Suppliers¶

The Suppliers screen allows you to view and edit supplier records for the organisation, as well as log payments made and view the account statement.

How to open¶

Menu: Persons → Suppliers
Keyboard shortcut: Ctrl+Shift+P

Screen layout¶

The screen uses a master-detail layout:

Left panel — list of suppliers split into two sections: active (visible by default) and inactive (displayed with reduced opacity). A name search field is at the top, alongside an Add (+) button to create a new supplier.
Right panel — shows an empty state on first load. Once a supplier is selected (or the + button is clicked), a header with name and number appears, followed by three tabs: Details, Payments, and Balance.

The divider between panels can be dragged to adjust the width.

Details tab — Field reference¶

General¶

Field	Description
Supplier No	Unique numeric identifier, assigned automatically. Read-only.
Name	Legal name or full name of the supplier (required).
Fantasy Name	Trade name or brand name.
Discontinued	Toggle switch that marks the supplier as inactive.

Contact & Address¶

Field	Description
Contact	Name of the contact person at the supplier.
Phone	Primary telephone number.
Email	Email address.
Address	Street address (road, avenue, etc.).
Number	Street number.
Complement	Address complement (suite, unit, etc.).
Neighbourhood	Neighbourhood or district.
State	State or province.
City	City or municipality.
Postal Code	Postal or ZIP code.

Financial & Tax¶

Field	Description
CNPJ/CPF	Supplier's tax identification number.
State Registration	State registration number.
Balance	Current supplier balance. Read-only.

CPF/CNPJ

The CPF/CNPJ field accepts both CPF (individuals, 11 digits) and CNPJ (companies, 14 digits). Full validation will be implemented in a future update.

Notes¶

Field	Description
Details	Free-text field for internal notes about the supplier.

Payments tab¶

The Payments tab shows the accounts-payable (AP) ledger for the selected supplier. Data is loaded on the first visit to the tab for each supplier.

Field reference and complex scenarios

The Add/Edit dialog itself is documented on the Payment Modal page, which also covers installment numbers and bulk payments across multiple purchase orders.

Status filter¶

Use the selector at the top of the tab to filter payments:

Option	Shows
All	All recorded payments.
Paid	Only payments with a date paid.
Pending	Only payments without a date paid.

Grid columns¶

Column	Description
Purchase Order	Related purchase order number, if any.
User	User who recorded the payment.
Method	Payment method (DINHEIRO, PIX, TRANSFERÊNCIA, etc.).
Instalment	Instalment number (e.g. 2/3) for split payments.
Amount	Payment amount.
Due date	Due date. Red = overdue, green = upcoming, amber = today.
Paid on	Date the payment was made. Blank if still pending.
Reference	Reference number or note for the payment.

Adding a payment¶

Select the supplier in the left panel.
Click the Payments tab.
Click Add payment.
Fill in the fields in the modal window: ref. order no., method, amount, instalment (if applicable), due date, paid date, and reference.
Click Save.

Editing or deleting a payment¶

Click the pencil icon (✏) to edit or the bin icon (🗑) to delete a payment.

Permissions

Users without sales:manage or owner permission may only edit their own payments where the paid date is today or in the future. Payments belonging to other users or with a past paid date require elevated privilege.
The same privilege is required to record a payment with a paid date before today (backdating). Future dates are blocked for everyone — there is no privilege exception.

Offline limitation

Payments require a server connection. In offline mode, the operation is not completed and a warning is displayed.

Cheque endorsement

Cheque endorsement to suppliers is a planned feature and will be added in a future update.

Load more¶

The grid shows up to 20 payments at a time. Click Load more to fetch the next batch.

Balance tab¶

The Balance tab shows the running account statement for the selected supplier, combining purchase orders and payments in chronological order. Data is loaded on the first visit to the tab for each supplier.

Row types¶

Row	Appearance	Amount	Meaning
Purchase order received	Red (debit)	Purchase order amount	Goods have been received; the amount is charged to the account.
Purchase order awaiting	Italic, dimmed (info)	Zero	Order placed but not yet received; shown for activity context only.
Payment	Green (credit)	Payment amount	A payment made to the supplier.

Columns¶

Column	Description
Date	Entry date (received date for purchase orders, paid date for payments).
Type	Entry type (Purchase Order or Payment).
Description	Describes the entry: received/awaiting status with order number, or payment method.
Debit	Amount charged for received purchase orders.
Credit	Amount paid to the supplier.
Balance	Running balance up to this row. Negative means the company owes money to the supplier.

Period — date range of the entries currently displayed.
Total received — sum of all payment credits in the current view.
Total purchased — sum of all received purchase order debits in the current view.
Financial rows only — toggle to hide zero-amount awaiting-order rows and focus on entries that affect the balance.

Balance calculation¶

The running balance reflects the cumulative account position: payments made minus the value of all purchase orders placed (received or awaiting). A negative balance means more has been ordered than paid — this is the normal state for a supplier account with outstanding invoices.

Pagination¶

The statement is paginated by descending date, showing up to 50 entries per page. If earlier entries exist, a Load earlier period button appears below the table. Click it to prepend older entries above those already displayed.

Common tasks¶

Adding a new supplier¶

Click the + button in the top-left toolbar (next to the search field).
A blank form opens in the right panel with the header "New Supplier".
Fill in at least the Name field (required by the database).
Complete any other desired fields across the General, Contact & Address, Financial & Tax, and Notes sections.
Click Save. The new supplier is created, appears in the left-panel list, and is automatically selected.

Click Cancel at any time before saving to discard the new record and return to the empty state.

Permissions

Creating a new supplier requires owner permission. The + button is visible to all users but the save will be rejected if the logged-in user does not have the required permission.

Editing a supplier¶

In the left panel, find the supplier using the search field or by scrolling through the list.
Click the supplier's name to load their details into the form on the right.
Edit the desired fields on the Details tab.
Click Save to save the changes.

Each save automatically creates an entry in the audit log.

Recording a payment to a supplier¶

Select the supplier in the left panel.
Click the Payments tab.
Click Add payment, fill in the fields, and click Save.

Deactivating a supplier¶

Select the supplier from the list.
On the Details tab, toggle the Discontinued switch on.
Click Save.

Deactivation

Deactivating a supplier does not delete their data or associated transaction history. The supplier will no longer appear in selection lists but remains searchable in this screen.

Inactive suppliers appear in the lower section of the list with reduced opacity.