Supplier Management
This is where you manage all your suppliers in one place: master data, ratings, which products you buy from whom, bank details for payments (creditor), incoming goods receipts, and supplier invoices.
What can I do here?
- Create, edit, and delete suppliers (contact details, address, bank details, payment terms)
- Filter suppliers by status (Active, Inactive, Blocked) and search
- Rate suppliers on quality, delivery, price, and communication
- Define which products you buy from which supplier at what price, including minimum order quantity and pack size
- Maintain creditor data (payment information for accounting) per supplier
- View goods receipts and track their status
- Record supplier invoices, match them against purchase orders, approve or reject them
Step by step
- Create a new supplier: Click "Add Supplier" and enter name, contact details, tax/VAT ID, payment terms, address, and bank details.
- Rate a supplier: Open the "Ratings" tab and score quality, delivery, price, and communication — these combine into an overall rating.
- Assign products: In the "Supplier Products" tab, record which product you source from this supplier at what purchase price, minimum order quantity, and lead time; mark the preferred supplier per product.
- Record and match an invoice: In the "Supplier Invoices" tab, record a new invoice, match it against the related purchase order, and approve or reject it.
Fields explained
| Field | Meaning | Notes/Effect |
|---|---|---|
| Name | Contact person or supplier designation | Required |
| Company | Company name, if different from the name | Optional |
| Email / Phone / Website | Contact details | Optional; email is stored encrypted |
| Tax ID / VAT ID | Supplier's tax identification numbers | Tax ID is stored encrypted |
| Payment Terms (days) | How many days you have to pay this supplier's invoices | Default 30 days |
| Min Order Value | Minimum order value the supplier requires | Optional |
| Lead Time (days) | Typical time between order and delivery | Used for planning purchase orders |
| Address | Street, city, ZIP, country, state | For invoices/correspondence |
| Bank details (bank name, IBAN, BIC) | Supplier's payment details | IBAN is stored encrypted |
| Creditor number, posting account, payment method, discount, credit limit, dunning block, delivery terms | Accounting creditor data | "Creditor" tab — relevant for payment processing/accounting |
| Notes / Tags | Free text and freely assigned labels | Optional |
| Quality / Delivery / Price / Communication | Individual ratings from 0–5 | Combine into the overall rating |
| Purchase Price | Price per unit at this supplier | Per supplier-product combination |
| MOQ (Minimum Order Quantity) | Smallest orderable quantity | Per supplier-product combination |
| Pack Size | Quantity per packaging unit (e.g. box of 10) | Per supplier-product combination |
| Preferred | Marks the preferred supplier for a product | Considered e.g. in reorder suggestions |
Values & statuses
Supplier status (supplier_status)
| Value | Meaning | What happens then |
|---|---|---|
| Active | Supplier can be used for new orders | Normal state |
| Inactive | Supplier is currently not in use | Kept for history |
| Blocked | Supplier is blocked, e.g. due to issues | Should no longer be selected for new orders |
Goods receipt status (goods_receipt_status)
| Value | Meaning | What happens then |
|---|---|---|
| Pending | Goods receipt created but not yet inspected | Awaiting inspection |
| Inspecting | Goods are currently being inspected | Intermediate state before accept/reject |
| Accepted | Goods were fully accepted | Stock is booked in accordingly |
| Rejected | Goods were fully rejected | No stock booked in |
| Partial | Part of the goods was accepted, part rejected | Only the accepted quantity is booked in |
Invoice status (supplier_invoice_status)
| Value | Meaning | What happens then |
|---|---|---|
| Pending | Invoice recorded but not yet matched | Awaiting matching against the purchase order |
| Matched | Invoice was compared to the purchase order | Shows any difference between PO total and invoice total |
| Approved | Invoice was approved | Can be scheduled for payment |
| Rejected | Invoice was rejected | Stored with a rejection reason |
| Paid | Invoice has been settled | Process complete |
Frequently asked questions
What's the difference between "Supplier Management" and "Purchase Orders"?
Here you maintain the supplier master data (who supplies you, on what terms) as well as ratings, goods receipts, and invoices. The actual ordering process is handled under Purchase Orders.
What is the "Creditor" tab for?
It holds accounting information such as creditor number, payment method, discount, and credit limit needed for payment processing and accounting.
How do I see which supplier is preferred for a product?
In the "Supplier Products" tab, each supplier-product assignment has a "Preferred" field.
What does it mean when an invoice is "matched"?
The system has compared the invoice total against the related purchase order and shows any difference between the PO total and the invoice total.
How the overall rating is calculated
SELLERLOGIC calculates a supplier's overall rating automatically — you do not enter it by hand.
Every individual rating you submit has four sub-scores from 0 to 5: quality, delivery, price and communication. From these, the system first forms the overall score of that single rating as the simple average of the four sub-scores:
Rating's overall score = (quality + delivery + price + communication) ÷ 4
The result is rounded to one decimal place (so sub-scores of 5, 4, 3 and 4 give 4.0).
The supplier's overall rating shown in the overview is the average of all ratings recorded for that supplier so far. It always sits between 0 and 5 and updates automatically as soon as you save a new rating. All four areas count equally — none is weighted more heavily.
How to improve the overall rating
The overall rating can only be raised through the four sub-scores — there is no hidden factor. You award higher sub-scores when the supplier performs better in practice:
- Quality: fewer complaints, delivered goods match the order.
- Delivery: on-time and complete deliveries.
- Price: fair, competitive terms.
- Communication: fast, reliable responses.
Because the overall rating is the average of all ratings, a single weak rating matters less over time as more good ratings are added. So rate a supplier regularly to keep the score reflecting the current situation.