Manual Supplier records
The supplier record is the heart of the purchasing reference data. It brings together the identity (label, individual / legal entity type, tax ID or CIN), the financial parameters (currency, payment method, withholding tax) and the contact details. This data is automatically carried over onto all purchase documents.
Overview
The supplier record represents a purchasing partner in Swifto. Each supplier belongs to a single company and has a unique label. Once created, the record can be selected in purchase orders, purchase delivery notes, purchase invoices and payments: the currency, payment method and withholding tax are automatically preloaded there.
What the record contains
- Identity: label, legal status, tax ID / CIN
- Finances: currency, payment method, withholding tax
- Contact details: country, mobile, landline, email, address
- Visual: supplier photo / logo
Target audience
- Purchasing department — create and maintain the records
- Accounting — tax ID, withholding tax, currency
- Warehouse — selection at goods receipt
Related pages
This page details completing the record. For categories, see Brands & categories; for financial tracking, see Supplier statement; for the module overview, see Suppliers.
Access and navigation
Left-hand side menu: Purchasing → Suppliers → Suppliers.
The same submenu gives access to Supplier types and Statements / Advances.
List of suppliers
The page lists all the company's suppliers. Each column is filterable and sortable. New and Delete are at the top right; the magnifying glass at the end of the row opens the details.
| Picture | Supplier⇅ | Type⇅ | Email⇅ | Mobile phone⇅ | Phone⇅ | ||
|---|---|---|---|---|---|---|---|
| SOTUMAG Distribution | Wholesaler | contact@sotumag.tn | +216 71 802 110 | +216 71 802 100 | |||
| Comptoir Métal Sfax | Raw materials | achat@cmsfax.tn | +216 74 211 540 | --- | |||
| EuroPack International | Packaging | sales@europack.eu | +33 4 72 11 33 00 | +33 4 72 11 33 01 |
Table columns
| Column | Description |
|---|---|
| Photo | Supplier logo / image (default image if absent). |
| Supplier | Label (company name or name) — filterable and sortable. |
| Type | Supplier category (wholesaler, service provider, raw materials…). |
| Contact address (--- if not entered). | |
| Mobile / Landline | Phone details in the country's format (--- if absent). |
| Details | Opens the supplier's full record. |
Auto-complete in documents
In purchase documents, the supplier is chosen via an auto-completed field: start typing the label and the list filters instantly.
Action bar
New
Opens the supplier record form (section 5).
Delete
Deletes the ticked supplier(s) after confirmation — avoid this if linked to documents (see section 10).
Edit
From the details view, edit mode reopens the form prefilled with the existing values.
Details
The magnifying glass at the end of the row opens the full record in read mode.
The record form
Click New. The form brings together the identity, the financial parameters and the contact details. Fields marked * are mandatory. Save with the icon.
All record fields
| Field | Description | Mandatory |
|---|---|---|
| Type | Supplier category (configurable list — see Brands & categories). | Yes |
| Label | Company name or name (1st letter automatically capitalized). Unique within the company. | Yes |
| Legal status | Individual or Legal entity — toggles the identification field (section 6). | No |
| Tax ID | Tax identifier — shown if Legal entity. | No |
| CIN / Residence card | Identity document — shown if Individual. | No |
| Currency | Reference currency for purchases (TND, EUR, USD…) — section 7. | No |
| Payment method | Contractual due date: ---, 15, 30, 45, 60 or 90 days. | Yes |
| Enable withholding | Enables withholding tax on payments (Yes / No) — section 8. | No |
| Withholding threshold | Amount above which withholding applies (if enabled). | No |
| Withholding tax rate | Applicable rate (mandatory if withholding is enabled). | Conditional |
| Country | Defines the phone entry mask and the dialing code. | Yes |
| Landline / Mobile | Phone details (mask depends on country). | No |
| Contact address (validated by format check). | No | |
| Address / Description | Postal address and free-form note. | No |
| Additional info. | Free-form field (up to 450 characters). | No |
| Photo / Logo | Supplier image (gif, jpg, png — max. 10 MB). | No |
Identity & legal status
The Legal status field dynamically changes the identification field displayed. Toggling it shows the right field and hides the other.
