A supplier is the entity or individual that provides the products you need for direct sales or for manufacturing and preparation before selling to customers. Choosing the right supplier is essential for the success of your business, ensuring you receive quality products at the right time and price. Adding suppliers to the Rewaa platform is necessary for issuing purchase invoices, tracking financial transactions, and managing supplier returns.
Suppliers can be added via the supplier list or during the purchase invoice creation process. This guide explains both methods and how to edit supplier information if needed.
Adding a Supplier
Through the Supplier List
Navigate to:
Purchases and Suppliers > Suppliers > New Supplier.
Fill in the required information:
Supplier Name: Appears on purchase orders, return invoices, and payment vouchers.
Supplier Code: A unique alphanumeric identifier for each supplier.
Phone Number: Supplier's contact number.
Email (Optional): Supplier's email address.
VAT Number (Optional): Appears on purchase and return invoices.
Opening Balance (Optional): The initial balance associated with the supplier.
Supplier Address (Optional): Address details.
Click Save. The supplier will be added to the platform and can be selected when creating purchase invoices, return invoices, or adding product details.
ℹ️ You can add a supplier directly through purchase invoices if they were not previously added to the platform. Navigate to:
Purchases and Suppliers > Purchase Invoices > New Purchase Invoice.
Click the (+) icon next to the supplier field.
Add the basic supplier details (supplier code, name, and phone number).
To add more details (tax number, address, etc.), click More Details.
Click Add. The supplier will be saved to the supplier list automatically.
Editing Supplier Information
Suppliers are added to the platform for issuing purchase invoices and managing financial transactions. If updates to a supplier's details are needed, follow these steps:
Navigate to:
Purchases and Suppliers > Suppliers.Search for the supplier's name in the search field.
Click the 🖊 Edit icon.
Update the necessary details and click Save. The changes will be applied immediately.
ℹ️ If you have added an opening balance for a supplier, it can be edited unless a payment has been made or the financial period has been closed.
Deleting and Archiving Supplier Information
Deleting a Supplier
Rewaa platform allows you to delete a supplier if necessary — for example, in cases of duplicate entries or to reorganize supplier codes according to your business needs — as long as no previous transactions are associated with that supplier.If there are previous transactions, you can archive the supplier instead.
To delete a supplier
Navigate to:
Purchases and Suppliers > Suppliers > search by supplier name, code, or phone number.
Click the three dots (...) in the Actions column and choose Delete Supplier.
Click Delete to confirm the deletion.
Archiving a Supplier
Archiving a supplier helps you organize your supplier list by hiding inactive suppliers without deleting their data or affecting past transactions.If any pending transactions exist (e.g., unpaid purchase invoices), you must complete them before archiving.
To archive a supplier
Navigate to:
Purchases and Suppliers > Suppliers > search by supplier name, code, or phone number.
Click the three dots (...) in the Actions column and choose Disable Supplier.The supplier’s status will immediately change to Inactive.
To reactivate a supplier, Click the three dots (...) and select Activate Supplier. The supplier’s status will be updated to Active immediately.
FAQs
1. Is there a limit to the number of suppliers I can add?
No, you can add an unlimited number of suppliers.
2. I have a supplier without a tax number. How do I add them?
The tax number field is optional; you can leave it blank and complete the other required fields.
3. Can I add a non-Saudi mobile number for a supplier?
Yes, non-Saudi mobile numbers can be added.
4. Can supplier lists be imported via Excel?
Yes, supplier lists can be imported via Excel. For more details, click here..
5. Can supplier lists be exported via Excel?
No, exporting supplier lists is currently not supported. However, you can view all suppliers via Purchases and Suppliers > Suppliers.
6. Can the amount due to or from a supplier be adjusted manually?
No, amounts are linked to financial transactions such as purchase invoices, return invoices, and payments. Manual adjustments are not allowed.
7. If I update the supplier’s tax number, will it reflect on previously issued invoices?
No, changes to supplier details do not affect previously issued invoices.
8. How can I update a purchase invoice to include a supplier's tax number if it was not added initially?
You cannot edit an issued purchase invoice. Instead, return the invoice via Return Invoices, update the supplier's tax number in their details, and issue a new purchase invoice.
9. Can user permissions be configured to control access to suppliers and their details?
Yes, follow these steps:
Navigate to: Settings > Users > ⚙️ > Edit Users.
Go to User Permissions > Purchases and Suppliers.
Enable or restrict permissions as needed.
Click Save Custom User to apply the changes.
10. How can I access a supplier’s account statement?
Navigate to: Purchases and Suppliers > Suppliers.
Select the supplier and click Account Statement at the top of the page.
ℹ️ This feature requires the accounting app to be installed.
11. Can I print a payment voucher for a supplier?
Yes, payment vouchers can be printed via Supplier Payments:
Search for the invoice number or supplier name.
Click the 🖨️ Print icon or go to payment details and select Print.
12. How can I check amounts due to or from suppliers without installing the accounting app?
You can view due amounts via:
Suppliers List.
Reports > Inventory > Supplier Debit Lifetime Report and Supplier Credit Lifetime Report.
13. Can I view all purchases from a specific supplier?
Yes, navigate to:
Reports > Inventory > Purchase Invoice Details.
Search by the supplier’s name or code to display all their purchase invoices.