Add / Import Suppliers

1. To begin, navigate in the main menu to Financial -> Suppliers.
2. Once here, you will notice two tabs at the top: Orders and Suppliers. It is very important to distinguish between them:
   • Orders Tab: Here you will find the history of purchase orders that you have placed with your suppliers. It is a list of documents, not partners.
   • Suppliers Tab: This is the place where you manage the partner database. All add, modify, or import operations are done here.

Make sure you have selected the Suppliers tab to continue.

In this screen, you have two main methods for populating your partner list:

1. Manual Addition - Ideal for adding new suppliers one by one.
2. Import from File - Perfect for bulk uploading the entire database.

This method is ideal for adding a single supplier with full details.

Press the + New Supplier button. A detailed form will open, structured into sections.

Contact Section

• Automatic Import (Recommended): To save time and avoid errors, use the direct import function from ANAF (National Agency for Fiscal Administration).
  1. Enter the company's Fiscal Code (CUI) in the CIF field.
  2. Press the green Import button.
  3. iflows will automatically fill in: Company Name, Address, County, Locality, Trade Register Registration No. and will verify if the company is a VAT payer.
• Manual Contact Details:
  • Email, Landline, Mobile Phone: Fill in the primary contact details.
  • Tags: Use tags to segment suppliers. You can create tags relevant to your business, such as Import, Local, Rigid Materials, Consumables. These will help you filter and quickly find suppliers in the main list.
• Multiple Contact Persons (+ New Contact):
  • A supplier can have multiple contact points (sales, accounting, technical). Press + New Contact to add each person, specifying their name, position, phone, and email.

Billing Section

Here you enter the financial and commercial details agreed upon with the partner.

• Bank and Bank Account: Fill in the supplier's IBAN.
• Currency: Select the currency in which you usually make payments to this supplier (e.g., EUR, EUR).
• VAT Rate: Choose the applicable VAT rate.
• Payment Term (days): Enter the standard number of days for invoice maturity from this supplier (e.g., 30, 60).
• Payment Method: Select the agreed payment method (e.g., Payment Order, Promissory Note, Cash on Delivery, etc.).
• Accounting Account: If you use the chart of accounts, associate the supplier with the corresponding account (e.g., 401). Account Name will be filled in automatically.

Delivery Section

Configure the standard logistical aspects for this supplier.

• Shipping Payment: Determine who pays for shipping: Supplier or Client (your company).
• Shipping Cost: You can set a default shipping cost if it is fixed.
• Minimum Order Value: Enter a value if the supplier imposes a minimum order for delivery.
• Order Cut-off Time: Set a deadline for placing orders for same-day processing (e.g., 15:00).
• Delivery Term (days): Specify the standard delivery time.

Details Section

Here you can add additional information.

• Username and Password: If the supplier provides access to an online B2B portal, you can store the login details here to have them handy at any time.
• Notes: A free space for any other relevant detail (e.g., "Delivery only on Mondays and Wednesdays").

Press Save to add the supplier to the database.

This is the fastest method for adding a large number of suppliers.

1. From the Suppliers tab, press Import from File.
2. Download the Example File: It is important to use the iflows template. Click on Download Example File to obtain an Excel file with the correct column structure.
3. Fill in the File:
   • Open the file and, guiding yourself by the example row, add all the suppliers.
   • The only mandatory field is Supplier Name, however, we recommend completing as much data as possible.
4. Upload and Validate:
   • Drag the completed file back into iflows and press Continue.
   • The system will display a preview and mark any formatting errors in red (e.g., a misspelled county).
5. Finalize the Import:
   • If there are errors, you can ignore them by checking Ignore Errors (wrong fields will remain empty) or you can correct the file and reload it.
   • Press Import. The suppliers will be added instantly to the database.