> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Supplier Management
> How to create and manage supplier records for distributors, manufacturers, and vendors in Bizaxl Medical Retail.
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.
***
## Who Uses This Feature
| Role | What They Do Here |
| --------------------- | ----------------------------------------------------- |
| **Procurement Staff** | Creates and manages supplier records |
| **Store Manager** | Reviews supplier terms and performance |
| **Accounts Staff** | Checks GSTIN, payment terms, and outstanding payables |
***
## 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
***
## Field Guide
| Field | What to Enter | Required? |
| ------------------ | -------------------------------------------------------------- | ------------------------- |
| **Supplier Name** | Full legal name of the distributor or company | Yes |
| **Supplier Type** | Company or Individual | Yes |
| **Supplier Group** | Category (Pharmaceutical Distributor, Medical Equipment, etc.) | No (recommended) |
| **Country** | India (for domestic suppliers) | No |
| **Tax ID (GSTIN)** | GST registration number - mandatory for input tax credit | No (but critical for GST) |
| **Tax Category** | Which GST tax rules apply to this supplier | No |
| **Is Transporter** | Tick if this supplier delivers goods (for e-waybill purposes) | No |
| **On Hold** | Temporarily block purchases from this supplier | No |
| **Hold Type** | Whether the hold is on invoices, payments, or both | If On Hold |
| **Disabled** | Permanently deactivate this supplier | No |
***
## 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.
***
## 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.
***
## 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
***
## 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
***
## 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.
***
## 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.
***
## Related Features
* [Purchase Order](/retail/medical-retail/purchase-order) - raising orders with suppliers
* [Purchase Receipt](/retail/medical-retail/purchase-receipt) - recording deliveries
* [Purchase Invoice](/retail/medical-retail/purchase-invoice) - recording supplier bills
* [Payment Entry](/retail/medical-retail/payment-entry) - paying suppliers
* [Reports & Monitoring](/retail/medical-retail/reports-overview) - Accounts Payable, Supplier Scorecard