Supplier
Overview
Supplier – Business Overview
The Supplier document is a foundational setup record used to manage all vendors who provide goods or services to your organization. It serves as the single source of truth for supplier-related information and supports smooth purchasing, payment, and compliance processes across the business.
What the Supplier document is used for
The Supplier document is used to:
- Register and manage all vendors your business buys from
- Store essential commercial, contact, and compliance details about each supplier
- Enable consistent purchasing, invoicing, and payment processes
- Support reporting and analysis of supplier performance and spending
Every transaction related to buying—such as purchase orders, supplier invoices, and payments—relies on an accurately maintained Supplier record.
Prerequisites and setup before using Supplier
Before creating and using Supplier records, businesses typically ensure:
- Purchasing policies and approval rules are defined
- Supplier categories or groups are established (for example: local, international, service providers)
- Tax rules, payment terms, and currencies used by the business are finalized
- Internal ownership is assigned for managing supplier relationships
This preparation helps ensure supplier data is consistent and aligned with company policies.
Typical workflow and role in business processes
Supplier onboarding
A new Supplier record is created when a vendor is approved to do business with the company.Information capture
Key details such as contact information, payment preferences, tax identifiers, and default buying terms are recorded.Transactional usage
The Supplier is selected in purchasing and finance activities, ensuring all transactions are correctly linked.Ongoing management
Supplier details are reviewed and updated over time as terms, contacts, or compliance requirements change.Analysis and control
Supplier data supports spend analysis, supplier evaluation, and audit requirements.
Key business scenarios where Supplier is essential
- Procurement operations: Selecting approved suppliers when raising purchase requests or orders
- Accounts payable: Ensuring invoices and payments are accurately issued to the correct supplier
- Compliance and audits: Maintaining verified supplier records with tax and legal details
- Cost control: Analyzing spending by supplier to negotiate better terms
- Supplier relationship management: Tracking long-term partnerships and service providers
Without properly maintained Supplier records, purchasing and payment processes can become inconsistent and error-prone.
Important considerations for users
- Accuracy matters: Incorrect supplier information can lead to payment delays or compliance issues
- Standardization: Use consistent naming and categorization to avoid duplicate supplier records
- Periodic review: Regularly verify supplier details, especially payment and tax information
- Access control: Limit who can create or modify suppliers to reduce risk
- One supplier, one record: Avoid creating multiple records for the same vendor
In summary
The Supplier document is a core business setup tool that enables controlled, efficient, and compliant purchasing operations. By maintaining accurate and well-governed supplier records, organizations ensure smoother procurement workflows, reliable payments, and stronger supplier relationships within Dafater.
Supplier of Goods or Services.
Basic Information
- Module: Buying
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| naming_series | Series | Select | SUP-.YYYY.- | Auto-generated supplier numbering series used across Dafater transactions | |
| company | Company | Link | Company | Company within Dafater this supplier is associated with | |
| supplier_name | Supplier Name | Data | ✓ | - | Official registered name of the supplier |
| country | Country | Link | Country | Supplier’s country for compliance and taxation purposes | |
| supplier_group | Supplier Group | Link | Supplier Group | Business classification group for supplier reporting and controls | |
| supplier_type | Supplier Type | Select | ✓ | Company, Individual, Partnership | Legal structure of the supplier entity |
| is_transporter | Is Transporter | Check | - | Indicates if supplier provides transportation or logistics services | |
| image | Image | Attach Image | - | Supplier logo or identification image | |
| default_currency | Billing Currency | Link | Currency | Preferred currency for supplier billing and transactions | |
| defaultbankaccount | Default Company Bank Account | Link | Bank Account | Company bank account used for supplier payments | |
| defaultpricelist | Price List | Link | Price List | Default purchase price list applicable to this supplier | |
| isinternalsupplier | Is Internal Supplier | Check | - | Marks supplier as an internal group company | |
| represents_company | Represents Company | Link | Company | Company represented when supplier is internal | |
| companies | Allowed To Transact With | Table | Allowed To Transact With | Companies allowed to transact with this supplier | |
| supplier_details | Supplier Details | Text | - | Additional descriptive or contractual supplier information | |
| website | Website | Data | - | Supplier’s official website URL | |
