⏱ Estimated time: 4 minutes

👤 Role: Procurement Manager, Retail Manager, System Administrator

What you'll learn:

• How to register new vendors within the EMS.

• How to log essential contact information and account numbers.

• How to manage existing supplier profiles for accurate stock ordering.

When should I use this?

Before you can effectively manage inventory or generate purchase orders, you must define who you are buying from.

Key Logic: Centralising your supplier database within the EMS ensures that contact details are accessible to the whole team. Furthermore, adding specific account numbers allows the system to pull this data into stock order documents automatically, reducing manual errors and speeding up the procurement process.

Before you start:

• Gather the official company names and primary contact email addresses for your vendors.

• Have your specific account numbers or references ready for each supplier.

Step-by-step

1. Access the Supplier Menu

Log into the EMS and navigate to the Settings menu. Locate the Retail section and select Suppliers.

2. Initialise a New Supplier

Click the + Add New button to open the supplier registration form.

3. Enter Primary Contact Details

At a minimum, you must enter the Supplier Name and their Email Address.

Key Logic: The email address provided here is often the default destination for electronic stock orders generated by the system, so ensure it is the correct "Orders" or "Sales" inbox for that vendor.

4. Save the Initial Profile

Click Create Supplier to save the basic record to your database.

5. Add Account Numbers and Advanced Settings

Once the supplier is created, click into the Settings tab within their profile. Here, you can enter your unique Account Number. This reference will be vital for your vendor to identify your property when they receive an order.

6. Managing and Updating Records

To update details or change a supplier's status, return to the Suppliers management screen. Select the vendor from the list to open their profile and adjust the relevant fields.

Important Notice: Keep email addresses updated. If a supplier changes their ordering portal or contact person, failing to update it here may result in stock orders being sent to unmonitored inboxes.

Best practice:

• Complete the Profile: While only Name and Email are mandatory, filling in the telephone and address fields is best practice for comprehensive record-keeping.

• Account Numbers: Always double-check your Account Number in the Settings tab; this is the most common reason for delays in vendor order processing.