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How to Add Supplier

Overview​

Adding a supplier creates a complete vendor profile in your system with all necessary information for procurement, compliance, and payment processing. This guide covers creating supplier records with GST details, banking information, and document attachments.

Prerequisites​

Before adding a supplier:

  • User has "Create Supplier" permission
  • Supplier's GST number (if GST registered)
  • Bank account details for payments
  • Contact information and email address

Step-by-Step Guide​

Step 1: Navigate to Add Supplier​

  1. Go to Purchase from the left sidebar
  2. Click Suppliers
  3. Click Add Supplier button (green plus icon)
  4. The Add Supplier form opens

Step 2: Enter Basic Information​

Fill in the essential supplier details:

Supplier ID

  • Auto-generated unique identifier
  • Format: SUP-XXXX (can be edited if needed)

Supplier Name* (Required)

  • Enter the supplier's business name
  • This appears on all purchase documents
  • Example: "S4Sourcing India"

GST Type* (Required)

  • Select from dropdown:
    • Regular - Standard GST registered suppliers
    • Composition - Composition scheme suppliers
    • Unregistered - Non-GST suppliers
    • Foreign - International suppliers
    • SEZ - Special Economic Zone
    • SEZ Developer - SEZ development companies
    • Deemed Export - Deemed export category

GST Number (Auto-populated for Regular GST)

  • System auto-fills based on GST type selection
  • Format: 09ABKCS2664L1ZP (15 characters)
  • Verified against GSTIN database

Supplier Legal Name (Auto-populated)

  • Fetched from GST database
  • Cannot be edited for Regular GST suppliers
  • Shows registered business name

Trade Name

  • Enter supplier's trading/brand name
  • Optional field
  • Example: "S4SOURCING INDIA PRIVATE LIMITED"

Contact Number*

  • Select country code (+91 for India)
  • Enter 10-digit mobile number
  • Used for communication and WhatsApp notifications

Email*

  • Enter supplier's business email
  • Used for PO and document sharing
  • Example: vendor@supplier.com

Primary Contact*

  • Enter main contact person's name
  • Point of contact for procurement queries

Supplier Type*

  • Select category from dropdown
  • Used for supplier classification and reporting

Step 3: Configure Accounting Details​

Switch to Accounting tab:

PAN Number

  • Enter 10-character PAN
  • Format: ABKCS2664L
  • Required for TDS and compliance

Currency*

  • Select transaction currency
  • Default: ₹ (INR)
  • For foreign suppliers, select appropriate currency

Payment Terms*

  • Select credit period from dropdown
  • Examples: Net 30, Net 45, Net 60
  • Affects due date calculations on bills

TDS

  • Select applicable TDS category
  • Leave blank if no TDS applicable
  • Used for automatic TDS calculation

Step 4: Add GST & Billing Address​

Switch to GST & Billing Address tab:

The system displays a table with:

GST Type

  • Shows selected GST type (e.g., REGULAR)

GST Number

  • Displays the GST number entered
  • Example: 09ABKCS2664L1ZP

Address

  • Shows registered address from GSTIN
  • Click address card to view full details:
    • Address Type (Head Office, Branch, etc.)
    • Building Name
    • Street
    • City
    • State
    • Country
    • Zipcode

Adding New Address

  • Click + icon to add additional addresses
  • Fill address details in popup:
    • Address Type: Select Head Office/Branch/Factory
    • Address Name: Location identifier
    • Building Name: Plot/Building details
    • Street: Street name/sector
    • City: City name
    • State: Select from dropdown
    • Country: India (default)
    • Zipcode: 6-digit PIN code
  • Click Save to add address

Multiple GST Numbers

  • Suppliers can have multiple GSTINs
  • Each GSTIN can have multiple addresses
  • System tracks GST-wise transactions

Step 5: Add Bank Details​

Switch to Bank Details tab:

Click + icon to add bank account:

Beneficiary

  • Enter account holder name
  • Must match bank records

Account Type

  • Select: Savings/Current/Cash Credit
  • Required for payment processing

IFSC Code

  • Enter 11-character IFSC
  • Click Verify to validate
  • System auto-fills bank name and branch

A/C No.

