How to Manage Supplier Records in Perfect Inventory Manager

2025-06-30

๐Ÿ“’ Suppliers Page

โ€œMaintain an organized record of all vendors you purchase goods or services from.โ€


๐ŸŽฏ Purpose of This Page

The Suppliers Page is a straightforward but essential module used to store and manage information about all your suppliers.

It allows you to:

  • Keep a structured directory of suppliers and vendors
  • Record contact information like phone numbers and email addresses
  • Upload or view supporting documents (like agreements or licenses)
  • Add internal notes for staff
  • Update or delete supplier records

๐Ÿ›‘ Note: This page does not display purchase history or track balances. Purchases are managed separately in the Purchases Page, where the supplier is referenced during each order.


๐Ÿ‘ฅ What Is a Supplier?

A supplier is any individual or organization you procure stock or services from, including:

  • Pharmaceutical vendors
  • Medical equipment companies
  • Lab reagent dealers
  • Packaging or stationery providers
  • Maintenance contractors

These are the sources of your inventory or service inputs.


๐Ÿ› ๏ธ What You Can Do on This Page

Feature Description
โž• Add Supplier Create a new supplier with name, phone, email, and optional photo
๐Ÿ” Search Suppliers Quickly find a supplier by name or keyword
๐Ÿ“ž Contact Info Store phone numbers and email addresses for follow-up
๐Ÿ–ผ๏ธ Upload Image Add a logo or profile photo
๐Ÿ“ Attach Documents Upload supplier-related files such as registration forms or price lists
๐Ÿ—’๏ธ Add Notes Write comments such as delivery schedules or special terms
โœ๏ธ Edit/Delete Modify or remove supplier records

๐Ÿงพ Whatโ€™s Not Included on This Page

To be clear, the following features do not exist on the Suppliers Page:

  • Viewing past purchase orders from this supplier
  • Supplier balance or total payment history
  • Purchase summaries

All such financial and procurement data is accessed via the Purchases Page or Reports.


๐Ÿงฐ Example Workflow: Adding a New Supplier

  1. You recently started buying thermometers from โ€œMediStock Suppliesโ€ and want to keep their info on file.
  2. Open the Suppliers Page
  3. Click Add Supplier
  4. Enter:
    • Name: MediStock Supplies
    • Phone: +233 123 456 789
    • Email: orders@medistock.com
    • (Optional) Upload a scanned price list or registration form under Documents
    • Add a note: โ€œPrefers email orders. Delivers on Tuesdays.โ€
  5. Save

โœ… Now anyone on your team can easily find and contact this supplier.


๐Ÿ“„ Documents Tab

Each supplier profile includes a Documents tab, where you can:

  • Upload PDFs, images, or Word files
  • Store regulatory forms, quotations, or past correspondence
  • Download or remove them anytime

๐Ÿ’ฌ Notes Tab

You can use the Notes tab to:

  • Record communication preferences
  • Flag issues (e.g., โ€œdelays during rainy seasonโ€)
  • List alternative contact persons

โœ… These internal notes are only visible to system users, not the suppliers.


๐Ÿง  Best Practices

  • Add every new supplier at the time of first purchase entry
  • Use the notes field to record behaviors and delivery terms
  • Upload a supplierโ€™s standard product list for quick reference
  • Encourage staff to use consistent naming to avoid duplicates