Create a supplier
Where: Suppliers → Create supplier.
Who: supplier.create, party.view and partner.view. A new identity also needs party.create; a
new Partner, partner.create; upgrading a customer-only Partner, partner.update.
"Each step saves separately. Keep this page open to resume after a failure; saved records are reused, not created again. New Suppliers always start as Draft."
Step 1: choose the Party
- Under 1. Select an existing active Party, enter the name and select Search for duplicate identities.
- If the right identity is listed, select Use this Party, then Use selected Party.
- Otherwise select Create a new identity after searching, confirm you reviewed the search, and fill in Identity type, Display name, Legal name, Registration number and Tax number. Select Save Party identity.
Step 2: the Partner relationship
Select Check existing Partner.
| Result | What to do |
|---|---|
| "This Partner can hold a Supplier account." | Carry on |
| "No Partner exists for this Party. Create one with type Supplier." | Enter the Partner code and currency; Create Supplier Partner |
| "This Partner is customer-only…" | Upgrade to Customer and supplier. Only the type changes; status, currency and notes are kept. |
| The Partner is inactive or otherwise can't hold a supplier | Stop; an authorised person must fix the Partner |
Example: Café Aroma also sells you coffee beans. Its Partner is customer-only, so Omar selects Upgrade to Customer and supplier and continues. Café Aroma keeps its customer account.
Step 3: the supplier account
- Select Check or reconcile existing Supplier. If one exists ("Supplier SUP-0017 already occupies this Partner link"), select Open supplier.
- Fill in:
| Field | Rule | Example |
|---|---|---|
| Supplier code | Required; unique; stored in capitals; can't change later | SUP-0024 |
| Supplier type | Required: Manufacturer, Distributor, Wholesaler, Service provider, Contractor, … Other | MANUFACTURER |
| Supplier tier | Strategic, Preferred, Approved, Conditional, Provisional, Blocked | PROVISIONAL |
| Supplier group | Optional | PACKAGING |
| Parent Supplier ID | Optional supplier account ID (not a Partner ID) | (empty) |
| Preferred supplier | Tick if preferred | No |
| Approved supplier flag | Separate from the activation approval date | No (set later) |
| Critical supplier | Tick if critical to operations | No |
| Strategic importance | Free text | Medium |
| Active from / Active until | Optional validity; until on or after from | 2026-11-10 / (empty) |
- Save. The supplier opens with status DRAFT. It can't be ordered from until it is ACTIVE and ready.
What is refused
| Message | Meaning |
|---|---|
| Supplier code already exists | Codes are unique |
| Supplier already exists for Partner | The Partner already has a supplier account |
| Partner does not support supplier capability | The Partner is customer-only or inactive |
| Supplier group is inactive | Choose an active group |
| Supplier hierarchy cycle / Parent supplier is closed | Invalid parent |
| Active until must be on or after active from. | Dates reversed |
Next: Find suppliers.