Add a supplier

Keep one record for each company you buy from, so purchase orders, expenses, bills and receipts can all be tied to it, and deactivate one you no longer use.

In the sidebar, open Sales & Billing, then Purchasing, then Suppliers. The page address is /suppliers.

A supplier is any company you buy from or pay: a supply house, a wholesaler, the fuel company, your landlord. There is one list for everyone. Purchase orders use it, and so do expenses, bills and receipts in bookkeeping, so a supplier you add here is ready everywhere.

Before you start

• Your role needs permission to add suppliers. Purchasing staff and bookkeepers each have their own permission for this. If you do not see New supplier, ask your admin.
• Your organization needs its currency set. If New supplier is greyed out, hover it to read why.

Steps

1. Press New supplier. A panel opens on the right.
2. Type the company name in Name. This is the only required field.
3. Leave Vendor code blank to let Nova number the supplier, or type your own short code.
4. Fill in Contact name, Email and Phone for the person you deal with.
5. Add Tax ID, Payment terms (for example, Net 30) and Website if you have them. Default currency starts as your organization's currency.
6. Tick Preferred vendor if this is the supplier you reach for first. Preferred suppliers show a star in the list.
7. Press Create supplier. The panel closes and the supplier appears in the list.

What you see

• The list shows each supplier's name, code, contact, email, terms and Status.
• Open the Filters panel to show only one Status, or press Reset filters to clear it.
• Press a row to edit it, then press Save changes.
• Each row's actions menu offers Edit and Deactivate. Deactivating hides a supplier from new purchase orders and expenses. Past orders, expenses and bills keep their link, and the same menu offers Reactivate later.

If something looks different

• The page says no suppliers exist yet: add one here before you raise a purchase order or record an expense against it.
• Deactivate asks for a reason: your organization requires a short written explanation for this change. Type it and press Deactivate again.
• New supplier is missing: your role can view suppliers but not add them.
• You use bookkeeping but not purchase orders: Suppliers still appears under Sales & Billing, and the Purchasing group shows only this page.

Open Suppliers