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A Supplier is any company or individual from whom you purchase medicines, medical devices, or other supplies. In Bizaxl, the Supplier record is the central reference for all purchasing activity - purchase orders, receipts, invoices, and payments all link back to it. For a medical retail business, your suppliers are typically pharmaceutical distributors, direct manufacturers, and medical equipment vendors.
Supplier form showing supplier name, type, GSTIN, payment terms, and default account fields

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Who Uses This Feature

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Creating a New Supplier

  1. Go to Buying workspace → Supplier → New (or search “Supplier”)
  2. Enter the Supplier Name (full legal name of the distributor/company)
  3. Select Supplier Type (Company - for distributors, individuals)
  4. Select Supplier Group (e.g. Pharmaceutical Distributor, Medical Equipment, General Vendor)
  5. Enter the GSTIN (for input tax credit claims)
  6. Set Payment Terms (e.g. Net 30, Net 45)
  7. Save

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Field Guide

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Adding Supplier Addresses and Contacts

After saving the supplier:
  1. Click the Address and Contacts section (or use the links panel on the right)
  2. Click New Address → fill in the supplier’s registered address
  3. Add a Contact with the sales representative’s name, mobile, and email
  4. Save
The address is printed on Purchase Orders automatically when you select the supplier.

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Payment Terms

Distributors typically offer credit terms (e.g. 30 days, 45 days). To set this:
  1. On the Supplier form, find Payment Terms
  2. Select the appropriate Payment Terms Template (set up by your accounts team)
Once set, every Purchase Invoice for this supplier will automatically calculate the due date based on the invoice date + credit days.

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Viewing Supplier Purchase History

From any Supplier record:
  • Click the links in the connections panel to see all Purchase Orders, Purchase Receipts, and Purchase Invoices
  • The Accounts Payable report (filtered by supplier) shows outstanding amounts and due dates
  • The Supplier Scorecard report shows delivery performance

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Putting a Supplier on Hold

If a supplier has a dispute or you need to temporarily stop purchasing from them:
  1. On the Supplier form, tick On Hold
  2. Select Hold Type:
    • “All” - blocks both purchases and payments
    • “Invoices” - allows receipts but blocks new invoices
    • “Payments” - blocks payments but allows invoicing
  3. Set a Release Date if the hold should expire automatically

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Best Practices

  • Enter GSTIN for every supplier as soon as you onboard them. Without GSTIN, you cannot claim input tax credit on their invoices, which increases your effective cost of goods.
  • Set payment terms from day one. This is how the Accounts Payable report shows correct due dates. Without payment terms, all invoices appear as immediately due.
  • Use Supplier Groups. Groups like “Pharmaceutical Distributor”, “Medical Equipment”, “General Vendor” let you filter purchasing reports and analyse spend by category.
  • Add the sales rep’s contact details. When you need to chase an order or resolve an invoice dispute, having the contact number and email directly in the system saves time.
  • Verify GSTIN on the GST portal before entering. An incorrect GSTIN will cause input tax credit rejection in your GST reconciliation.

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Common Mistakes

  • Entering the supplier’s trade name instead of legal name. The GST portal uses the legal name. Mismatches cause reconciliation failures.
  • Skipping the Supplier Group. Without groups, purchasing reports cannot be filtered by supplier type.
  • Not entering payment terms. Payables management becomes unreliable - you cannot see which invoices are overdue.
  • Creating duplicate supplier records. If the same distributor is entered twice (with slightly different names), purchase history is split and payables tracking becomes messy. Always search before creating.