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Help / Purchases and banking

Add and manage suppliers

Keep the people you buy from, their contacts, tax numbers and what you owe them.

On this page

Suppliers share the same page and form as customers. Open CRM > Suppliers or go to Suppliers to list the parties you buy from.

Add a supplier

  1. Click Add New Party.
  2. Under Basic Information, enter the Name and set Party Type to Supplier. Optionally fill in Client Type, Country, Currency, Email, Phone and Address (notes).
  3. Under Billing Address, enter the supplier's address. For some countries the state decides how tax is worked out; see How tax is calculated.
  4. Under Financial Details, set Payment Terms (days) and, if you already owe the supplier money from before you started using Legasum, enter the Opening Balance and change the drop-down next to it to We owe them. The balance is booked once, dated the day you save, and then locked.
  5. Click Add Client.

The opening balance drop-down starts on They owe us. For a supplier, always switch it to We owe them, otherwise the amount is booked as money owed to you.

The supplier page

Click a name in the list to open it. The tabs work as they do for customers (see Add and manage customers):

  • Overview - details, payment terms and opening balance.
  • Contacts - contact persons.
  • Ledger - every entry for this supplier with a running balance. When you owe them money the card reads Outstanding (we owe them).
  • Tax Registrations - their tax numbers (for example GSTIN, CVR or EIN).
  • Documents - uploaded files, private unless you make them visible in the customer portal.
  • Settlements - shown for suppliers. It lists amounts that projects have entitled this supplier to, and stays empty if no project has done so.

Search, edit, import

Use Search parties and the Status filter to find a supplier. The pencil icon edits; the bin icon moves the supplier to the recycle bin. Import CSV, Export and Bulk Edit work as on the Customers page.

Good to know

  • The Suppliers page, and the supplier drop-down on purchase orders and bills, list parties whose type is exactly Supplier. A party set to Both does not appear in them. Use the plain parties list to find a Both party.
  • Payment terms and credit limit are recorded for your reference. Bills do not use them to set a due date, so enter the Due Date (optional) on each bill yourself.
  • The supplier's name is shown on the printed bill and in the Payables Ageing report.
Create purchase orders and bills →