How to View Supplier
Overview
The supplier view provides comprehensive access to all supplier information, transaction history, account statements, and approval status. This guide covers navigating supplier records, filtering lists, and generating supplier statements.
Prerequisites
- User has "View Supplier" permission
- At least one supplier record exists in the system
Step-by-Step Guide
Step 1: Navigate to Suppliers List
- Go to Purchase from the left sidebar
- Click Suppliers
- Supplier list page displays with all suppliers
Step 2: Understanding the Supplier List
The list shows key information in columns:
List Columns:
| Column | Description | Details |
|---|---|---|
| Supplier Id | Unique identifier | Format: SUP-XXXX (expandable) |
| Supplier Name | Business name | Click to open details panel |
| Contact email | Primary communication channel | |
| Status | Current status | Active, In Review, Inactive |
| Tax Number | GST number | Full GSTIN displayed |
| Tax Treatment Type | GST category | Regular, Composition, SEZ, etc. |
| Trade Name | Trading name | Legal/registered name |
| Updated At | Last modified | Date of last update |
| Action | Quick actions | View, Edit, More options |
Status Indicators:
- Active (Green badge) - Approved and ready for transactions
- In Review (Orange badge) - Pending approval
- Inactive (Gray badge) - Deactivated supplier
Step 3: Search and Filter Suppliers
Search Box:
- Located at top of list
- Type supplier name, email, or GST number
- Results filter in real-time
Quick Filters:
- Filter by status (Active/In Review/Inactive)
- Sort by columns (click column header)
- Pagination controls at bottom
Step 4: View Supplier Details (Inline Expansion)
Expanding Supplier Row:
- Click the arrow icon (▶) next to Supplier ID
- Row expands showing detailed tabs
- Navigate between tabs: Accounting, GST & Billing Address, Bank Details, Approval, Documents
Accounting Tab:
Displays financial settings:
- PAN Number: Tax identification
- Currency: Transaction currency (₹ INR)
- Payment Terms: Credit period (e.g., Net 30)
- TDS: Tax deduction status
GST & Billing Address Tab:
Shows GST registration details:
| GST Type | GST Number | Address |
|---|---|---|
| REGULAR | 09ABKCS2664L1ZP | Head Office, Gautambuddha Nagar, Uttar Pradesh |
Click address to view:
- Address Type (Head Office, Branch, etc.)
- Complete address with building, street, city, state, zipcode
Bank Details Tab:
Lists supplier bank accounts:
| Beneficiary | Account Type | Account Number | Action |
|---|---|---|---|
| S4SOURCING INDIA PVT LTD | Current | XXXX5678 | View |
Shows message "No bank details available" if not configured
Approval Tab:
Displays approval workflow status:
- Approver name and role
- Approval level (L1-Finance, etc.)
- Comment/feedback
- Approval status indicator
Shows workflow only if approval process is configured
Documents Tab:
Lists attached documents:
- Document type (GST Certificate, PAN, etc.)
- File name
- Upload date
- Download option
Step 5: Open Supplier Details Panel
Opening Panel:
- Click Supplier Name in the list
- OR click Eye icon in Action column
- Right-side detail panel opens
Panel Header:
- Supplier name and ID
- Status badge
- Edit button for modifications
- More options (...) for additional actions
- Grid icon to expand full screen
- Close (×) to exit panel
Panel Navigation:
- Left sidebar shows all suppliers for quick switching
- Click any supplier to view their details instantly
Step 6: View Overview Tab
The Overview tab displays complete supplier profile:
Basic Information:
- Supplier Id: SUP-1005
- Supplier Name: S4S
- Contact Number: +91-8810565305
- Email: ankush.haldiram@s4sourcing.in
- GST Number: 09ABKCS2664L1ZP
- Supplier Legal Name: S4SOURCING INDIA PRIVATE LIMITED
Accounting Section:
- PAN Number: ABKCS2664L
- Currency: INR
- Payment Terms: Net 30
- TDS: (if applicable)
GST & Billing Address:
Display table showing:
- GST Type: REGULAR
- GST Number: 09ABKCS2664L1ZP
- Address List: Click to view all addresses
Each address shows:
- Address type and name
- Complete address
- City, state, zipcode
Step 7: View Supplier Statement
The Statement tab provides account summary and transaction history.
