shows what you bought from them and what is left. Payments shows each payment you made, and Documents and Notes holds files and comments. Activities records changes to the contact.
This is useful when a supplier calls about an invoice. You can check the purchase, see whether it was paid and by which method, and find the delivery note attached to it, without leaving the page. It also helps when a new member of staff takes over ordering and needs to see how a supplier has been handled so far.
- Ledger with running balance
- Purchases
- Stock report for that supplier
- Payments
- Documents and notes
- Activities
Knowing what you owe
The dashboard lists purchase payments due, based on each purchase's pay term, and the Total Purchase and Purchase Due tiles show the overall picture for the period. The contacts report gives every supplier's total purchases, returns, opening balance and the amount due, so you can plan payments for the week ahead.
When you pay, you can pay a single purchase or pay the supplier's total due from their page. Payments are recorded with the method and date, and SeroPOS can send the supplier a Payment Paid message from your notification templates. If a supplier offers a discount for early payment, the due list helps you pay in time to take it.
Messages and access
Notification templates include four for suppliers: New Order, Payment Paid, Items Received and Items Pending. Edit the wording once and send them by email or SMS, so suppliers hear from you in a consistent way and nobody has to write the same message twice. Messages sent from SeroPOS go out through the email and SMS settings in Business Settings.
If some staff should only deal with certain suppliers, roles can limit them to their own suppliers, and a user can be set to see only selected contacts. That keeps purchasing staff focused on their accounts and keeps supplier balances away from people who do not need them. It also reduces the chance of a payment being made twice by two different people.
Frequently asked questions
Can I import my existing suppliers?
Yes. Contacts, then Import Contacts takes a spreadsheet of customers and suppliers. Fill in the template with names, contact details and balances, upload it, and the suppliers appear in your list. You can then edit any record to add pay terms or custom fields.
How do I see what I owe one supplier?
Open the supplier and go to the Ledger tab. It lists purchases, returns and payments with a running balance for the date range you pick. The contacts report shows the same due figure for all suppliers side by side. Use it before you pay, so you and the supplier agree on the figure.
Can I see which products I buy from a supplier?
Yes. The supplier's stock report lists the products you bought from them, with quantities purchased, sold and still in stock. It helps when you are deciding what to reorder or which supplier's lines are actually selling. Products bought from several suppliers show under each one.
Can staff be limited to certain suppliers?
Roles include a choice between all suppliers and their own suppliers only. On the user record, Allow Selected Contacts limits a person to the contacts you pick. Together these keep each buyer working with their own accounts. Managers can keep access to every supplier.
Do suppliers get notified about orders and payments?
Notification templates for suppliers cover New Order, Payment Paid, Items Received and Items Pending. You edit the text and tags once in Notification Templates, then send the message by email or SMS when it applies. Email and SMS settings in Business Settings need to be set up first.