Supplier Record

A complete Supplier record gives purchasing and finance teams one reliable place for the supplier's identity, contacts, addresses, buying defaults, tax settings, payment terms, bank details, and transaction controls. These details can flow into purchase orders, receipts, invoices, payment runs, remittance emails, and reports.

Use this guide to create a Supplier, confirm its defaults, test the result, and maintain the record without creating duplicates.

Before you start

• You need permission to create and edit Supplier, Contact, Address, and Bank Account records.

• Confirm the supplier's legal or trading name, country, and Supplier Type.

• Confirm the correct Supplier Group. This value supports reporting and supplier selection.

• Collect the main contact's name, email address, and phone number.

• Collect the ordering, invoice, and remittance email addresses. These can belong to different contacts.

• Collect each business or postal address and confirm the primary address.

• Confirm the buying currency, price list, payment terms, tax details, and purchasing policy with the people who own these settings.

• If payments will use a bank file, collect the supplier's payee bank details through your approved process. Verify new or changed bank details independently before payment.

Do not create a second Supplier only because a contact, address, bank account, or trading name changed. Search first, then update the existing record when it represents the same supplier.

1. Check for an existing Supplier

1. Use the search bar to open Supplier.

2. Search for the supplier's legal name, trading name, or a distinctive part of the name.

3. Open any possible match and check its Address & Contact, Tax, and Accounting tabs.

4. Compare its contacts, email addresses, postal addresses, tax details, and bank details with the information you received.

5. Check whether Disabled is selected if the supplier does not appear in normal searches.

If the record represents the same organisation or person, update it. If two records already represent the same supplier, review the merge steps under Maintain a Supplier record before you create any transactions.

2. Create the Supplier

1. From the Supplier list, click Add Supplier.

2. Enter the legal or trading name in Supplier Name.

3. Select Supplier Type:

   • Company for a registered business or organisation.

   • Individual for a person who supplies goods or services in their own name.

   • Partnership when this is the supplier's legal structure.

4. Add the primary contact and address details when you have confirmed information and want NexWave to create these linked records with the Supplier.

5. Click Edit Full Form when you need to set the Supplier Group or other defaults before saving.

6. Click Save.

New Supplier quick-entry window with contact and address details

Use one consistent naming convention. Avoid informal abbreviations that make the record hard to find. Do not add a branch, site, or contact name to Supplier Name unless it is part of the agreed supplier identity.

3. Set the buying and payment defaults

Open the saved Supplier and select Details.

1. Confirm Supplier Group, Country, and Supplier Type.

2. Select Billing Currency when the supplier normally invoices in a specific currency.

3. Select Price List when the supplier uses an agreed buying price list.

4. Select Default Payment Terms Template when the supplier has agreed payment terms.

5. Complete Remittance Reference, Remittance Particulars, and Remittance Code only when your payment-file process uses them. Follow the limits and descriptions shown beside each field.

6. Click Save.

Supplier details, buying defaults, and remittance defaults

Leave a default blank when your team must choose it for each transaction. A supplier default helps data entry, but staff still need to check the value on each purchase order, invoice, or payment.

Default Company Bank Account is your organisation's bank account for transactions with this supplier. It is not the supplier's payee bank account. Add the supplier's payee details as a separate Bank Account record as described in step 6.

4. Add contacts and document recipients

Select Address & Contact.

To add a contact:

1. Click New Contact.

2. Enter First Name and Last Name.

3. Add the work email address under Email IDs and mark the main address as the primary email.

4. Add phone numbers under Contact Numbers.

5. Tick Is Primary Contact when this person is the main contact for the Supplier.

6. Check Links and confirm that the Contact is linked to the Supplier.

7. Click Save.

Add separate linked Contacts when purchase orders, invoice questions, and remittance emails go to different people. Confirm the recipients in the email window before you send a document.

Back on the Supplier, select the main person in Supplier Primary Contact. If you edit the selected Contact later, reselect Supplier Primary Contact and save the Supplier so that its fetched details are current.

5. Add the primary address

On Address & Contact, click New Address.

1. Enter a clear Address Title.

2. Select the correct Address Type.

3. Enter Address Line 1, City/Town, Country, and Postal Code. Add the other available address details when they apply.

4. Check Links and confirm that the Address is linked to the Supplier.

5. Click Save.

Create separate linked addresses when ordering, returns, and correspondence use different locations. Do not overwrite the main address with a temporary location. Add the other location as another Address instead.

Back on the Supplier, select the normal address in Supplier Primary Address. If you edit that Address later, reselect Supplier Primary Address and save the Supplier so that its fetched details are current.

6. Add the supplier's payee bank account

Use the search bar to open Bank Account, then click Add Bank Account.