Accessing Statement:
- Open supplier detail panel
- Click Statement tab
- Statement loads with default period
Statement Header:
Displays supplier information:
- Full supplier name and GSTIN
- Complete registered address
- Statement generation period
Account Summary Box:
| Metric | Amount |
|---|---|
| Opening Balance | ₹0.00 |
| Invoiced Amount | ₹472.00 |
| Amount Received | ₹0.00 |
| Balance Due | ₹472.00 |
Time Period Filter:
- Click "This Financial Year" dropdown
- Select period:
- Today
- This week
- This Month
- This Quarter
- This Financial Year
- Yesterday
- Custom date range
- Click Run to generate statement
Transaction Table:
| Date | Transactions | Details | Amount | Payments | Balance |
|---|---|---|---|---|---|
| 01-04-2025 | Opening Balance | - | ₹0.00 | - | ₹0.00 |
| 01-10-2025 | Bill | 0023 | ₹236.00 | - | ₹236.00 |
| 01-10-2025 | Bill | 0012 | ₹236.00 | - | ₹472.00 |
Statement Footer: Shows final balance due: ₹472.00
Export Options:
- Excel icon - Download as Excel
- PDF icon - Download as PDF
Step 8: View Transactions
The Transaction tab shows all business activities with the supplier.
Transaction Categories:
Purchase Orders tab:
- Lists all POs raised to supplier
- Shows PO number, date, amount, status
- Click to view PO details
Bills tab:
- Displays all bills from supplier
- Columns: Bill#, Bill Date, Due Date, Amount, Balance Due, Status
- Example: 012 | 01-10-2025 | 31-10-2025 | ₹236.00 | ₹236.00 | Open
Payments Made tab:
- Shows all payments to supplier
- Payment number, date, amount, mode
- Payment status tracking
Adding New Transaction: Click + Add New button in any tab to create new transaction directly from supplier panel
Step 9: Additional Actions
Action Menu (... icon):
Mark as Blocked
- Temporarily block supplier from transactions
- Prevents new POs and bills
- Reversible action
Attach
- Upload additional documents
- Link files to supplier record
Other Options:
- Export supplier data
- Share supplier details
- Duplicate supplier record
Understanding Supplier Status
Status Types
Active
- Supplier approved and operational
- Can create POs and bills
- All transactions enabled
In Review
- Pending approval from designated approvers
- Cannot create transactions
- Awaiting verification
Inactive
- Supplier deactivated or blocked
- No new transactions allowed
- Historical data retained
Common Tasks
Task 1: Find Specific Supplier
- Use search box at top
- Type supplier name or GST number
- Select from filtered results
Task 2: Check Payment Due
- Open supplier detail panel
- Go to Statement tab
- Check "Balance Due" in summary box
- Review transaction table for pending bills
Task 3: Verify GST Details
- Expand supplier row OR open detail panel
- Go to "GST & Billing Address" tab
- Verify GST Type and Number
- Check registered address
Task 4: Download Statement
- Open Statement tab
- Select time period
- Click Run to generate
- Click Excel or PDF icon to download
Task 5: View Approval Status
- Expand supplier row
- Click "Approval" tab
- Check approver comments
- View approval level and status
Verification Checklist
When reviewing supplier:
- Supplier status is Active for transactions
- GST number is verified and correct
- Bank details are complete and accurate
- Payment terms match agreement
- All required documents are uploaded
- Outstanding balance is reconciled
Related Functionalities
- Add Supplier - Create new supplier
- Purchase Orders - Create PO for supplier
- Bills - Record supplier invoices
- Payment Made - Process supplier payments
Need help? Contact support at support@bizconnekt.com