Supplier Management

Summary

The Suppliers page is where you manage your parts and service suppliers. Each supplier record stores contact details, a default nominal code for accounting, and default payment terms. These defaults auto-populate when you create purchase invoices, saving time and reducing errors. Suppliers can be activated or deactivated without deleting them.

Prerequisites

• You are signed in to Torqueflow.
• You have the finance.purchases.view permission to see the suppliers list.
• You have the finance.purchases.create permission to add, edit, or deactivate suppliers.

Steps

Viewing the supplier list

1. Click Finance in the main navigation.
2. Click Suppliers (or navigate to /finance/suppliers).
3. The page title reads Suppliers with the subtitle “Manage supplier information and default settings for purchase invoices”.

The table columns are:

Column	Description
Name	Supplier business name. Sortable.
Contact	Primary contact person’s name. Sortable. Shows a dash if not set.
Phone	Phone number. Sortable. Shows a dash if not set.
Email	Email address. Sortable. Shows a dash if not set.
Default Code	Default nominal code (code number and name). Sortable. Shows a dash if not set.
Status	Badge showing Active or Inactive.
Actions	Three-dot menu with Edit and Deactivate/Activate options (if you have edit permission).

Searching and filtering suppliers

1. Use the Search box above the table to filter by supplier name, contact name, or account reference. Results update as you type.
2. Toggle the Show inactive switch to include deactivated suppliers in the list. Inactive suppliers appear with reduced opacity.

Adding a new supplier

1. Click the Add Supplier button in the page header.
2. The Add Supplier dialog opens.
3. Fill in the fields:
   • Name - Supplier business name (required).
   • Contact Name - Primary contact person (optional).
   • Email - Supplier email address (optional).
   • Phone - Supplier phone number (optional).
   • Address - Full postal address, multiline (optional).
   • Account Reference - Your account number with this supplier (optional).
   • Default Nominal Code - Select from the searchable dropdown, grouped by category (Cost of Sales, Overheads). Select “None” to leave unset (optional).
   • Payment Terms (days) - Number of days until payment is due. Defaults to 30 (optional).
   • Notes - Internal notes about this supplier (optional).
4. Click Create Supplier to save.

Editing a supplier

1. Click a supplier row in the table, or use the three-dot menu and select Edit.
2. The Edit Supplier dialog opens pre-filled with the current values.
3. Update the fields you need to change.
4. Click Save Changes to update.

Deactivating or reactivating a supplier

1. Click the three-dot menu on the supplier row.
2. Select Deactivate (for active suppliers) or Activate (for inactive suppliers).
3. The status badge updates immediately.

Deactivated suppliers:

• Do not appear in the purchase invoice supplier dropdown.
• Are hidden from the supplier list by default (toggle “Show inactive” to see them).
• Are not deleted. They can be reactivated at any time.

Open a supplier’s record

Select a supplier to open their record: spend over the last 12 months, their last purchase, what you hold on file, and every document you have had from them. It is also where a supplier’s VAT number and default nominal code are set. See The supplier record.

A supplier’s VAT number is no longer set only during scan review. It can be recorded there at any time.

How suppliers link to purchase invoices

When you create a purchase invoice and select a supplier:

• The supplier’s Default Nominal Code is auto-populated in the nominal code field (if set).
• The Due Date is auto-calculated by adding the supplier’s Payment Terms to the invoice date.

These defaults save time but can be overridden on each invoice.

Expected Outcome

• Suppliers are listed alphabetically by default.
• New suppliers appear in the list immediately after creation.
• Supplier defaults auto-populate when selected on purchase invoices.
• Deactivated suppliers are hidden from the purchase invoice dropdown and the default supplier list view.
• Reactivated suppliers become available again in all dropdowns.

Troubleshooting

Problem	Cause	Fix
”Add Supplier” button is missing	You do not have the finance.purchases.create permission.	Ask an admin to assign the correct role.
Cannot see a supplier you know exists	The supplier may be deactivated.	Toggle the Show inactive switch above the table.
No nominal codes in the dropdown	Nominal codes have not been configured.	Set up nominal codes in Settings > Finance.
Supplier not appearing in purchase invoice dropdown	The supplier is inactive.	Reactivate the supplier from the Suppliers page.
Search returns no results	The search term does not match any supplier name, contact name, or account reference.	Try a different search term or clear the search box.

Notes

• Only the Name field is required when creating a supplier. All other fields are optional.
• Default payment terms of 30 days are used if not specified.
• Nominal codes available for suppliers are filtered to Cost of Sales and Overheads categories.
• Deactivating a supplier does not affect existing purchase invoices linked to that supplier.
• Supplier data is used on sales invoice line items too. When viewing a sales invoice, you can toggle supplier info visibility using the eye icon on the Line Items card.

Permissions

Action	Required capability
View suppliers	finance.purchases.view
Add, edit, or deactivate suppliers	finance.purchases.create