Field reference
Supplier
How to use Supplier in Suppliers: access, working steps, fields, related records and troubleshooting.
Purpose and access
Create the Supplier master and associate contacts, addresses and supply categories. Review vendor registrations separately; creating the master does not grant a portal login access to purchasing documents.
This page is a record page in Supply Chain → Suppliers. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Supplier Name, Supplier Type.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Supplier from Supply Chain → Suppliers, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Supplier Namesupplier_name | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Supplier Typesupplier_type | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Aliasalias | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Gendergender | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Gender |
Supplier Groupsupplier_group | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Supplier Group |
Supply categoriesnexcom_supply_categories | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: NexCom Supplier Category |
Countrycountry | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Country |
Billing Currencydefault_currency | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Company Bank Accountdefault_bank_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Bank Account |
Price Listdefault_price_list | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Price List |
Payment Terms Templatepayment_terms | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Payment Terms Template |
Primary Addresssupplier_primary_address | Link Optional | Reselect, if the chosen address is edited after save Linked record: Address |
Primary Address Previewprimary_address | Text Editor Optional · Read-only | Maintain formatted content for the record; review any public-facing output before publishing. |
Primary Contactsupplier_primary_contact | Link Optional | Reselect, if the chosen contact is edited after save Linked record: Contact |
Mobile Nomobile_no | Read Only Optional | System-provided value; correct its source record or calculation rather than overwriting the displayed result. |
Email IDemail_id | Read Only Optional | System-provided value; correct its source record or calculation rather than overwriting the displayed result. |
Per-Company Accountsaccounts | Table Optional | Override the default payable / advance accounts on a per-company basis. Leave blank to use each company's defaults from Company settings. Linked record: Party Account |
Is Internal Supplieris_internal_supplier | Check Optional | Used for inter-company transactions |
Represents Companyrepresents_company | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Allowed to transact withcompanies | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Allowed To Transact With |
Tax IDtax_id | Data Optional | Supplier's tax identification number (e.g. PAN, VAT, GST) |
Is IRS 1099 reporting required for supplier?irs_1099 | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Tax Categorytax_category | Link Optional | Determines which tax rules apply to this supplier Linked record: Tax Category |
Tax Withholding Categorytax_withholding_category | Link Optional | TDS / withholding tax category applied when paying this supplier Linked record: Tax Withholding Category |
Tax Withholding Grouptax_withholding_group | Link Optional | Used to pick the correct rate row inside the Tax Withholding Category for this supplier (e.g. Company vs Individual rates) Linked record: Tax Withholding Group |
Is Transporteris_transporter | Check Optional | Enable to make this supplier selectable as a transporter on Delivery Notes and Stock Entries |
Allow purchase invoice creation without purchase orderallow_purchase_invoice_creation_without_purchase_order | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Allow purchase invoice creation without purchase receiptallow_purchase_invoice_creation_without_purchase_receipt | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Disableddisabled | Check Optional | Disabled suppliers are hidden from selection in new transactions but remain in historical records |
Is Frozenis_frozen | Check Optional | Frozen suppliers block new transactions and ledger entries until unfrozen. Only users with the role set in Company's "Roles Allowed to Set and Edit Frozen Account Entries" can transact. |
Block Supplieron_hold | Check Optional | When enabled, transactions with this supplier will be blocked based on the Hold Type below |
Hold Typehold_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Release Daterelease_date | Date Optional | Leave blank if the Supplier is blocked indefinitely |
Supplier Portal Usersportal_users | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Portal User |
Websitewebsite | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Print Languagelanguage | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Language |
Supplier Detailssupplier_details | Text Optional | General information about your Supplier |
Customer Numberscustomer_numbers | Table Optional | Account / customer numbers assigned to your companies by this supplier (for reconciliation on their statements) Linked record: Customer Number At Supplier |
Child tables
Supply categories — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Supplier categorysupplier_group | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Supplier Group |
Codecategory_code | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Descriptioncategory_description | Small Text Optional · Read-only | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Per-Company Accounts — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Default Accountaccount | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Advance Accountadvance_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Allowed to transact with — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Supplier Portal Users — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Useruser | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Customer Numbers — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Customer Numbercustomer_number | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.