| language | Print Language | Link | Language | Default language for printed supplier documents | |
| tax_id | Tax ID | Data | - | Government-issued tax identification number | |
| tax_category | Tax Category | Link | Tax Category | Tax classification applied to supplier transactions | |
| taxwithholdingcategory | Tax Withholding Category | Link | Tax Withholding Category | Applicable tax withholding rules for supplier payments | |
| address_html | Address HTML | HTML | - | Formatted display of supplier address details | |
| contact_html | Contact HTML | HTML | - | Formatted display of supplier contact details | |
| supplierprimaryaddress | Supplier Primary Address | Link | Address | Linked primary address record for the supplier | |
| primary_address | Primary Address | Text | - | Primary address text for quick reference | |
| supplierprimarycontact | Supplier Primary Contact | Link | Contact | Main contact person linked to the supplier | |
| mobile_no | Mobile No | Read Only | - | Supplier primary contact mobile number | |
| email_id | Email Id | Read Only | - | Supplier primary contact email address | |
| payment_terms | Default Payment Terms Template | Link | Payment Terms Template | Default payment terms agreed with the supplier | |
| accounts | Accounts | Table | Party Account | Accounting details mapped for supplier transactions | |
| allowpurchaseinvoicecreationwithoutpurchaseorder | Allow Purchase Invoice Creation Without Purchase Order | Check | - | Allow invoices without requiring a purchase order | |
| allowpurchaseinvoicecreationwithoutpurchasereceipt | Allow Purchase Invoice Creation Without Purchase Receipt | Check | - | Allow invoices without recorded purchase receipt | |
| is_frozen | Is Frozen | Check | - | Temporarily restrict updates to supplier master data | |
| disabled | Disabled | Check | - | Disable supplier from further business transactions | |
| warn_rfqs | Warn RFQs | Check | - | Show warning when creating RFQs for this supplier | |
| warn_pos | Warn POs | Check | - | Show warning when creating purchase orders | |
| prevent_rfqs | Prevent RFQs | Check | - | Block RFQ creation for this supplier | |
| prevent_pos | Prevent POs | Check | - | Block purchase order creation for this supplier | |
| on_hold | Block Supplier | Check | - | Block supplier from selected financial activities | |
| hold_type | Hold Type | Select | , All, Invoices, Payments | Specify which transactions are blocked during hold | |
| release_date | Release Date | Date | - | Date when supplier hold is automatically released | |
| portal_users | Supplier Portal Users | Table | Portal User | Users allowed supplier portal access in Dafater |
Child Tables
Allowed To Transact With (Allowed To Transact With)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| company | Company | Link | ✓ | Company | Company permitted to transact within Dafater |
Accounts (Party Account)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| company | Company | Link | ✓ | Company | Company for which this party account configuration applies |
| account | Default Account | Link | Account | Default Dafater account used for party transactions | |
| advance_account | Advance Account | Link | Account | Account to record advances received or paid for party |
Supplier Portal Users (Portal User)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| user | User | Link | ✓ | User | Linked Dafater system user granted portal access |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Purchase Master Manager | ✓ | ✓ | ✓ | ✓ | ||
| Purchase User | ✓ | |||||
| Stock User | ✓ | |||||
| Stock Manager | ✓ | |||||
| Accounts User | ✓ | |||||
| Accounts Manager | ✓ | |||||
| Purchase Manager | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Asset | Linked from | Assets |
| Bank Guarantee | Linked from | Accounts |
| Batch | Linked from | Stock |
| Blanket Order | Linked from | Manufacturing |
| Communication Medium | Linked from | Communication |
| Delivery Note | Linked from | Stock |
| Driver | Linked from | Setup |
| Item Price | Linked from | Stock |
| Lower Deduction Certificate | Linked from | Regional |
| Payment Order | Linked from | Accounts |
| Pricing Rule | Linked from | Accounts |
| Purchase Invoice | Linked from | Accounts |
| Purchase Order | Linked from | Buying |
| Purchase Receipt | Linked from | Stock |
| Request for Quotation | Linked from | Buying |
| SMS Center | Linked from | Selling |
| Shipment | Linked from | Stock |
| Stock Entry | Linked from | Stock |
| Subcontracting Order | Linked from | Subcontracting |
| Subcontracting Receipt | Linked from | Subcontracting |
| Supplier Quotation | Linked from | Buying |
| Supplier Scorecard | Linked from | Buying |
| Supplier Scorecard Period | Linked from | Buying |
| Tax Rule | Linked from | Accounts |
| Training Event | Linked from | HR |
| Training Program | Linked from | HR |
| Vehicle Log | Linked from | HR |
| Address | Links to | Contacts |
| Bank Account | Links to | Accounts |
| Company | Links to | Setup |
| Contact | Links to | Contacts |
| Country | Links to | Geo |
| Currency | Links to | Geo |
| Language | Links to | Core |
| Payment Terms Template | Links to | Accounts |
| Price List | Links to | Stock |
| Supplier Group | Links to | Setup |
| Tax Category | Links to | Accounts |
| Tax Withholding Category | Links to | Accounts |