Supplier Screen Overview

The Supplier Maintenance screen allows users to:

• Add new suppliers
• Store contact information
• Manage supplier records
• Track Purchase Orders
• Link suppliers to products
• Maintain purchasing workflows

The Suppliers screen is commonly used by:

• Purchasing managers
• Warehouse staff
• Production managers
• Administration staff
• Business owners

Main Supplier Workflow

Step 1 — Add Supplier

Enter:

• supplier business name
• contact information
• supplier notes

This creates the supplier record.

Step 2 — Add Contact Details

Store:

• contact person
• supplier email
• phone number
• ordering details

This improves supplier communication.

Step 3 — Set Active Status

Only Active suppliers are available for:

• Purchase Orders
• stock receiving
• supplier selection
• purchasing workflows

Inactive suppliers remain stored for historical reference.

Step 4 — Save Supplier

Click:

Create Supplier

Step 5 — Use Supplier in Purchasing

Once saved, suppliers become available in:

• Purchase Orders
• Stock Control
• Catalog & Stock
• Receiving workflows

Supplier Information Fields

Supplier Name

Stores the official supplier business name.

Examples:

• JB’s Wear
• AS Colour
• Biz Collection
• Gildan
• Winning Spirit

The supplier name is used across:

• Purchase Orders
• reporting
• stock receiving
• catalog linking

Contact Name

Stores the primary supplier contact person.

Useful for:

• ordering
• delivery coordination
• pricing discussions
• support communication

Email Address

Stores the supplier email address used for:

• Purchase Orders
• confirmations
• supplier communication
• delivery updates

Phone Number

Stores supplier phone details.

Useful for:

• urgent ordering issues
• delivery coordination
• order follow-up

Notes

Stores internal supplier notes.

Examples:

• preferred ordering methods
• delivery requirements
• lead times
• payment agreements
• account notes

Notes are for internal use only.

Supplier Status

Active

Active suppliers can be:

• selected on Purchase Orders
• linked to products
• used in stock receiving
• included in purchasing workflows

Inactive

Inactive suppliers:

• remain stored in the database
• preserve historical records
• cannot be used for new Purchase Orders

Purchase Order Integration

Suppliers integrate directly with:

• Purchase Orders
• stock receiving
• catalog purchasing
• inventory replenishment

Supplier integration allows businesses to:

• create supplier orders
• email Purchase Orders
• track deliveries
• receive stock into inventory

Supplier Catalog Integration

Suppliers may be linked directly to:

• products
• stock items
• catalog items

This helps businesses:

• track supplier pricing
• manage sourcing
• monitor supplier inventory
• improve purchasing workflows

Supplier Purchasing Workflow

Typical workflow:

Create Supplier
→ Link Products
→ Create Purchase Order
→ Receive Inventory
→ Track Supplier Activity

Best Practices

Keep Supplier Information Updated

Regularly review:

• contact details
• supplier emails
• ordering contacts
• lead times
• purchasing notes

Use Notes for Internal Communication

Store:

• ordering instructions
• account requirements
• supplier preferences
• delivery procedures

Review Inactive Suppliers

Archive suppliers no longer used to:

• reduce clutter
• improve workflow accuracy
• simplify purchasing

Track Supplier Performance

Monitor:

• delivery reliability
• pricing consistency
• stock availability
• order accuracy

Common Problems

Supplier Not Appearing

Check:

• supplier status is Active
• search filters
• user permissions

Supplier Missing in Purchase Orders

Check:

• supplier saved correctly
• supplier marked Active
• tenant data assigned correctly

Missing Contact Information

Review:

• email address
• phone number
• contact person fields

Duplicate Suppliers

Avoid creating:

• duplicate supplier names
• duplicate purchasing records

Use consistent supplier naming conventions.

Related Areas

The Suppliers module connects with:

• Purchase Orders
• Stock Control
• Catalog & Stock
• Accounting
• Inventory Receiving
• Cost Tracking
• Reporting

Summary

The Suppliers module is a core purchasing and inventory management feature inside Print Shop Worx.

Proper supplier management improves:

• purchasing workflows
• inventory accuracy
• supplier communication
• stock replenishment
• production planning
• operational efficiency

A structured supplier system helps businesses maintain reliable purchasing records while supporting accurate stock and production workflows.