📍 Where can I find this module?
Main menu > Purchases
The Suppliers module centralizes information about your purchasing partners in Kafinea. Each record includes contact details, legal and financial information, as well as a complete transaction history (orders, invoices, credit memos, and payments).
1. Access suppliers #
Suppliers can be accessed via the menu Purchasing > Suppliers.
The list displays all of your suppliers along with key information (name, phone number, email, category). You can filter and search as needed.
2. Create a supplier #
Click on Add a supplier from the list of suppliers.
The information to be provided is organized into several sections:
- Supplier details: supplier name, phone number, email address, website, accounting code (GL Account), category
- Address: the supplier’s full address (street, city, ZIP code, country). This address is automatically included on purchase orders created from the record
- Legal information: SIRET number and APE code, used for administrative identification
- Financial information: keywords for bank reconciliation, accounting account number
Good to know: The field Keywords field allows you to define terms that will be used during automatic bank reconciliation to identify transactions related to this supplier.
3. record #
From record , you have several context-sensitive actions available:
- Send an email directly to the supplier
- Create a supplier order: the form is pre-filled with the supplier's information (contact details, address)
The tabs on the record provide access to all related documents:
| Tab | Contents |
|---|---|
| Supplier Orders | Purchase orders placed with this supplier |
| Supplier invoices | Invoices recorded for this supplier |
| Supplier credit notes | Credits issued by this supplier |
| Supplier payments | Payments made to this supplier |
| Bank accounts | Supplier's bank account information (RIB/IBAN) |
| Payment profiles | Payment methods configured for this supplier |
| Receipt forms | Related goods receipts |
| Documents | Related files and attachments |
| Sites | Maintenance sites associated with this supplier |
| Supplier offers | Supplier's pricing proposals |
4. Supplier balance #
Kafinea automatically calculates the supplier balance, which reflects the financial status with that partner as of a specific date. This balance is calculated as follows:
Balance = Payments made + Supplier credits − Outstanding supplier invoices
A negative balance indicates an amount still owed to the supplier. A positive balance indicates an overpayment or a credit in your favor.
5. Link to a customer account #
You can link a supplier to an existing customer account using the Associated Customer Account. This is useful when the same partner is both your supplier and your customer, providing a comprehensive view of the business relationship.
6. Deleting a supplier #
Important: You cannot delete a vendor that has outstanding invoices, orders, credit memos, or payments. This safeguard ensures the integrity of your accounting and sales records.
7. Frequently Asked Questions #
How can I quickly find a supplier record unpaid invoices?
From the record , go to the Supplier Invoices. You can filter by status to identify invoices awaiting payment.
Can I import a list of suppliers?
Yes, the Suppliers module supports data import and export. Use the list’s action menu to access these features.
How do you handle a supplier who is also a customer?
Use the Associated Customer Account field on the record to create a link between the two records. The two entities remain separate but are linked to facilitate tracking.