Use Supplier Setup to keep track of your vendors and distributors. Store their contact details, payment terms, and product catalogs here. When you create Purchase Orders later, the system will pull supplier information from this page. Suppliers are referenced in Purchase Orders, product sourcing, and supplier-product mapping.

When to use this: When you need to add a new supplier, update supplier contact details, or manage supplier records.

Prerequisites

• No prerequisites — suppliers are independent master data

Supplier List

📝 General Description

This page displays all registered suppliers in a data grid. Each supplier record includes contact details, payment terms, and lead time information used in purchase order management.

⚙️ UI Elements

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8.8.1 Data Grid Columns

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8.8.2 How to Add a New Supplier

1. Navigate to Master Data → Supplier Setup.

2. Click + Add New.

3. Fill in the required fields:

• Supplier Name: Company or vendor name (e.g., "ABC Trading Pte Ltd").

4. Fill in optional fields:

• Contact Person: Primary contact name.
• Phone / Email: Contact details.
• Address: Supplier's physical address.
• Payment Terms: Net 30, Net 60, COD, etc.
• Lead Time (Days): Average delivery lead time — used in PO planning.
• Currency: Default currency for orders from this supplier.

5. Click Save.

Expected Result: The supplier record is saved.

Form Fields

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8.8.3 How to Edit a Supplier

1. Navigate to Supplier Setup.

2. Click on the Supplier Name link in the data grid.

3. Modify the fields as needed. 4. Click Save.

8.8.4 How to Delete a Supplier

1. Open the supplier's edit form.

2. Click the Delete button.

3. The supplier is safely deleted — hidden from dropdowns but existing PO history is preserved. 4. To restore: Filter → Show deleted → Click supplier → Click Restore.

[!NOTE] Deleting a supplier does not affect existing Purchase Orders or product-supplier mappings. Historical data remains intact.

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8.8.5 Where Suppliers Are Used

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💡 Example

Scenario: A retailer adds a new beverage supplier to the system.

Setup:

1. Navigate to Supplier Setup → Click + Add New.

2. Fill in:

• Supplier Name: Fresh Beverages Pte Ltd
• Supplier Code: FBEV
• Contact Person: David Tan
• Phone: +65 6543 2100
• Email: orders@freshbev.sg
• Payment Terms: Net 30
• Lead Time: 3 days

3. Click Save.

4. Now when creating Purchase Orders, "Fresh Beverages Pte Ltd" appears in the supplier dropdown.

[!TIP] Set accurate Lead Time values for each supplier — this helps with purchase planning and ensures you place orders early enough to avoid stockouts.

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Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

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How to Add a New Supplier

1. Navigate to Supplier Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new supplier.

✅ Expected Result: The new supplier appears in the list and is available for use across the system.

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How to Edit a Supplier

1. Navigate to Supplier Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to edit.

3. The edit form opens with all current values pre-filled. Modify the fields as needed.

4. Click Save to apply your changes.

✅ Expected Result: The supplier is updated and changes take effect immediately.

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How to Delete a Supplier

1. Navigate to Supplier Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to delete.

3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm.

✅ Expected Result: The supplier is soft-deleted — hidden from active lists and POS but can be restored later.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

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FAQ

Q: Can I delete an outlet that has transaction history? A: You can soft-delete it, but it cannot be permanently removed if it has linked transactions or POS terminals.

Q: Why are changes not showing on the POS terminal? A: The POS needs to sync. Check Terminal Status for the last sync time and trigger a manual sync if needed.

Q: What happens if I change the company name? A: The change will appear on all new receipts after the next POS sync. Existing printed receipts are not affected.

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Troubleshooting

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Related Menus

• Product Setup > Product List — products linked to outlets
• User Setup > User List — users assigned to outlets
• Sales Setup > Payment Mode — payment methods per outlet
• Setting > Company Setup — company-wide settings

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Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.