Suppliers
The Suppliers section enables administrators to create and manage a central database of all vendors. This configuration is crucial for linking suppliers to Styles, Orders, and Compliance records, ensuring clear sourcing accountability and streamlined supply chain operations.
Suppliers represent the factories, agents, and vendors used throughout the platform—from style development and sample production through to order fulfilment and compliance audits. By maintaining an accurate and up-to-date supplier list, you can improve vendor communication, enhance quality control, and ensure a clear audit trail for all sourcing activities.
The Suppliers section allows you to create and manage vendor records that can be used across Style › Style Details (Agent and Factory fields), Compliance (Factory and Agent), Order › Style Details, and Search › Manage Data. Proper configuration ensures that supplier data remains traceable, aligns with your procurement workflows, and supports accurate reporting and compliance requirements.
Quick Check - Before You Start
- Confirm you can access Site Settings › Company › Suppliers and invite or onboard suppliers via the Supplier Portal › Add Supplier flow when they are not in Recent Supplier Registrations.
- Know which fields are portal-sourced (Portal Description, address, phone) so you do not expect to edit them here.
- If suppliers link to styles or orders, plan to Disable rather than delete when retiring a vendor.
Managing Suppliers
Add Supplier
- Click the Add New button at the top left to open a pop-up for Recent Supplier Registrations.
- If your supplier is not yet in this list, ensure that you are able to send them an invitation (refer to Supplier Portal › Add Supplier).
- Click Add New in the supplier row to add that supplier to your list of suppliers.
Edit Supplier
- Click the pencil icon next to the supplier you wish to modify.
- Update the relevant fields in the pop-up window across the four sections: Details, Production, Costings, and Staff.
- Click Save to apply the changes.
Details
| Field | Editability |
|---|---|
| Code | Editable |
| Internal Description | Editable |
| Portal Description | Non-editable |
| Type | Editable (options: Factory, Agent, or Factory and Agent) |
| Editable | |
| Phone | Non-editable |
| Address 1 | Non-editable |
| Address 2 | Non-editable |
| Town/Suburb | Non-editable |
| State | Non-editable |
| Zip/Postcode | Non-editable |
| Country/Region | Non-editable |
| Roles and Permissions | Editable (options: Supplier access or None) |
| Arrangement | Editable (options: Owned or Subcontracted) |
| Dispatch Port Air | Free text |
| Dispatch Port Sea | Free text |
| Payment Terms | Free text |
| Manufacturer ID | Free text |
| Supplier Profile | Configurable if you Add/Edit Items |
| Agent | Select from list of all agents. Configure in Suppliers. |
| Approved | Ticking this box will enable the supplier |
| Notes | Saved as internal comment only |
Production
| Field | Editability |
|---|---|
| Capacity monthly | Portal: non-editable; Internal: editable |
| Milestone | Editable. Options: Critical Path, Critical Path Tracker, MLS Summary. Configure in Site Settings › Order › Milestone. |
| Terms | Editable. Configure in Site Settings › Company › Terms. |
| License | Editable. Configure in Site Settings › Style › License. |
| Minimum Order Qty | Free text |
| Enforce License | Tickbox |
| Brands | Editable. Configure in Site Settings › Style › Brand. |
| Type | Editable. Configure in Site Settings › Style › Type. |
Costings
| Field | Editability |
|---|---|
| QC Cost % | Editable |
| Import Duty % | Editable. Configure in Site Settings › Costing › Import Duty. |
| Agent Commission % | Editable |
Staff
The Staff section displays staff members added to the supplier account. Columns include First Name, Second Name, and Email. For guidance on configuring staff per supplier account, refer to Supplier Portal › Add Staff Members.
Delete Supplier
Single Deletion
Click the trash icon next to a supplier and confirm the action in the pop-up.
Bulk Deletion
Select the checkboxes for multiple suppliers, then click the main delete icon that appears at the top of the table.
Disable Supplier
- If a supplier is no longer active but their record needs to be retained for historical data, change their status from Enabled to Disabled.
- Disabled suppliers will not appear as options in other parts of the system (e.g., Style Agent, Style Factory, Compliance Factory, Order members).
- This can be done directly in the list, the toggle in the Edit pop-up, or the Approved tickbox in Details section.
Best Practice
It is best practice to Disable suppliers who have been previously linked to styles or orders. Deleting a supplier with historical associations can lead to data inconsistencies.
Other Actions
- Filter – Toggle the view between Enabled and Disabled suppliers.
- Export – Download the current supplier list as an
.xlsxfile.
- History – Export a detailed change log of all edits and deletions in
.xlsxformat for auditing purposes.
Table Flexibility
Users can tailor the table layout using the following controls:
| Feature | Description |
|---|---|
| Sort by Ascending or Descending | Reorder suppliers by clicking on any column header. |
| Pin Column | Lock important columns in place whilst scrolling horizontally. |
| Autosize This Column | Automatically resize the specific column to fit its content. |
| Autosize All Columns | Applies autosizing on all columns. |
| Choose Columns | Show or hide individual table columns. |
| Reset Columns | Return the table to the default configuration. |
Related Documentation
Suppliers are used across several modules. For detailed guidance, refer to:
| Topic | Description |
|---|---|
| Style › Style Details | Configure Agent and Factory fields; the dropdowns are populated from Suppliers. |
| Compliance › Create | Assign a Factory when creating compliance records; factories are configured in Suppliers. |
| Compliance › Details | Configure Agent and Factory for compliance items; both reference the Suppliers list. |
| Order › Style Details | Purchase Order Form validation for Licence associations; Enforce Licence is configured per supplier in Suppliers. |
| Order › Members | Assign supplier members to orders; supplier members are independent from style assignments. |
| Site Settings › Order › General Settings | Configure supplier-related settings including Allow Supplier Edits, Supplier Loading, and purchase order options. |
| Search › Manage Data | Add the optional Supplier column to Style search for filtering and reporting. |
| Costing › Import Type | In Costing > Supplier for Import costings, suppliers are used for quote management. The Supplier section also includes Country/Region and Tariff fields per market. |
Tip
- Use unique supplier codes: Assign unique and logical codes to each supplier to prevent duplicates and ensure accurate data linking across the platform.
- Keep records tidy: Regularly review your supplier list and use the Disabled status for inactive vendors. This keeps your active list clean and easy to manage.
- Leverage History for audits: Periodically export the history log to track changes to supplier records, which is invaluable for vendor management reviews and compliance.
- Configure suppliers before linking to styles or orders to ensure correct field mapping and avoid data inconsistencies.
- Use the Filter feature to quickly switch between active and inactive suppliers when reviewing your vendor list.