Settings

Configure and Use the Default Supplier

When enabled, Default Supplier prefills supplier identity on receiving, including state and GST fields. The field remains replaceable for each transaction, and the designated supplier cannot be deleted until another default is chosen.

Menu path
Manage -> Core Settings -> Receivings -> Default Supplier
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/settings_write.html Receivings Default Supplier switch and selector, frontend/static/script/js/modules/js/settings.js setting load toggle save and local cache, frontend/static/script/js/core/PosnicPro.js defaultSupplierSet full identity prefill, frontend/static/script/js/modules/js/receiving_add.js enabled/disabled clear behavior and prefilled picker replacement, api/src/models/setting.model.js branch-scoped General Supplier self-heal, api/src/models/supplier-legacy.model.js default supplier deletion protection

Configure the branch defaultEnable Default Supplier and choose one controlled supplier only when prefill is safer than requiring a selection every time.
Verify every receivingThe prefilled supplier is only a starting value; confirm it against the invoice before adding or receiving stock.
Maintain the supplier recordThe default carries this supplier's identity into receiving, so contact, state and tax details must remain trustworthy.

Decide Whether to Enable It

Shop patternRecommended settingReason
Most receiving comes from one known supplierEnable with that supplierReduces repeated selection while retaining per-purchase replacement.
Many suppliers are used every dayDisableForces staff to identify the supplier instead of accepting a misleading prefill.
Walk-in or source-unknown stock is commonUse General Supplier only under written policyGeneric identity weakens supplier, tax and payable reconciliation.
India GST purchases need accurate supplier identityEnable only with a verified legal supplierPrefilled state, GST type and GSTIN affect purchase tax classification.
New branch is being configuredReview the branch's General Supplier firstPosnic can create or repair a branch-scoped fallback, but it is not a substitute for legal supplier setup.

Configure the Default

  1. Open Manage -> Core Settings and select Receivings.
  2. Select the Default Supplier switch to enable the field.
  3. Search and choose the intended supplier; do not leave a typed name without selecting its record.
  4. Confirm the supplier profile has correct legal name, contact, state, GST type and GSTIN where applicable.
  5. Review Receiving Prefix and autofocus settings separately; they do not identify the supplier.
  6. Save Core Settings.
  7. Open a fresh New Purchase and confirm the expected supplier is prefilled.
  8. Switch branches, when applicable, and verify each branch resolves its own intended default.

What Gets Prefilled

Purchase fieldPrefill behaviorOperator check
Supplier ID and nameLoaded from the selected branch default.Invoice legal entity matches the displayed supplier.
Address, phone and emailCopied from the supplier profile.Current evidence agrees; stale contacts should be corrected at source.
Supplier stateCopied into receiving tax identity.State matches invoice/registration evidence.
GST type and GSTINCopied when stored on the supplier.Registered details are valid and belong to this supplier.
Payment ModeReceiving prefill resets it to Cash.Change it when the real payment arrangement is not Cash.

Replace It on One Purchase

  1. Open New Purchase and inspect the prefilled supplier before entering lines.
  2. Select or focus the supplier name; Posnic clears the prefill temporarily and opens the supplier picker.
  3. Search by legal name or phone and select the correct supplier record.
  4. If you leave the empty picker without choosing, Posnic restores the default name.
  5. After choosing another supplier, verify the filled contact, state and GST identity.
  6. Continue only after the supplier agrees with the source invoice.
  7. Saving this purchase with another supplier does not itself replace the branch default.

Disable the Default

  1. Open Core Settings -> Receivings.
  2. Clear the Default Supplier switch and save.
  3. Open a new receiving form and confirm supplier ID, name, address, phone, email, state, GST type and GSTIN begin empty.
  4. Train receiving staff to select an existing supplier before every purchase.
  5. Verify quick item and item-maintenance workflows no longer assume the default supplier where the setting applies.
  6. Run one controlled purchase and confirm supplier history and tax reports use the selected record.

General Supplier Boundary

  • A branch without a usable default can self-heal to a branch-scoped General Supplier record.
  • General Supplier is a fallback identity, not evidence of the actual vendor.
  • Do not use it for registered GST purchases that require the supplier's legal name and GSTIN.
  • Replace it on the purchase whenever the real supplier is known.
  • Review generic-supplier purchase history regularly and reclassify only through an approved correction process.

Change or Delete the Default Supplier

  1. Create or verify the replacement supplier first.
  2. Change Default Supplier in Core Settings and save.
  3. Open a fresh New Purchase and prove the replacement is now prefilled.
  4. Review open draft or ordered purchases separately; changing the default does not rewrite their supplier identity.
  5. Only then delete or deactivate the old supplier if retention policy permits.
  6. If deletion is rejected, confirm the supplier is no longer the configured default before retrying.
  7. Preserve historical suppliers when purchase, return, tax or audit records depend on them.

Troubleshooting and Controls

ProblemLikely reasonControlled response
Default field is disabledThe switch is off.Enable it before choosing a supplier, then save settings.
New Purchase starts emptyDefault is disabled, local settings are stale or supplier lookup failed.Refresh settings, confirm branch and reopen the form; select manually meanwhile.
Wrong supplier returns after leaving fieldThe picker restored the prefilled default because no replacement was selected.Select the intended suggestion explicitly and verify its ID/details.
Supplier state or GSTIN is wrongThe supplier master is stale or the wrong default was chosen.Stop tax-sensitive receiving and correct the supplier/default with evidence.
Payment Mode changed to CashDefault-supplier prefill initializes receiving payment mode to Cash.Choose the actual mode and note before saving.
Cannot delete supplierIt remains the configured default.Choose and verify another default first; preserve history where required.
Branch uses another defaultDefaults are branch-scoped and branch context changed.Verify and configure each branch independently.

Default Supplier Checklist

  • Enable only when prefill reduces errors for the branch.
  • Selected record has trustworthy legal and tax identity.
  • Every purchase still matches supplier invoice evidence.
  • Payment Mode is corrected from Cash when necessary.
  • General Supplier is not used to hide known supplier identity.
  • Replacement default is tested before deleting the old supplier.
  • Branch changes and historical purchases are reviewed separately.

Related Manual Pages

Settings Core Settings Core Settings decide how everyday screens behave: default customer, prefixes, date editing, stock tracking, payments and device focus. Purchase Supplier Setup 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. Purchase Supplier GST Identity For India GST, supplier identity affects purchase tax classification. Registered suppliers require a valid 15-character GSTIN; a recognized GSTIN state code can set the supplier state, and purchase processing uses that code before falling back to the typed state. 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. Purchase Purchase Payment Details Purchase Payment Mode and Payment Note describe how the supplier purchase was or will be paid. They are saved on the purchase and exposed in document/export surfaces, but selecting a label does not move money or create an external bank settlement. 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 Edit a Purchase Editing changes the original purchase. On received documents, tracked stock moves only by the difference between the old and new lines; partial receipts preserve quantities already accepted and must still be completed through Receive. 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. 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.