Abbpay

Suppliers

Updated 4 hours ago 5 min read

Overview

The Suppliers module allows you to manage your vendor/supplier database. Track supplier details, monitor outstanding bills, manage purchases, and maintain a complete payment history for each supplier.

Accessing Suppliers

Navigate to Account > Money Out > Supplier List tab.

Supplier List

Displays all suppliers in a searchable, sortable data table.

Available Actions

Action Description
Add New Supplier Create a new supplier record
Upload Supplier List Bulk import suppliers from CSV/Excel
View Supplier Details View full supplier profile and history
Edit Supplier Modify supplier information
Send Email Send a custom email to the supplier
Delete Supplier Remove a supplier record
Bulk Delete Delete multiple suppliers at once

Add New Supplier

How to Add a Supplier

  1. Click the Add New Supplier button.
  2. A form modal will appear.

Form Fields

Company Type

Field Required Description
Company Type No Select: Individual, Company, or Charity
Company Name Conditional Required for Company or Charity type
Company Number Conditional Registration number (for Company/Charity). Label changes to "Charity Reg. Number" for charities.

Personal Information

Field Required Description
First Name Yes Supplier's first name
Last Name No Supplier's last name
Email Yes Primary email address
Contact Phone No Phone number with international country code

Location Information

Field Required Description
Country No Searchable country dropdown
State No Searchable state/region (updates based on country)
Postal Code No Postcode/ZIP code
Address No Full street address
  1. Click Save to create the supplier.

Upload Suppliers

Bulk Import via CSV/Excel

  1. Click the Upload Supplier List button.
  2. Download the sample CSV template for the correct format.
  3. Upload your completed file (.xlsx, .xls, or .csv).

CSV Template Columns

Column Description
first_name Supplier's first name
last_name Supplier's last name
email Email address
phone Phone number
address Street address
postcode Postal code
company_name Company name
company_no Company registration number
company_type Type: individual, company, or charity

View Supplier Details

Accessing Supplier Details

Click on a supplier name or select View from the actions dropdown.

Header Section

  • Supplier icon with gradient background
  • Supplier type badge (e.g., "Company")
  • Company name and email
  • Action buttons: Delete, Edit, Send Mail, Duplicate

Analysis Cards (Lazy Loaded)

Metric Description
Total Volume Total value of all bills and purchases
Total Paid Amount paid to this supplier
Outstanding Amount still owed (highlighted in red)
Total Payments Number of payment transactions

Side Panel

  • Supplier information card
  • Quick actions: Email, Call, Edit, New Bill
  • Bills statistics: Total, Paid, Unpaid counts
  • Purchases statistics: Total, Paid, Unpaid counts, Total Amount
  • Additional info: Supplier ID, VAT Number, Country, Created date

Detail Tabs

1. Overview Tab

Displays core supplier information:

Personal Details:

  • First Name, Last Name, Email Address, Mobile Number

Location Details:

  • Country, State, City, VAT Number

Additional Info:

  • Notes

Timeline:

  • Created date, Last Updated date

2. Bills Tab

Shows all bills/expenses associated with this supplier.

  • Data table with bill details
  • Add Payment button on each bill to record a payment
Recording a Bill Payment
  1. Click the payment icon on a bill record.
  2. Fill in the payment form:
Field Required Description
Bill ID Read-only Bill reference number
Due Amount Read-only Outstanding balance with currency
Paid Amount Read-only Amount already paid
Payment Date Yes Date of the payment
Payment Amount Yes Amount being paid
Account Yes Bank account used for payment (searchable)
Payment Reference No External reference number
Payment Notes No Additional notes

3. Purchases Tab

Shows all purchase orders placed with this supplier.

4. Payments Tab

Complete payment history for this supplier, split into two sections:

Bill Payments:

  • All payments made against bills/expenses

Purchase Payments:

  • All payments made against purchase orders

Each section includes options to export to Excel or PDF.

Edit Supplier

  1. Click Edit from the actions dropdown or supplier detail page.
  2. The edit form opens with pre-populated data.
  3. Modify the desired fields.
  4. Click Save to update.

Send Email

  1. Click Send Mail from the actions dropdown.
  2. Fill in the email form:
Field Required Description
Email Yes Recipient email (pre-filled)
Subject Yes Email subject line
Custom Message Yes Email body (rich text editor)
  1. Click Send to dispatch the email.

Delete Supplier

Single Delete

  1. Click Delete from the actions dropdown.
  2. Confirm the deletion.

Warning: Suppliers with existing expenses, bills, or purchases cannot be deleted. You must first remove associated records.

Bulk Delete

  1. Select multiple suppliers using checkboxes.
  2. Click Delete Selected.
  3. Confirm the bulk deletion.

Note: Partial success is supported - suppliers with associated records will be skipped, and a summary is displayed.

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