1. Enter a clear Account Name.

2. Select Bank.

3. Leave Is Company Account unticked. The account belongs to the supplier, not your organisation.

4. Select Supplier in Party Type.

5. Select the supplier in Party.

6. Enter Bank Account No. Enter Branch Code or IBAN when the payment method requires it.

7. Tick Is Default Account when this is the supplier's normal payee account.

8. Click Save.

Supplier payee Bank Account linked to the Supplier

Do not copy bank details from an unexpected email without verification. Confirm new or changed details through a known contact or another approved independent method. Keep Is Company Account unticked for a supplier payee account.

7. Set tax and account defaults

Select Tax.

1. Enter the supplier's tax registration or business number in Tax ID when your organisation records it.

2. Select Tax Category only when a configured category must control the supplier's tax treatment.

3. Select Tax Withholding Category only when your approved process requires withholding.

4. Click Save.

Select Accounting.

Use Accounts only when the supplier needs a non-standard payable account for a company. Most suppliers should use the normal company payable account. Ask the finance owner to confirm any non-standard account before you save it.

Do not guess a tax number, category, or payable account. A wrong default can affect every new purchase transaction for the supplier.

8. Set purchasing and payment controls

Select Settings.

• Select Block Supplier only when an approved hold is required. Use Hold Type to block all activity, invoices, or payments, and set Release Date when the hold is temporary.

• Select Is Frozen only when your approved control process requires it.

• Select Disabled when the Supplier must not be used for new work but its history must remain available.

• Select Allow Purchase Invoice Creation Without Purchase Order or Allow Purchase Invoice Creation Without Purchase Receipt only when your purchasing policy permits that exception.

Click Save after you confirm the controls. Do not remove a hold, freeze, or policy control only to let one transaction proceed. Follow your organisation's approval process.

9. Review the Supplier before use

Complete this check before staff create live transactions:

• Supplier Name, Supplier Type, Supplier Group, and Country are correct.

• Billing Currency, Price List, and Default Payment Terms Template match the agreement, or are intentionally blank.

• Any remittance defaults follow the payment-file rules shown in NexWave.

• The main Contact is linked and selected in Supplier Primary Contact.

• Ordering, invoice, and remittance email addresses are correct.

• The primary Address is linked and selected in Supplier Primary Address.

• Tax ID, Tax Category, and Tax Withholding Category are correct, or are intentionally blank.

• The payee Bank Account is linked with Party Type set to Supplier, Party set to the correct supplier, and Is Company Account unticked.

• Any non-standard payable account has finance approval.

• Block Supplier, Is Frozen, Disabled, and the invoice-without-order or receipt settings match the approved controls.

Create a draft Purchase Order or Purchase Invoice as a final test. Select the Supplier and check the contact, address, currency, price list, payment terms, tax result, and payable account. If the supplier will be paid through a payment run, also confirm that the correct payee bank account and remittance email are available. Correct the Supplier record before you submit a live transaction.

Maintain a Supplier record

Update a contact or address

Open the linked Contact or Address from Address & Contact, make the change, and save it. Then return to the Supplier, reselect Supplier Primary Contact or Supplier Primary Address when applicable, and save the Supplier.

Keep old locations only when staff still need them for current work. Select Disabled on an Address that must no longer be used.

Change bank details

Verify the requested change independently before you edit the Bank Account. Keep evidence of the approval in the system your organisation uses for payment controls. After the change, check the Supplier link, default flag, payment file result, and remittance details before the next payment is released.

Do not replace verified bank details from an unexpected email or message.

Rename the Supplier

Use Menu > Rename when the same supplier changes its legal or trading name. Check the result in the Supplier list and on a draft purchase transaction. A rename keeps links to the same business record.

Merge duplicate Suppliers

Choose which record must remain before you merge. Review both records for:

• open requests, orders, receipts, invoices, payments, and returns;

• Contacts, Addresses, and Bank Accounts;

• currency, price list, tax, payment-term, and payable-account settings;

• holds, freezes, and purchasing controls;

• the name that staff must use after the merge.

Open the duplicate, select Menu > Rename, select the option to merge with an existing record, and choose the Supplier that must remain. Complete the merge only when you have the required permission and are certain that both records represent the same supplier.

After the merge, check linked transactions, Contacts, Addresses, Bank Accounts, balances, and a new draft purchase transaction. A merge is not a substitute for correcting two genuinely different suppliers.

Stop new use without deleting history

Select Settings, tick Disabled, and save the Supplier when it must not be used for new work. Use Block Supplier or Is Frozen only when the approved control process requires it.

Disabling or blocking a Supplier keeps its history. Do not delete a Supplier that is linked to business records.

Troubleshooting

Related documentation

• Create and Send a Purchase Order

• Record and Review a Supplier Invoice

• Run a Payment Run

• Set up a Bank Account