FR ENAR

User Manual Purchasing module Version 1.0 · Stable

Suppliers manual

The Suppliers module is the central directory of purchasing partners for your company. Each record gathers the identity, contact details, Tax ID, currency, payment terms and withholding tax. It is the foundation on which purchase orders, receipts, invoices and payments are built.

Entity types (individual / legal entity)

Payment terms

Statement indicators

∞

Supplier types

Overview

A supplier is a partner from whom your company purchases items or services. Their record is the anchor point of the entire purchasing cycle: it is selected in purchase orders, purchase delivery notes, purchase invoices and payments. The parameters entered here (currency, terms, withholding tax) are automatically carried over when these documents are created.

Business goal

Centralize the directory of purchasing partners
Pre-configure currency and payment terms
Manage withholding tax per supplier
Track the account statement and outstanding balance

Target audience

Purchasing department — create and maintain the records
Accounting — statements, outstanding, withholding
Warehouse / logistics — goods receipts

Position in the purchasing cycle

The supplier is the prerequisite for the entire purchasing chain: Order → Receipt → Invoice → Payment. See Supplier purchase orders and Purchase invoices downstream.

Access and navigation

Left-hand side menu: Purchasing → Suppliers → Suppliers. The same submenu also gives access to Supplier types and Supplier statements / Advances.

Swifto ERP — Purchasing menu

SWIFTO

Global dashboard

Sales

Purchases

Orders

Invoices

Suppliers

Supplier types

Supplier account statements

Settings

Need help? Click here...

The list of suppliers opens on the right after the click.

List of suppliers

The page lists all the company's suppliers. Each column is filterable and sortable. The New and Delete buttons are at the top right; the magnifying glass at the end of the row opens the detail.

Purchasing › Suppliers

SWIFTO

Global dashboard

Sales

Purchases

Invoices

Suppliers

Supplier types

Supplier account statements

Settings

012 Mr Amine ABDELKEFI

Need help? Click here...

Manage suppliers

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 missing).
Supplier	Label (company name or name) — filterable and sortable.
Type	Supplier category (wholesaler, service provider, raw materials…).
Email	Contact address (--- if not provided).
Mobile	Mobile phone number (in the country's format).
Landline	Landline phone number (--- if not provided).
Detail	Opens the supplier's full record.

Search & autocomplete

In purchasing documents, the supplier is chosen via an autocomplete field: start typing the label and the list filters instantly. The list itself can be filtered column by column (label, type, email, mobile, landline).

Create / edit a supplier

Click New. The form gathers the identity, the financial parameters (currency, payment terms, withholding tax) and the contact details. Fields marked * are mandatory. Save with the icon.

New supplier

Supplier record

Type: *

Wholesaler

Label: *

SOTUMAG Distribution

Entity type:

Legal entity

Tax ID:

1234567/A/M/000

Currency:

Dinars (TND)

Payment terms:

30 days

Enable withholding:

Yes

Threshold retained:

1,000.000

Source withholding rate: *

1,5 %

Country: *

Tunisia

Mobile phone:

+216 71 802 110

Email:

contact@sotumag.tn

Record fields

Field	Description	Mandatory
Type	Supplier category (configurable list — section 5).	Yes
Label	Company name or name (1^st letter automatically capitalized).	Yes
Entity type	Individual (CIN / residence permit field) or Legal entity (Tax ID field).	No
Tax ID	Tax identifier — shown if Legal entity.	No
CIN / Residence permit	Identity document — shown if Individual.	No
Currency	Reference currency for purchases (TND, EUR, USD…).	No
Payment terms	Contractual due period: ---, 15, 30, 45, 60 or 90 days.	Yes
Enable withholding	Activates withholding tax on payments (Yes / No).	No
Withholding threshold	Amount above which the withholding applies (if enabled).	No
Withholding tax rate	Applicable rate (mandatory if withholding is enabled).	Conditional
Country	Defines the phone input mask and the dialing code.	Yes
Landline / Mobile	Phone numbers (mask depends on the country).	No
Email	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

Entity type = display toggle

The Individual / Legal entity choice dynamically changes the identification field displayed: CIN / residence permit for an individual, Tax ID for a legal entity.

Types & categories

Each supplier is linked to a supplier type (its category). The list is configurable: from the form, the New button next to the Type field opens a mini-window to create a category on the fly, without leaving the entry screen.

Wholesaler

Volume purchases of goods for resale.

Raw materials

Production / manufacturing inputs.

Service provider

Services (maintenance, consulting, transport…).

