Add Supplier

How to add a new supplier?

1. Navigate in the main menu to the Financial section.
2. Select the Suppliers sub-section.
3. Navigate to the Suppliers tab (the second tab, next to "Orders").
4. Press the + New Supplier button in the top-right corner.

The "New Supplier" form will open, structured into several sections: Contact, Billing, Delivery, and Details.

This section contains the supplier's basic and contact information.

1. Automatic Import:
   • Selector (ANAF): This functionality is useful for companies in Romania.
   • CUI field (Cod Unic de Înregistrare - Unique Registration Code): Enter the Romanian supplier's CUI.
   • "Search" Button: After entering the CUI, press this button. iFlows will look up the company data in the ANAF database.
   • "Import" Button: If the supplier is found, their data (Name, Address, CIF, Registration No., VAT status) will be automatically pre-filled in the form below. This saves time and reduces entry errors.
     • Note: Even after importing, check and complete the remaining fields.
2. Name: (Mandatory field, marked with *)
   • Description: The official/legal name of the supplier company. If you used "Automatic Import", this field should already be completed.
3. Email:
   • Description: The supplier's primary email address, used for general communication, orders, invoices, etc.
4. Landline and Mobile Phone
5. Label:
   • Description: Allows adding one or more labels to classify or group suppliers. Useful for filtering and subsequent reports. You can create new labels directly here or select from existing ones.
   • Examples: IT, Office Supplies, Horeca, Major Balance, Slow Delivery, etc.
   • How to use: Start typing the label name. If it exists, you can select it. If not, after typing, press Enter to create and add it.
6. "+ New Contact" Button:
   • Description: Allows adding multiple contact persons within the supplier company, each with their specific data. This is useful if you interact with different departments (e.g., sales, technical, billing).
   • Upon pressing the button, new rows will appear with the following fields:
     • Contact Person: First and last name of the person.
     • Position: The person's role in the company. Example: Sales Agent, Account Manager
     • Mobile Phone: The person's mobile phone number.
     • Email: The person's email address.
   • You can add as many contacts as necessary by repeatedly pressing "+ New Contact".

Here, the supplier's fiscal and banking data are completed, essential for processing payments and accounting documents.

1. Country, County, City, Address, Postal Code
2. CIF (Cod de Identificare Fiscală - Tax Identification Number):
   • Description: The supplier's tax code. If you used "Automatic Import", this field is already completed.
3. VAT Payer: (Yes/No Selector)
   • Description: Indicate if the supplier is a VAT payer.
   • "Verify" Button: By pressing this button (after filling in the CIF), iFlows will query ANAF to verify if the company is registered for VAT purposes and will automatically update this field.
   • VAT Registration: (Displayed if VAT Payer is "Yes")
   • Registration No.: Trade Register registration number.
4. Bank: The name of the bank where the supplier has the primary account for receipts. Example: Banca Transilvania, ING Bank.
5. Bank Account: The supplier's bank account number (IBAN).
6. Currency:
   • Description: The primary currency in which payments to this supplier will be made or in which invoices from them are issued. Select from the dropdown list.
7. Payment Term (days):
   • Description: The number of calendar days from the invoice date within which payment must be made.
   • Example: 0 (for immediate payment/upon delivery), 15, 30, 60.
8. Payment Method:
   • Description: The payment method agreed upon or most frequently used with this supplier. Select from the dropdown list.
   • Examples: Payment Order, Cash, Card, Promissory Note.
9. Accounting Account:
   • Description: The analytical account from your company's chart of accounts used for recording transactions with this supplier. You can select from a predefined list of accounts (previously set in iFlows under Configuration > Financial > Accounting Accounts) or enter manually.
   • Note: Selecting an accounting account will automatically pre-fill the "Account Name" field.

Details regarding the terms of delivery of goods from the supplier.

1. Shipping Payment:
   • Description: Who bears the shipping cost. Select from the dropdown list.
   • Options: Supplier (the supplier pays), Client (your company pays).
2. Shipping Cost:
   • Description: The standard value of the shipping cost, if it is fixed and known. Leave at 0 if it varies or does not apply.
   • Example: 25 (it will be considered in the currency selected for the supplier).
3. Minimum Order Value:
   • Description: The minimum value of an order for the supplier to process it or to benefit from certain conditions (e.g., free shipping).
4. Order Cut-off Time:
   • Description: The time by which an order must be placed to be processed on the same day or to fit within the promised delivery term.
   • Note: This field, along with other settings, can be used for automating orders to the supplier if products are also configured with links to this supplier.
5. Delivery Term (days):
   • Description: Estimated number of working days for the delivery of an order from this supplier.
6. Default Template:
   • Description: The document template (PDF) that will be used when generating orders to this supplier from iFlows. Templates are configured in Settings > Templates > PDF.
   • Note: This template will be used for exporting orders in PDF format.

1. Fax
2. Website
3. User:
   • Description: If the supplier provides an online platform (B2B portal) for placing orders, you can save the username for your account on that platform here.
4. Password:
   • Description: The password corresponding to the user above for the supplier's online platform. There is an eye icon to view the entered password.
5. Notes:
   • Description: A free-text field where you can add any other relevant information about the supplier that does not fit into the other fields.
   • Examples: Special discounts for orders over 1000 EUR.

After filling in all the necessary information, you have the following options at the bottom of the form:

• Back: Returns you to the supplier list without saving changes.
• Save and Continue: Saves the entered data and keeps you on the edit page for this supplier, allowing you to make further changes or add more information.
• Save: Saves the entered data and returns you to the general supplier list.