Legal entity
Company, business, association. The field displayed is the Tax ID.
Tax ID: 1234567/A/M/000
Individual
Self-employed worker, craftsperson, private individual. The field displayed is the CIN / Residence card.
CIN / Residence card: 09123456
When the legal status changes
If you switch from legal entity to individual (or vice versa), Swifto clears the identification field that is no longer needed when saving, keeping only the one matching the chosen legal status.
Currency & payment method
The record's currency and payment method serve as default values on the supplier's purchase documents — ensuring consistency of statements by currency.
Currency
The Currency field is only offered if the company is in multi-currency mode. Otherwise, the company's currency applies automatically (TND by default). A Tunisian supplier will be in TND, a European supplier in EUR.
Payment method
Contractual due date carried over onto invoices to calculate the due date.
The supplier statement aggregates amounts by currency: a supplier in EUR and a supplier in TND are never combined together. See Supplier statement.
Withholding tax
Withholding tax (WHT) is a mandatory deduction applied to certain supplier payments. On the record, three parameters control it.
Enable withholding
Yes / No switch. When set to Yes, the rate becomes mandatory.
Withholding threshold
Minimum amount above which withholding applies (e.g. 1,000.000 TND). Below it, no withholding.
Withholding tax rate Mandatory if enabled
Percentage deducted from the payment (e.g. 1,5 %). Automatically carried over during purchase payments.
At payment time, Swifto automatically applies the withholding (rate × amount) as soon as the amount exceeds the threshold, and deducts the WHT from the disbursement. See Supplier statement and the Purchase payments module.
Contact details & photo
The contact details block brings together the supplier's contact channels and image.
Country
Determines the dialing code and the phone's entry mask (e.g. +216 for Tunisia, +33 for France).
Mobile / Landline
Mobile and landline numbers, entered in the format required by the country.
Email & address
Email address (format check) and postal address + free-form description.
Photo / Logo
gif / jpg / png image, max. 10 MB. Shown in the list and the details view.
Choose the country first
The phone mask depends on the Country. Select it before entering the mobile / landline number, otherwise the entry may be refused.
Business rules
Unique label — the label must be unique within the company. Swifto checks uniqueness on creation and on editing; a duplicate is rejected.
Multi-company isolation — each supplier belongs to a single company. You can only see and manage the suppliers of your own company.
Conditional withholding — if withholding is enabled, the rate becomes mandatory; it applies according to the defined threshold.
Legal status & identification — saving keeps only the identification field matching the legal status (tax ID for legal entity, CIN for individual); the other is cleared.
Controlled deletion — a supplier linked to orders, invoices or payments should not be deleted (risk of orphaned records). Prefer deactivating / archiving it.
Usage scenarios
Tunisian wholesaler (legal entity)
SOTUMAG Distribution: legal entity status, tax ID entered, TND currency, 30-day payment method, withholding enabled at 1,5 % beyond 1,000 TND. The record then feeds the purchase orders and invoices.
European supplier (EUR)
EuroPack International (France): legal entity status, France (dialing code +33), EUR currency, 60-day payment, withholding disabled. Its purchases appear in the statement separately in EUR.
Independent craftsperson (individual)
Local service provider with individual status: the CIN / residence card field replaces the tax ID; the rest of the entry is identical.
FAQ & Tips
I don't see the Currency field?
It only appears in multi-currency mode. Otherwise the company's currency applies automatically.
The phone rejects my entry?
The mask depends on the Country. Choose the country, then enter it in the suggested format (dialing code included).
Tax ID or CIN?
It depends on the legal status: tax ID for a legal entity, CIN / residence card for an individual.
Tip — set up withholding right from creation
Enabling WHT and its rate as early as the record avoids oversights at payment time and makes your disbursements more reliable.
