Purchase

Create, Edit, Import and Export Suppliers

Supplier setup is the address book for purchasing. Clean names, phone numbers, addresses and tax identity make purchase orders, reports and supplier follow-up reliable.

Menu path
Purchase -> Supplier List -> New
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/suppliers.html, frontend/modals/supplier.html, frontend/static/script/js/modules/js/suppliers.js showAdd editSupplier validForm exportCsv exportAllCsv, supplier GST Type and GSTIN fields

Supplier listThe Supplier List screen gives import, export, filter and New controls before purchase entry starts.
Add Supplier panelCreate supplier contact, address and tax fields before staff choose the supplier on a purchase.
Supplier profileOpen a supplier row to review contact details, tax identity and recent purchasing activity.

When to Create a Supplier

Create a supplier before the first purchase from that business. A supplier record is not only a contact card; it becomes the link between purchase orders, receiving history, supplier reports and later follow-up.

  • Create one supplier per real vendor, distributor, wholesaler or service provider.
  • Use the legal or trading name staff will recognize on invoices.
  • Do not create duplicate suppliers for spelling differences or separate phone numbers.
  • Review GST Type and GSTIN before using the supplier on tax-sensitive purchases.
  • Keep supplier cleanup limited to users who understand purchasing history.

Create a Supplier

  1. Open Purchase -> Supplier List.
  2. Click New.
  3. Enter Name. Posnic validates the supplier name before save.
  4. Enter Phone, Email and Address so staff can contact the supplier from the profile.
  5. Complete City, Country and State when purchase documents or reports need location context.
  6. Set GST Type and GSTIN when the supplier invoice uses GST identity.
  7. Click Save.
  8. Open the new supplier row and confirm the contact details before creating a purchase.

Edit or Correct a Supplier

Supplier changes affect future lookup and reports. Edit carefully, especially when the supplier already has purchases.

  • Use row click to open the supplier profile, then use Edit.
  • Correct phone, email and address when invoice contact information changes.
  • Do not rename a supplier into a different business just to avoid creating a new supplier.
  • Check recent purchases after editing to confirm staff selected the intended supplier.
  • Use delete only when the record is a clear duplicate or test entry and shop policy allows cleanup.

Import and Export Suppliers

The Supplier List toolbar follows the same import/export pattern used in other Posnic lists. Use it for clean onboarding or owner review, not as an uncontrolled bulk edit.

ControlWhat it doesOperator rule
Import CSV or ExcelLoads supplier rows from a spreadsheet into supplier records.Test a small file first and keep the original file.
Export this pageExports the visible page of suppliers.Use for quick handoff after filtering.
Export everything matching filterExports all supplier rows that match the current filter, beyond the visible page.Set the filter first so the owner receives the intended list.
FilterSearches supplier rows by visible supplier details.Filter before editing duplicates or exporting.
NewOpens the Add Supplier side panel.Use before purchase entry when the supplier is missing.

Supplier Data Quality Checklist

  • Name is unique enough that a cashier or stock clerk will not choose the wrong supplier.
  • Phone and email are usable for purchase follow-up.
  • Address fields match the supplier invoice when the shop keeps tax records.
  • GSTIN is entered only when the supplier has the correct GST identity.
  • The supplier appears in New Purchase supplier search after save.

Related Manual Pages

Purchase Supplier Profile The supplier profile is the purchasing memory for a vendor: contact details, purchase totals, recent bills and document preview all sit beside the supplier list. Purchase Create Purchase Order A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked. Purchase Receive Stock Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving. Reports Purchase and Supplier Reports Purchase reports explain stock coming in, stock or money going back to suppliers and how much business each supplier represents.