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Add and manage suppliers

Add, edit, search and delete suppliers, verify a GSTIN to auto-fill name, address and state, and keep their address correct.

A supplier is anyone you buy from. Create the supplier once and pick them on every purchase bill, purchase order and debit note.

Before you start

If your business is registered under GST, keep GST registration switched on in GST Configuration. When it is off, the GSTIN, Reg. Type, GST Registration Type and State Code fields are hidden.

Steps

Open Masters > Suppliers.
Click New Supplier (on a phone the button says New).
Type the Supplier Name. This is the only required field.
If the supplier has a GSTIN, type it in the GSTIN box.
Click the tick icon at the end of the GSTIN box (Verify GSTIN & auto-fill details). The state, state code, Reg. Type and GST Registration Type fill in. The legal name, trade name, address and pincode also fill in, but only where those boxes are still empty.
Fill Phone and Email if you have them.
Click Advanced — Address & state to open the address section.
Check or type the Address, choose the State from the list, and type the Pincode.
Click Save Supplier.

The app also creates an account (ledger) for the supplier in your books. You do not need to make it yourself.

Edit a supplier

Open Masters > Suppliers.
Type part of the name, GSTIN, phone, email or address in the search box.
Click the pencil icon on the supplier's card. The address section opens already expanded.
Change the details and click Update Supplier.

Delete a supplier

Click the red bin icon on the supplier's card.
Click OK when asked Delete this supplier?

The supplier disappears from the list and the supplier picker. If the supplier's account was never used, it is removed too. If it already has entries, it stays in your books (old bills and reports stay correct) but is hidden from pickers.

Fields

Field	What to enter
Supplier Name	The supplier's name. Two suppliers cannot have the same name.
Trade Name	The shop or brand name, if different from the legal name.
GSTIN	15-character GST number from the supplier's bill. Letters are changed to capitals. A wrong pattern shows Invalid GSTIN under the box.
Reg. Type	REGULAR, COMPOSITION, UNREGISTERED, SEZ or EXPORTER. It groups your purchases for input tax credit and reverse charge. Verifying a GSTIN sets it to REGULAR.
GST Registration Type	The supplier's type of GST registration. It fills in when you verify the GSTIN and is used for reverse charge and input tax credit checks.
State	Choose from the list. The State Code fills in by itself. The state decides whether a purchase is local (CGST + SGST) or inter-state (IGST).

Common problems

Name is required — type the Supplier Name before you save.
Invalid GSTIN format — the GSTIN does not match the 15-character pattern. Check it against the supplier's bill.
Enter a valid GSTIN first — you clicked the verify icon while the GSTIN box was empty or wrong.
Verification failed — the GSTIN could not be checked online. Fill the state and address yourself and save.
Bad Request when you click Save Supplier — usually a supplier with the same name already exists. Search for the name and use the existing supplier, or change the new name slightly.

More in Masters

Add and manage customersAdd, edit, search and delete customers, verify a GSTIN to fill details, and set the bill-to and ship-to addresses.Add and manage products and servicesCreate items you buy and sell: name, SKU, unit, HSN or SAC, GST rate, cess, rates, opening stock for a financial year, and barcode.Product groups and their stock ledgersCreate optional product groups so that the stock of raw material, finished goods or packing sits in its own ledger in your books.Chart of accounts: groups and ledgersSee all account groups and ledgers, create new groups and ledgers, set SAC and GST supply nature on income ledgers, and view a ledger's entries.Track returnable cratesSwitch on Crates, create crate types, record crates given and received on invoices and challans, and see each customer's crate balance.