  • Enter bank account number
  • Used for payment transfers

Confirm A/C No.

  • Re-enter account number for verification
  • Must match exactly

Multiple Bank Accounts

  • Add multiple accounts if needed
  • Displayed in beneficiary table with account details

Step 6: Upload Documents​

Switch to Documents tab:

Document Types Available:

  • Supplier COA (Certificate of Analysis)
  • Supplier PAN
  • Cancelled Cheque
  • Contract
  • Supplier GST Certificate
  • Supplier MSME Certificate
  • Other documents

Uploading Documents:

  1. Click Select a file dropdown
  2. Choose document type
  3. Click + icon to browse files
  4. Select file from your computer
  5. File uploads and appears in documents list

Supported Formats:

  • PDF, JPG, PNG, DOC, XLSX
  • Maximum file size: 10 MB per file

Step 7: Review and Submit​

Before saving:

Verify Information:

  • Check all required fields are filled (marked with *)
  • Confirm GST number is correct
  • Validate bank account details
  • Ensure documents are uploaded

Action Buttons:

Cancel

  • Discards all entered information
  • Returns to supplier list

Add

  • Saves the supplier record
  • If approval workflow exists:
    • Status changes to "In Review"
    • Approvers receive notification
  • If no approval workflow:
    • Status changes to "Active"
    • Supplier ready for transactions

Field Definitions​

Basic Information Fields​

FieldDescriptionRequiredExample
Supplier IDAuto-generated unique identifierYesSUP-1006
Supplier NameBusiness name of supplierYesS4Sourcing India
GST TypeTax registration categoryYesRegular
GST Number15-character GSTINConditional09ABKCS2664L1ZP
Supplier Legal NameRegistered business nameAuto-filledS4SOURCING INDIA PRIVATE LIMITED
Trade NameTrading/brand nameNoS4Sourcing
Contact Number10-digit phone with country codeYes+91-9810565305
EmailBusiness email addressYesankush.haldiram@s4sourcing.in
Primary ContactMain contact person nameYesAnkush Haldiram
Supplier TypeSupplier categoryYesRaw Material/Service/Trading

Accounting Fields​

FieldDescriptionRequiredExample
PAN Number10-character PANNoABKCS2664L
CurrencyTransaction currencyYesINR (₹)
Payment TermsCredit periodYesNet 30
TDSTax deduction categoryNo194C - Contractor

Address Fields​

FieldDescriptionRequiredExample
Address TypeLocation typeYesHead Office
Address NameLocation identifierYesNoida Office
Building NamePlot/building detailsNoPlot No 21 and 21A, Unit No 142
StreetStreet name/sectorNoSector-142
CityCity nameYesGautambuddha Nagar
StateState nameYesUttar Pradesh
CountryCountry nameYesIndia
ZipcodePIN codeYes201301

Bank Details Fields​

FieldDescriptionRequiredExample
BeneficiaryAccount holder nameYesS4SOURCING INDIA PVT LTD
Account TypeType of bank accountYesCurrent
IFSC CodeBank branch codeYesHDFC0001234
A/C No.Bank account numberYes50200012345678
Confirm A/C No.Account verificationYes50200012345678

Common Issues & Solutions​

Issue 1: GST Number Invalid​

Solution:

  • Verify the 15-character GST format
  • Check with supplier for correct GSTIN
  • Ensure GST type matches registration

Issue 2: Bank IFSC Not Found​

Solution:

  • Double-check IFSC code from bank documents
  • Try searching bank website for correct IFSC
  • Contact bank for verification

Issue 3: Cannot Upload Document​

Solution:

  • Check file size (max 10 MB)
  • Verify file format (PDF, JPG, PNG, DOC, XLSX)
  • Try renaming file without special characters

Issue 4: Duplicate Supplier Name​

Solution:

  • Check if supplier already exists
  • Use different trade name or add location identifier
  • Contact admin to merge duplicate records

Verification Checklist​

After adding supplier, verify:

  • Supplier appears in supplier list
  • Status shows "Active" or "In Review" (if approval needed)
  • GST number is correctly saved
  • Bank details are accurate
  • All required documents are uploaded
  • Email notification sent (if configured)

Need help? Contact support at support@bizconnekt.com