How to Create Suppliers

Overview

Create suppliersClosed US: Vendor. A business that you order materials from using purchase orders. in Simpro Premium to import catalogues and create and send catalogue purchase ordersClosed US: Catalog Purchase Order. A formal request to a supplier to provide an item or service. A purchase order can be created across multiple cost centres..

You can add multiple suppliers at once by importing a CSV, TXT, or ZIP file list. See How to Import Suppliers to learn how.

After you have created your suppliers, manage them from the supplier table. Learn more in How to Manage Suppliers.

US only: If you use Simpro Premium in the United States, the term 'vendor' is used instead of 'supplier'.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Create Suppliers

A screenshot of the Supplier Details tab.

To create a supplier:

  1. Hover over People A screenshot of a schedule icon with a grey calendar icon and an arrow., then click Create New Supplier. Alternatively, go to People A screenshot of a schedule icon with a grey calendar icon and an arrow. > Suppliers > Create Supplier.
  2. Enter the Supplier Name.
  3. Enter the ABN / GST # / VAT Reg. No. / EIN as applicable.
    • If you do not know this information, click the A grey magnifying glass. icon to search for an existing ABN / GST # / VAT Reg. No. that matches the details you have already entered. Please ensure that you check with the supplier that this number is correct.
  4. UK only: Enter the Company No. as applicable.
    • If you do not know this information, click the A grey magnifying glass. icon to search for an existing number that matches the details you have already entered. Please ensure that you check with the supplier that this number is correct.
  5. Enter contact details, as required.
  6. AU / NZ / US: Click Search Address and enter the required address. Choose from the suggestions list to populate the Street Address, Suburb, State / Province and Postcode.
    • Alternatively, enter the Street Address details manually.
    • If your site does not have a street address, such as a sign on the side of a road or a structure in the middle of a large park, you can enter the longitude and latitude of the site, for example -27.580695, 153.129879, and Simpro Premium will pin the site to that exact location on the map.
    • UK: Enter the Street Address details manually. Enter the Postcode, then click outside the text box to generate a selection of addresses.
    • IE: Enter the Street Address and Eircode manually.
    • To record international addresses, you can select the required country and enter in the appropriate address manually.
  7. If you are sending correspondence to a different address, similarly enter a Postal / Billing Address. Otherwise, select Same as Street.
    • If a Postal / Billing Address is entered it overrides the branch address on Purchase Order forms.
  8. Click Save and Finish.

Create supplier branches to manage the different localities you purchase from for the one supplier. You can then purchase items from branches that are close to a specific job site, as well as email purchase orders directly to a specific branch from the Forms tab.

A screenshot of supplier branches.

To create a supplier branch:

  1. Access the supplier, then go to Profile > Branches.
  2. Click Create New Branch.
  3. Enter the branch Name.
  4. Enter contact details as required.
  5. Enter Street Address details for the specific branch.
  6. Click Save.
  7. Click Save and Finish to update your changes. Click Save and Finish.

You can include the branch address on purchase order forms in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Purchase Order.

You can create additional contacts for a supplier if, for example, you need to contact their accounting or IT departments. Learn more in How to Create Contacts.

If you have created custom fields for suppliers, use the Custom sub-tab to store additional supplier information. Learn more in How to Use Custom Fields.

You can then search custom information in local and global searches.

Go to Profile > Settings > Supplier Profile to adjust supplier settings in Simpro Premium, including entering an Account, as well as selecting a Currency, Purchase Tax Code and Preferred Notification Method.

Once you have selected the supplier's currency, you cannot change it if you have:

  • raised a purchase order for the supplier
  • raised a supplier quote for the supplier
  • selected the supplier in a catalogue item.

Under Banking, enter the supplier Account No. and select Payment Terms to assist in accurately transferring supplier invoices to your accounting package.

Go to the History tab to view all supplier Quotes, invoices Pending, Received and Complete, as well as Receipts, Pending Credits, and Complete Credits.

A screenshot of supplier history.

Go to the Notes tab to enter and format private notes about the supplier for internal reference.

Go to the Attachments tab to add, organise and download supplier-specific attachments for internal reference only. Learn more in How to Use Attachments.

The information displayed on the Logs tab details all the actions and changes performed for the selected record in Simpro Premium. You can use this for accurate and comprehensive auditing.

A screenshot of customers associated with a site.

The details displayed include:

Message A short description of the update performed on the record.
Date & Time Date and timestamp of when the action was taken.
ID The Simpro Premium ID of the user who performed the action.
Name Name of the user who performed the update on the record.
Event

The type of action performed.

  • Access: The owner of the record logged into the portal.
  • View: The owner of the record has viewed their card file in the portal.
  • Update: The record was significantly updated, such as the password being changed.
  • Archive: The record was archived.
  • Create: The record was created.
  • Download: An attachment on the record was downloaded.

Need additional help?

Try Walk Me Through, our step-by-step guidance tool, to create suppliers.

In Simpro Premium, go to Help A screenshot of a schedule icon with a grey calendar icon and an arrow. > Walk Me Through and search Suppliers or Vendor.

Learn more in How to Use Walk Me Through in Simpro Premium.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.