đ Where to find this module?
Main Menu > Purchases
The Suppliers module centralizes the information of your purchasing partners in Kafinea. Each supplier record gathers contact details, legal and financial information, as well as the complete transaction history (orders, invoices, credit notes, payments).
1. Accessing Suppliers #
Suppliers are accessible via the menu Purchases > Suppliers.
The list displays all your suppliers with key information (name, phone, email, category). You can filter and search according to your needs.
2. Creating a Supplier #
Click on Add a supplier from the supplier list.
The information to be entered is organized into several blocks:
- Supplier Details: supplier name, phone, email, website, GL Account, category
- Address: full supplier address (street, city, postal code, country). This address is automatically transferred to purchase orders created from the supplier record.
- Legal Information: SIRET and APE code, useful for administrative identification
- Financial Information: keywords for bank reconciliation, accounting account number
Good to know: The Keywords field allows you to define terms that will be used during automatic bank reconciliation to identify transactions related to this supplier.
3. The Supplier Record #
From a supplier’s record, you have several contextual actions:
- 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 in the supplier record provide access to all related documents:
| Tab | Content |
|---|---|
| Supplier Orders | Purchase orders placed with this supplier |
| Supplier Invoices | Invoices recorded for this supplier |
| Supplier Credit Notes | Credit notes issued by this supplier |
| Supplier Payments | Payments made to this supplier |
| Bank Accounts | Supplier’s bank details (RIB/IBAN) |
| Payment Profiles | Payment methods configured for this supplier |
| Goods Receipts | Related goods receipts |
| Documents | Associated files and attachments |
| Sites | Maintenance sites linked to this supplier |
| Supplier Offers | Supplier’s price proposals |
4. The Supplier Balance #
Kafinea automatically calculates the supplier balance, which represents the financial situation with this partner on a given date. This balance is calculated as follows:
Balance = Payments made + Supplier credit notes â Due supplier invoices
A negative balance indicates an amount remaining to be paid to the supplier. A positive balance indicates an overpayment or a credit in your favor.
5. Link with a Customer Account #
It is possible to associate a supplier with an existing customer account via the Associated customer account field. This is useful when the same partner is both your supplier and your customer, allowing for a global view of the commercial relationship.
6. Deleting a Supplier #
Important: It is not possible to delete a supplier that has invoices, orders, credit notes, or payments. This protection ensures the integrity of your accounting and commercial history.
7. Frequently Asked Questions #
How can I quickly find a supplier’s unpaid invoices?
From the supplier’s record, consult the Supplier Invoices tab. 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 actions menu in the list to access these features.
How do I manage a supplier who is also a customer?
Use the Associated customer account field on the supplier record to create the link between the two records. The two entities remain distinct but are linked to facilitate tracking.