Suppliers

Suppliers are the companies you buy from in Purchasing. A supplier record stores the contact details, address, bank details, compliance documents, and linked purchase order history for that supplier.

Where suppliers fit

Add a supplier

1. Go to Purchasing → Suppliers.
2. Click Add Supplier.
3. Enter the supplier name.
4. Add the email address if you want to send the supplier an onboarding link.
5. Choose one of the save options.
6. Use Save & Send Invite if you want the supplier to complete their own details straight away.

Edit a supplier

1. Open the supplier from Purchasing → Suppliers.
2. Click Edit Supplier.
3. Update the contact details, address, company details, or company preference.
4. If needed, update VAT Registered and Direct Debit.
5. Add or change bank details if your team manages them here and you hold the bank details permission.
6. Save the changes.

Invite a supplier to complete their details

1. Create the supplier with an email address, or open an existing supplier.
2. Send the supplier invite from the create flow or supplier record.
3. The supplier opens the link and completes their own onboarding page.

Review a supplier record

1. Go to Purchasing → Suppliers.
2. Open the supplier.
3. Review the contact, address, bank, compliance, and linked purchase order sections.

Delete a supplier

1. Open the supplier.
2. Click Delete Supplier.
3. Confirm the change.

Things to know

• If a supplier already exists with the same name or email, OpsOS opens the existing record instead of creating a duplicate.
• Supplier bank details are encrypted when they are saved. Only users with the bank details permission can view them in clear text. Other users see masked values.
• Direct Debit suppliers can still have bank details stored, but they are excluded from payment file generation.
• Supplier onboarding is one-way. The supplier completes their own details, but they do not see your Purchasing workspace.