IB SolutionsGlobal

Chapter 7

Suppliers

7.1 Adding a supplier#

  1. People → Suppliers → “+ Add Supplier.”
  2. Fill in Company/Business Name (required) and Phone (required).
  3. Supplier Code is generated automatically if left blank.
  4. Fill in whichever of Contact Person, Alt Phone, Email, TIN (see section 12.5), City/Location, Credit Limit, Address, and Notes are relevant.
  5. Click “Save Supplier.”

7.2 The supplier detail page#

Shows how many products this supplier provides and their credit limit, with buttons for “+ New Purchase” (pre-fills this supplier on the Create Purchase screen), “💳 + Payment,” and Edit.

A payment made with “💳 + Payment” counts against the supplier's oldest purchases and opening debts first (section 7.3). “+ Opening Debt” records what you already owed them when you started using IBS.

7.3 Opening debts#

Money you already owed a supplier when you started using IBS works like a customer's opening debt (section 6.3). It isn't a purchase: no stock comes in, and it isn't counted as cost.

Adding an opening debt#

  1. Open the supplier and click “+ Opening Debt.”
  2. Enter the Amount owed, the Owed since date, and an optional Reference (such as the supplier's invoice number) and Notes.
  3. Click “Add Opening Debt.”

To enter many at once, use People → Suppliers → “📋 Import Opening Debts,” with the columns supplier (company name or supplier code), amount, and owing_since, and optional reference and notes.

Paying a supplier#

  • “Record Payment” next to an opening debt pays it by cash, mobile money, bank, or cheque, from the account you choose (your branch's account for that method if you leave it), dated today or an earlier Payment date.
  • A payment made with “💳 + Payment” on the supplier's page isn't tied to one purchase. It counts against the supplier's oldest purchases and opening debts first. A purchase or opening debt it covers says it's covered by payments made on the supplier's account, and its Record Payment starts at what's still owed.
  • Opening debts show in the supplier's balance and ledger, in Payables (aged from the owed-since date), and in the Dashboard's payables.

An opening debt entered by mistake can be deleted from the supplier's page while nothing has been paid on it.