Types can also be managed via the Purchasing → Suppliers → Supplier types menu for more detailed labels and descriptions. Careful categorization later makes it easier to filter the list and analyze purchasing statistics.

Supplier statement & outstanding

The Supplier statements / Advances menu compiles, per supplier, the financial summary for the fiscal year: purchase turnover, amount paid, outstanding, balance due and advances paid. The Search filters by currency and by year.

Purchasing › Supplier statements / Advances

Purchase turnover

86,400.000^TND

Settled

58,200.000^TND

In progress

28,200.000^TND

Balance due

28,200.000^TND

Advances

5,000.000^TND

	Label	Category	Purchase turnover	Settled	In progress	Balance due	Advance
	SOTUMAG Distribution	Wholesaler	52,800.000^TND	38,600.000^TND	14,200.000^TND	14,200.000^TND	5,000.000^TND
	EuroPack International	Packaging	12,400.000^EUR	12,400.000^EUR	0.000^EUR	0.000^EUR	0.000^EUR

Statement indicators

Indicator	Meaning
Purchase turnover	Total excl./incl. tax of purchases made from the supplier over the period.
Paid	Amount already paid to the supplier.
Outstanding	Amount committed but not yet paid.
Balance due	Amount still owed to the supplier (debt).
Advances	Amounts paid in advance, to be applied against future invoices.

Detail & PDF export

The magnifying glass at the end of the row opens the detailed statement: list of invoices and purchase delivery notes (amount excl. tax, VAT, incl. tax, paid, balance due), with the number of documents and total advances. This statement is exportable to PDF.

Purchasing cycle (workflow)

The supplier record feeds the entire purchasing chain. The parameters (currency, terms, withholding) propagate to the generated documents.

flowchart LR
  F([Supplier]):::s --> C[Purchase order]:::p
  C --> R[Goods receipt
Purchase delivery note]:::st
  R --> I[Purchase invoice]:::p
  I --> P([Payment]):::ok
  P --> E([Statement / Outstanding]):::ok
  F -.->|withholding tax| P
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#F1F5F9,stroke:#475569,color:#1E293B;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;

1. Supplier

Directory record created

2. Order

Purchase order

3. Receipt

Stock incremented

4. Invoice & payment

Statement updated

Business rules

Uniqueness of the label — a supplier's label must be unique within the company. Swifto checks uniqueness on creation and on edit; a duplicate is refused.

Multi-company isolation — each supplier belongs to a single company. You can only see and manage the suppliers of your own company.

Withholding tax — if enabled, the rate becomes mandatory. The withholding applies to payments according to the threshold defined on the record.

Currency & terms — the record's currency and payment terms are carried over by default onto purchasing documents, ensuring consistency of the statement and of amounts by currency.

Controlled deletion — a supplier linked to orders, invoices or payments should not be deleted (risk of orphaned records). Prefer disabling / archiving it instead.

Roles & permissions

Action	Purchasing	Accountant	Warehouse	Admin
View	✅	✅	✅	✅
Create a supplier	✅	—	—	✅
Edit	✅	✅	—	✅
Manage types	✅	—	—	✅
View the statement	✅	✅	—	✅
Delete	—	—	—	✅

Indicative matrix — depends on the profiles and privileges (GFournisseur, GTypeFournisseur) defined in your company.

FAQ & Tips

Do I need to enter the Tax ID?

The field is only mandatory depending on your organization. For a legal entity, the Tax ID is strongly recommended (invoices, withholding, filings). For an individual, enter the CIN / residence permit instead.

The phone field rejects my input?

The field's input mask depends on the selected Country. Choose the country first, then enter the number in the suggested format (dialing code included).

How do I see everything I owe a supplier?

Open Supplier statements / Advances, find the Balance due (red) then click the magnifying glass for the invoice-by-invoice detail, exportable to PDF.

Tip — type your suppliers from the start

A well-chosen type (wholesaler, service provider, raw materials…) later makes it easier to filter the list, produce statements and analyze your purchasing spend.

Swifto ERP · Purchasing module · User Manual v1.0

Suppliers — Home

Suppliers manual

Overview

Business goal

Target audience

Access and navigation

List of suppliers

Table columns

Create / edit a supplier

Record fields

Types & categories

New supplier type

Wholesaler

Raw materials

Service provider

Supplier statement & outstanding

Statement indicators

Purchasing cycle (workflow)

1. Supplier

2. Order

3. Receipt

4. Invoice & payment

Business rules

Roles & permissions

FAQ & Tips